Importing Guests with Tickets

Ticketed Guest imports are generally done when the software is being introduced late in the planning process and tickets have already been sold and recorded elsewhere.  If you have sold less than 50 tickets or have less than 100 guests and/or most of your tickets are tables purchased by businesses w/o known guests,  entering them directly into the software may be easier (and will often yield better results).

The spectrum for a data import of Ticketholding Guests ranges from simple (allows guests to check-in, buy items and check out) to very complex (data on the ticket buyer, the guest using the ticket, and the ticket and payment details of each transaction are imported).   Examples and illustrations of the most common ticketed guest imports are provided below.

If you have not already prepared spreadsheet(s) for donor or item imports, it will be helpful to first review the general information about Importing Data.

Note:  Some gateways require specific data in order to process credit card transactions.  If you'll be using Vanco, SchoolPay or WePay as your gateway, this data should be included in the import or it will have to be manually entered before a transaction:

  • Vanco and SchoolPay:  Full name and complete billing address
  • WePay:  Zip code

Submit your import request and prepared spreadsheets to [email protected].

How much data do you need to import for ticketed guests?

How much data do you need to import for ticketed guests?

Complex Imports should be undertaken by data gurus only.  Instructions are incorporated into the SAMPLE SPREADSHEET FOR IMPORTING TICKETED GUESTS but please contact [email protected] if you have any questions prior to manipulating your data.

Format 1 - Simple Import:

Format 1 - Simple Import:

1.  The simplest ticketed guest import requires only the names of your guests, using the first/last name columns or the full name column headers, depending on how your spreadsheet is formatted (see Name Format instructions below).

2.  We recommend importing guest emails if you have them.  Email addresses allow you to:

Other commonly used column headers for ticketed guest imports:

  • guest_address
  • guest_city
  • guest_state
  • guest_zip
  • guest_phone
  • bidder_number (only use if already assigned)
  • udf_meal_choice

See Available Data Fields or SAMPLE SPREADSHEET FOR IMPORTING TICKETED GUESTS   for a complete list of data fields/column headers.

Format 2 - Still Easy (and most common) Import:

Format 2 - Still Easy (and most common) Import:

1.  The link_id column denotes which guests are assigned their own bidder number (specify a unique link_id) and which guests will be assigned a shared bidder number (specify a shared link_id).   To share a bidder number, guests must share a link_id AND be on adjacent lines.

2.  A guest name is required.  Use the first/last name columns or the full name column headers, depending on how your spreadsheet is formatted (see Name Format instructions below).  Note:  if your spreadsheet has couples (John and Mary Smith) sharing a bidder number on the same line, use Format #3 shown below.

3.  We recommend importing guest emails if you have them.  Email addresses allow you to:

Other commonly used column headers for ticketed guest imports:

  • guest_address
  • guest_city
  • guest_state
  • guest_zip
  • guest_phone
  • bidder_number (only use if already assigned)
  • udf_meal_choice

See Available Data Fields or  SAMPLE SPREADSHEET FOR IMPORTING TICKETED GUESTS for a complete list of data fields/column headers.

Format 3:  Couple names in same cell/sharing a bidder number:

Format 3:  Couple names in same cell/sharing a bidder number:

1.  If your spreadsheet has couples' names in a single cell and you want them to share a bidder number, you must have a ticket type for two (2) guests with a shared bidder number on your site and

2.  Add a column and specify the type of ticket each guest should be assigned.

3.  The link_id column is only necessary if you also have guests on single tickets that you would like to link to share a bidder number.

Name formatting for ticket imports:

Name formatting for ticket imports:

Names Formats:  The software has separate fields for first and last names, but your spreadsheet may not.  Our import process can accommodate the most common name formats, but you may need to edit your column headers and/or individual cells.  Refer to the illustration above to determine which column header(s) to use for your import.  Note:  If your spreadsheet contains a combination of methods or a format not described above, you will need to edit the non-compliant cells to one of the allowed formats.

Name Columns for Complex Imports:  separate columns are used to collect data on both ticket buyers and guests (eg ticket_buyer_first_name and guest_first_name).  

  • When the ticket buyer and guest are the same person, the ticket buyer cells can be left empty and the software will autofill with the guest info.  This does NOT work in reverse:  if a guest name is not specified, the ticket will be imported as "Unassigned".
  • A business can be a ticket buyer (ticket_buyer_business_name) but NOT a guest.