How can I import participants for my Pledge event?

Synopsis
You wish to register and create fundraising pages for your event participants. This is common for school fundraising events in which all students are registered by an administrator.

Solution
One of the benefits of your Pledge website is that your constituents can easily register and create their personal fundraising page. However, for some types of events the event administrator will want to add participants directly. Be sure to create your personal and team fundraising page defaults (at Pledge -> Fundraising Pages) prior to uploading your participants, as pages are generated upon import and cannot be batch updated after the fact.

From your admin area, go to People -> Participants and click Import Participants. Note that your file must follow the formatting of the Example Microsoft Excel file exactly to successfully upload.  The file must be saved in format .xls, Excel 97-2003.  If you do not wish to include some information you may leave that column blank. However, do not delete the column! Also, imports are limited to 250 participants at one time. If you have more than 250 participants to upload, you must complete multiple uploads.

Fields that can be imported include: First name, last name, address, phone numbers, email, username, password, weblink, Personal Pledge Plan Goal, personal statement, and team name. Only names are required.

If you wish to use the Team Name field, your teams must first be added at People -> Groups. For schools, this field is often used for classrooms or teacher names and it is very useful to add the classrooms and then include them in your upload.

Once you have placed your data into this format, save & browse to locate your Excel file on your computer. Once you have attached the file, hit 'Import'.

Important Information on Username and Password
If a username and password have been included your participants can now log into their account and customize their fundraising page or add donations. If you are uploading a large number of participants you may wish to create a standardized username and password for each (though usernames must all be unique). Usernames could be the student's first name & grade (ie Johnny3) & must be 6-10 characters in length with letters and numbers only accepted. Passwords can be shared by all participants. However, when following this method be sure to ask participants to change their password upon log-in for security purposes.

If usernames and passwords are not included in the upload, random ones (ie k1k3n6r) will be generated. Therefore, it will be necessary to send an email to the participants so they can personalize their login credentials. Once you have uploaded the students you can go to Email-> Compose. Select "Participants" in the To: field and add your Subject. In the Message box, copy and paste the following text:


Dear {{s:memberFirstname}},

Thanks for participating in {{s:eventName}}. Your temporary username is "{{s:memberlogin}}", you can reset your personal username and password by following this link: {{s:memberresetlink}}.

Do a test email by entering your email in the Send Test box. If all looks good, click the Send button in the bottom right to send the email to all participants.

 

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