Please be aware that Lyyti is developed constantly and your view might not match 100% with the view described in this article.
This feature can be used with the following license packs: Starter, Basic, Professional and Enterprise.
This article describes how you can edit participant details with the help of Excel. This feature can be used only in events with single registration and registration with companion. Therefore it cannot be used in group events. You can use this feature to mass edit participant details after they have already been added to the event because the participants need to have a generated participant ID in Lyyti. If you have not added participants to the event yet, read more about importing participants here. The Excel update -feature can not be used to update the question type Multiple choice (choose many).
The article contains the following sections:
- Exporting the details that needs to be updated
- Updating participant information from Excel
- Tips for using the update from Excel -feature
Exporting the details that needs to be updated
To update participant information with the help of Excel you need to have the Participant ID of each participant you want to update. The Participant ID is mandatory when updating information with excel.
We recommend exporting a participant report from Lyyti that includes the Participant ID and the registration page answers you want to update.
An example of how to create a participant report with the Participant ID included:
You can also see the Participant ID on the participants page by viewing one participant at a time:
Here is an example of ready made changes to the Excel sheet where the detail that will be updated is the column Seating:
Read more about creating a participant report and exporting it to Excel here.
Tip: We recommend saving the original report as it is exported and copying the excel sheet to make the edits in a separate sheet. This way you have the original information saved in case you need it later.
Updating participant information from Excel
Updating the information is easy. First you need to have the updated information in an excel sheet that includes also the participant ID. After that, you can update the information in Lyyti:
- Go to the Participants page and click on add participants
- Choose Update participants from Excel
- Copy-paste the columns from Excel to Lyyti
- Define the columns you wish to import and add the setting "overwrite" to those columns you wish to update and then press Next (one of the columns must be defined as the participant ID). In the example the information that will be overwritten is the Seating: -question.
- You will then see the details that will be updated and if needed you can go back and edit the update or if you are happy with the details press Update to do the final import.
After this, the details are updated and can be seen on the participants page.
Tips for using the update from Excel -feature
If you update information that the participant needs to be informed about, you can send the confirmation message again to the participant so that they can see the updated details like their seating number etc. Read more about sending the confirmation message here.
You can also mass update the additional information and/or additional information 2 fields to use them in messaging to personalise messages. For instance, if you update a individual code from Excel to the additional information column, you can use it directly in messaging to communicate the code to the participants. When you add the personalisation text "additional information" to an email and send the message each recipients will directly see their individual code. Read more here: Sending individual codes to participants.
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