CCT Event Manager Tips – Importing data

December 2017

 
CCT Event Manager Tips – Importing data

The Import and Export features within CCT Event Manager open up a range of options for you to manage your data. In today’s CCT Event Manager Tip, we’ll go over how you can get started importing bookings into the system.

Importing data from a file

If you keep your own computerised records of delegates booked on your event, we understand that entering that same information manually into CCT Event Manager can be time consuming. So to make your life easier, we have useful Import facilities that allow data to be entered in bulk.

To use this feature, log into CCT Event Manager, select your event and then go to the Manage Bookings screen. You will be shown a list of any delegates currently registered for your event on the right. On the left you’ll find a button that says “Import Data” which takes you to this interface:

Screen showing how to import data

To import delegate information you need to have your data in a CSV file. A CSV file is a common data exchange format and can be saved from spreadsheet applications such as Microsoft Excel (Select “CSV (Comma delimited)” as the file type from the Save As dialog), or exported from a wide range of other databases.

For compatibility with CCT Event Manager the CSV file you create needs to have a set number of columns with the correct data in each column. You can download a template to fill in by clicking the “download the import CSV template” shown on the Data Import screen.

There are 16 columns required in your CSV file, which you can get more details about by clicking the “Show details” link on the Data Import screen. Of the 16 columns, only two are required, the Surname and the Room Type. We suggest you fill in as many details as you have though. You can always edit information later through the CCT Event Manager interface if you haven’t got all the details at the start.

Room Type has to exactly match either “En-suite” or “Non en-suite”. We suggest you check what rooms you have contracted from the Dashboard to make sure you assign delegates correctly.

Dietary Requirements

If a delegate has special dietary requirements, you need to enter these into CCT Event Manager so that our kitchen staff can prepare appropriate meals for your delegates.

There are two columns that are specific to Dietary Requirements, please put all comments about food in these columns as this is passed onto our catering teams.

Column L allows one of the following values to be entered:

  • Leave blank for no special diets
  • Vegetarian
  • Gluten Free
  • Vegan
  • No Nuts
  • Low Fat
  • Low Sugar
  • Dairy Free
  • Other

If “Other” is specified, you will also need to enter something in column M to give us details. If a delegate has a combination of dietary requirements, use the Other option and specify the details in column M, as column L can only accept these specific individual values.

Storing email addresses in CCT Event Manager

If you enter email addresses for your delegates (column H), this will allow you to make use of our bulk email facilities to send email messages about your event to all your delegates. For example, to send them travel directions, payment reminders or any other notification you would like to send. Click here for an article about the Guest Email features of CCT Event Manager.

Your data will be stored securely, and CCT won’t use the email addresses you enter here for any other purposes.

Handling additional notes

There are two "Notes" fields in a booking, in column O and P. The "Organiser Notes" are for your own purposes, these are stored on the booking, and will be shown to you when you assign a bedroom. You can use this field to store any notes you want, for example if you want to remember that two delegates want to share a bedroom, you can enter it here. These notes will also be shown on printouts you make.

The “Notes & Requests for CCT” field is passed through to the centre when you submit your final details, so you can add any extra notes for us here. Please avoid entering dietary information here as this needs to be specified in the "Dietary Requirements" fields in order for them to be seen by the catering staff.

Processing the data import

Once you’ve created a CSV file and saved it to your computer, you can process the import in CCT Event Manager. Click the “Browse” or “Choose File” button next to the input field and select the file on your computer, then click the “Continue” button.

The data will be checked, and if there are any errors you will be alerted to them. If everything checks out, you’ll be shown a table of the delegates you are importing, something like this:

Screen showing how to process imported data

Until you click the “Save Details” button, nothing has been imported, so make sure to complete this step. If any of your delegates are children, select their age from the drop down box. This is important as CCT pricing for children is based on their age. If you want to keep track of your delegates' payments in CCT Event Manager, you can enter the price for their booking in this screen.

When you are happy with the details shown, click the “Save Details” button to complete the import. Please ensure you only click the ‘save’ button once, it may seem as though nothing is happening, but it is importing your delegates behind the scenes. Depending on the size of your file and how many delegates are included, this can take up to 30 seconds. You will then be taken back to the Bookings Manager screen showing the new delegates.

All delegates are imported as full time, attending every meal and staying every night. If you have any part time delegates in your import, you will want to edit their bookings now and untick the parts of the event they aren’t attending.

Getting further help

If you need any further assistance making use of these or any other features of CCT Event Manager don’t hesitate to contact our team on 0300 111 4444 or email eventmanager@cct.org.uk. We look forward to welcoming you to a CCT venue in the near future.

 
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