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How to Import Registrations for a Group

How to register for multiple new registrants?​

Using our imports function is a great way to add registrations to your site in a large number if:

  • You already have the data for multiple registrants (shifts, activities, registrant types, etc.)
  • A group of registrants have trouble signing up by themselves
  • You want to manage multiple registrants' data before adding them to the system
  • A group of registrants want to simply fill out a template to sign up
Recommendations for import
  • Import registrants for one registrant type at a time
  • Import registrants for one activity at a time

Once your registration site has been set up completely, the process is simple:

  1. Create an import template
  2. Send the template to the group to fill out
  3. Import the filled-out template into myTRS

Watch the tutorial or follow the steps below to import registrations for a group into your registration site.

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STEP 1: Generate an Import Template​

  1. From your Dashboard, go to Imports.

  2. Select your registration site > Click Template.

  3. Select a registrant type for this group.

  4. Select an Activity that is assigned to this registrant type.

    Note

    Time slots will be loaded automatically.

    warning

    If you choose an activity that isn't assigned to your selected registrant type, the import won't work.

  5. Select custom fields that you would like this group to fill in answers for. (Default fields are shown on the right side in the "Included Headers" section).

  6. Click Generate Template.

STEP 2: Fill Out the Template​

  1. Formatting: Highlight the whole sheet and choose Wrap Text to show all headers clearly.
  2. Required Fields: Email, first name, and last name must be provided.
  3. Skipping Columns: You can skip columns D through J.
  4. Column K: You must put an "x" for all registrants listed on the sheet.
  5. Custom Fields: Fill in any custom field columns.
    • Crucial: The group must use the exact values determined in the system. For example, if the site uses "Small" and the group enters "S", an error will occur.
    • To find values: Dashboard > Edit (on the site) > Custom Fields > Edit (on the specific field) > Look for the values.
  6. Time Slots: Fill in "x" for the specific time slot each registrant is assigned to.
  7. Save File: Save the file specifically as a CSV (comma separated value).

STEP 3: Import the Template​

  1. From your Dashboard, go to Imports.
  2. Select your registration site.
  3. Click New Import.
  4. Upload the CSV file and check the box Force imports on conflicts and existing registrations?.
  5. Click Save & Process.
  6. Verify Status:
    • "Created": The import was successful.
    • "Failed": Check the error details in the next column for troubleshooting.
Common import errors

Your imports might fail because of some common errors below:

  • The file wasn't saved with the standard CSV file type: Comma separated value (.csv)
  • Multiple registrant types were selected for ONE registrant (each registrant should only have ONE registrant type)
  • The shifts selected aren't associated with the selected registrant types
  • The headers have been changed (the headers must be kept the same as when you download the template)

Contact TRS support via email