Adding Speakers to the Speakers Module

You can add speakers participating in your event to the Speakers module in two ways. Individually through the admin panel (learn more about adding speakers in the article Speakers) or by importing all participants using a bulk file. This article describes how to correctly create a file with data of all speakers and import it into your event.

How to save data for import?

Data for import should be saved in a file with a csv extension. Programs like Excel, Numbers (an app for iOS users), and Google Sheets allow export to this extension.

Before exporting data, make sure the file is saved in the Unicode UTF-8 encoding system. If the file is saved in another encoding system and an error occurs during its import in the panel, you should convert the file using a free online tool.

Importing Speakers

To import speaker data into the admin panel, go to the Speakers module in the Create tab and click the cloud icon with an upward arrow in the top right corner:

Then, using the Template XLSX or Template CSV button, download a ready-made template in your chosen extension:

ATTENTION!

If you download the template in xlsx format, remember to convert it to csv format before uploading.

You can also prepare a csv file yourself, which will contain the following columns: uuid, first_name, last_name, vip, position, company, country, description, show_contact_details, email, phone, facebook, linkedin, twitter, youtube, instagram, photo_url. None of the columns can be omitted in the file. Additionally, the columns must be arranged in the order mentioned above. Otherwise, the import will not be successfully completed. If you do not want to fill in all the information, you should leave the column in the file but not fill it in. The only mandatory columns are uuid and the speaker's last name – last_name.

ATTENTION!

Note that there is no column for speaker photos in the template. If you want your panelists to have an assigned photo, add it in the admin panel by editing the speaker profiles.

Entering Data for Speaker Import

uuid – is an identification number that must be unique for each speaker. It can consist of any string of characters, although it is recommended to use numbers sequentially from 1 to infinity.

PROTIP

To assign a speaker to a session in the agenda during the agenda import, you need to assign the uuid number from the previously used speaker import file in the speaker_uuid column. See how to import an agenda with speakers.

vip – if you want to give a speaker's profile VIP status, place the value: 1 in this column. This designation allows the profile to be displayed at the top of the speaker list and highlights the person with a VIP label. Leaving cells in this column unfilled will default them to the value 0 and no VIP designation in the speaker's profile.

show_contact_detail – by entering the value 1 in the cell, you reveal the speaker's contact details, meaning they will be visible in the app in their profile for all users. If you want to add contact details to the speaker's business card, fill in the email and phone columns. If you do not want to provide the data, you should leave the column name in the file without filling in the cells below.

If you decide to fill in the aforementioned columns, remember that the email address should not contain diacritical marks (ą,ö,etc.), and the phone number should be written together – without spaces. In the case where we want to add an area code, we write it in one sequence, not adding the “+” sign before it, e.g.: 777888999, 48777888999.

ATTENTION!

Links to social media such as: Facebook, Linkedin, Twitter, YouTube, or Instagram should start with “https://”. Omitting these characters will result in the user not being redirected to the target page. Example link: https://www.linkedin.com/in/nazwa-profilu-użytkownika

ATTENTION!
Due to RODO/ GDPR regulations, keep in mind that it is your responsibility to obtain consent for the publication of the speaker's contact details.

If you already have a file ready for import in csv format, click the Choose File button and upload the previously prepared document. Then click Import, and all speakers will be uploaded to the system:

Adding Language Layers during Import

Translating speaker profiles into other languages is only possible if language layers have been added in the admin panel under Basic Info.

To import an additional language layer in the Speakers module, you need to prepare a new CSV file in which the data from the columns: position and description are translated. The data in the other columns must remain unchanged compared to the previously imported layer. The speaker profiles in both files should be in the same order. The UUID numbers assigned to the speaker profile should remain the same in all imported files/layers.

To add another language layer, first select the language from the dropdown list, and then proceed the same way as with the first layer:

NOTE!
Importing translated content requires that the basic language layer also comes from an import.

Editing the File for Speaker Import

If, after importing speakers to your event, you need to make some changes or add new people, you can edit the previously added file and import it again. All changes made to already published speakers will be updated. You can also add new speakers with all the information, assigning them subsequent uuid numbers. After making edits to your file, import it again in the admin panel.

ATTENTION!

Remember to keep the uuid numbers of all panelists the same. This will ensure the correct update of previously entered data.

Have a successful event with Meeting Application!