Skip to main content

Adding Offline Registrants to GC Events

Updated

A guide to bulk uploading offline registrations or leveraging Promo Codes to meet your offline registration needs for GC Events.

Within GC Events, you have two options for adding offline registrants:

  1. Bulk Upload of Offline Registrations
  2. Individual Offline Registrations with Promo Codes

Bulk Upload of Offline Registrations

Offline registrations can be created in bulk in your GC Event by uploading a CSV file with your offline registrants' details. These registrations will be marked 'offline' in your event reporting and will count toward any registration and ticket limits.

  1. From the Offline Registrations tab within your GC Event, click the “Upload Offline Registrations” button.
    1. Download the CSV that is specific to the event in which you’re working - it’s already in the necessary structure and format for your upload.
    2. Enter your offline registration data into the CSV file, adhering to the file’s existing structure and formatting. 
      1. Tip #1: Click into the Formatting Instructions to review the requirements and see the available activities and ticket types exactly as they should be written in your file. 
      2. Tip #2: There's a Notes column available in the CSV file where you can include details like who else this registrant is coming with, why this registrant was added as an offline registrant, etc.
    3. Upload your CSV file.
    4. (optional): Check the box if you’d like to automatically send registration confirmation emails to registrants upon successful import.
  2. Click “Upload”. The import may take 15-30 minutes to process.
  3. Review the data as it’s been imported from your CSV file to check for accuracy.
    1. Note that once a registration has been confirmed and uploaded, it is not currently possible to remove that registration from the system. You CAN adjust registrant details, change RSVP status, and remove activities and add-ons once uploaded, but you won't be able to add any Paid activities or add-ons at that point without collecting additional payment.
  4. Select "This Looks Good" to finish the import, or "Something's off. I need to try again" to return to the upload screen to revise and try again.

Reviewing Offline Registration Imports

Click into the Import History tab to review all offline uploads. Click into any past import to review and confirm the registrations you've imported. For successful offline registrations, you'll see a "Successful" status and a registration ID connected to that new registration. If any individual registration fails, you'll see a "Failed" status alongside the cause of the failed import in the "Errors" column.
To correct Failed imported registrations, return to your CSV file to make adjustments to your file. Be sure to remove all previously successful registrations, and upload ONLY the failed registrations again.
:warning:
Warning: If you try to upload the entire file again, it WILL create duplicate registrations for those that were already successful.

Individual Offline Registrations with Promo Codes

Do you need to quickly add someone to your guest list, collect their info, and/or track their attendance without asking them to go through the registration process themselves OR running an import of offline registrations as detailed above? Use Promo Codes! Please see the Promo Codes article for detailed instructions on fields and procedures; the following is a supplement to help you understand how to leverage Promo Codes to meet your offline registration needs.

Example Process:

Use Case A: VIP Guests

The president of your institution is attending, and you don’t want this VIP to have to fill out the registration details and/or make a payment. Easy. 
  1. Create a promo code and name it something like ‘vipattendees2024’.
  2. Create a percentage-based discount set at 100%. 
  3. Set a start and end date for validity that makes sense for your team.
  4. Make sure “Include event Add-Ons and Activities in discount?” is checked. 
  5. Go through the registration process as though you were the president, inputting any required fields and entering the promo code at checkout.

Use Case B: Paying By Check

You have guests who prefers to pay the old-fashioned way by mailing a check, and you’d like to have them appear on the public guest list and be able to record their attendance at check in. Check and check!

  1. Create a promo code and name it something like ‘paidbycheck’.
  2. Create a percentage-based discount and set it at 100%. 
  3. Set a start and end date for validity that makes sense for your team.
  4. Make sure “Include event Add-Ons and Activities in discount?” is checked. 
  5. Go through the registration process as though you were the registrant, inputting any required fields and entering the promo code at checkout.

FAQ:

  • How can I identify these offline registrations in reporting?
    • For registrations created by Promo Code: Use the Registrations Report and filter using the promo_applied. This will show all registrations entered using the promo code you selected for this type of offline registration.
    •  
  • Can guests added offline be grouped together into a single registration?
    • No, not at this time.

Related articles