Creating and importing an entry list
This page covers importing a roster of participants collected in advance as a CSV file and assigning Entry Numbers. For how this relates to check-in on the day, see Application and Approval Management.
For an event where you collect applications in advance, you can import the participant roster (entry list) as a CSV file. On the day, a participant only enters their entry number to check in, and the display name is filled in from the roster.
Import from Import Roster in the Participants group of the event management screen (dashboard). It is limited to event managers and above, so it does not appear for event operators. Once a roster has been imported, the card shows Roster active.
Building the CSV file
Put the following three columns in a spreadsheet and save it as CSV.
| Column | Content | Required |
|---|---|---|
| 1st | Entry Number (a positive integer, up to 999,999,999) | Yes |
| 2nd | Display name | Yes |
| 3rd | Memo (a note for the organizer) | No |
An imported memo is shown as Memo at the end of Request Details, which opens when you tap a row in the Player List and choose Details. It is not shown for rows whose memo is empty.
- A header row is optional. If the first cell of the first row is a number, the file is read without a header; otherwise the first row is skipped as a header
- Only UTF-8 is supported. In Excel, choose "Save As" and then "CSV UTF-8 (.csv)"
- The same entry number cannot appear twice in one CSV file
- Rows with an empty display name, or whose number is not numeric, are not imported and an error is listed with its row number (the error text is in English)
Importing
- Open Import Roster and choose the file with Choose CSV file
- The file is checked (Checking…) and the result appears in Summary
- If there are Conflicts, choose Migrate or Skip for each one
- Tap Import to run the import
Importing needs a connection. When you are offline, "Internet connection required. Please try again after connecting." is shown.
Reading the summary
| Item | Meaning |
|---|---|
| Added | No entry exists yet for that number, so it is newly registered |
| Updated | Registered from a roster and not checked in yet. The display name and memo are overwritten |
| Protected | Registered from a roster and already checked in. It is not overwritten |
| Conflicts | That number is already used by an entry from another route, such as the participant's own request. Migrate replaces it with the roster row while carrying over that participant's check-in state; Skip leaves the existing entry as it is |
If another member of the team changes the roster while you are checking, "The roster was changed while you were reviewing. Please re-run the dry run." appears. Start again from the check.
After importing
- The rows appear in the Player List with the status Rostered (registered, not yet checked in by the person)
- On the day, when a participant scans the Check-in QR and enters their entry number, they are matched to the roster row and the display name is filled in (Retrieved from participant list)
- A participant who enters a number that is not in the roster is told "This entry number is not on the participant list. Please contact event staff."
- In an event that uses a roster, the entry number of a roster row cannot be edited individually in the app ("Roster numbers can only be changed by re-importing the CSV." is shown). However, simply importing a corrected CSV does not replace the number. For the steps, see Changing a number
Re-importing and cancelling
You can import into the same event as many times as you need. Re-importing does not replace the roster; each row of the CSV is matched against the existing row with the same entry number.
- A row with the same number that has not checked in — the display name and memo are updated
- A row with the same number that has already checked in — protected and left unchanged
- A number that is not in the roster — added as a new row
- A row whose number you removed from the CSV — not deleted; it stays
For example, if you change row 12 to 34 in the CSV and import it again, row 12 stays as it is and a new row 34 is added.
To stop using the roster, use Cancel imported roster. Only rows that have not checked in are deleted; rows that have checked in remain. Both re-importing and cancelling change the roster version, so participants who have the check-in screen open at that moment are asked to scan the QR code again.
Changing a number
- Rows that have not checked in yet — Use Cancel imported roster to delete the rows that have not checked in, then import the CSV with the corrected numbers. Rows that have checked in are not deleted by cancelling and are not changed by re-importing. Participants who have the check-in screen open are asked to scan again, so do this before check-in starts
- Rows that have already checked in — Neither re-importing nor cancelling changes the number. Add a row with the new number to the CSV and import it, then ask the participant to scan the Check-in QR again and enter the new number. Once they check in with the new number, the row with the old number goes back to not checked in. Do this before they start playing