Importing guests

There are three ways to add many people to a guest list at once:

Way	Best for
Import a CSV file	A spreadsheet of names you’ve been sent or exported from another system
Import a HubSpot list	People you already manage in HubSpot
Add guests from Contacts	People who have been to your earlier events

Imported guests join the list as Invited. Nobody is emailed when they’re imported, so you decide when to send your invitation from the Emails tab.

Go live before you import

While an event is a draft, everyone added to its guest list is test data, and is deleted when the event goes live. Import your real guests after going live. See Publishing an event.

Import a CSV file

Prepare your file

Your file needs a header row and an email column. Mint recognises these columns, in any order. Capitals, spaces and punctuation in the headings don’t matter, so First name, first_name and FIRST NAME all work.

Information	Column headings Mint recognises
Email (required)	email, email address, e-mail
First name	first name, firstname, first, given name
Last name	last name, lastname, last, surname, family name
Company	company, organisation, organization, account
Job title	job title, title, role, position
Phone	phone, mobile, phone number
Tags	tags, tag, labels
List	list, list name, segment

Other columns are ignored. To give someone several tags, separate them with a semicolon or a vertical bar, for example VIP; Speaker.

You can import up to 5,000 rows at a time. For a bigger file, split it into parts.

Import it

1. Open the import

   Go to Events, open your event and select the Guests tab. Select Import in the toolbar.

2. Choose your file

   Drop your CSV file onto the box, or select it to choose a file. Mint shows how many Rows found, how many have Valid emails, and how many will be Skipped (no valid email).

3. Add everyone to a list (optional)

   In Add to list, type a list name such as “VIP customers”. It’s used for everyone whose row doesn’t already have a list. Lists help you filter the guest list and choose who receives an email.

4. Tag everyone (optional)

   In Tag everyone, add any tags you want on every imported guest. They’re added to any tags already in the file.

5. Decide what happens to people already on the list

   Update details of guests already on the list is on by default. See People already on the guest list.

6. Import

   Select Import … guests. When it’s finished, you’ll see how many guests were new, how many were updated and how many were skipped.

People already on the guest list

Mint matches people by email address. For someone who’s already on this event’s guest list:

Update details of guests already on the list	What happens
On	Their details are updated with the values in your file. Empty cells don’t erase anything. New tags are added to their existing ones. Their status doesn’t change
Off	They’re left exactly as they are and counted as skipped

If the same email address appears more than once in your file, only its first row is used.

Lists are replaced, not added

A guest is only ever on one list. When you update existing guests, anyone with a list in your file, or in Add to list, is moved to that list.

Import a HubSpot list

If your organisation has connected HubSpot, you can bring in the members of a HubSpot list. If it isn’t connected yet, see Integrations.

1. Find the list ID in HubSpot

   Open the list in HubSpot and copy its ID.

2. Open the HubSpot import

   On the event’s Guests tab, open the More actions menu at the end of the toolbar and select Sync from HubSpot.

3. Enter the list ID

   If your organisation has more than one HubSpot connection, choose the Connection first. Then paste the ID into HubSpot list ID.

4. Select Import members

   You’ll see how many guests were new and how many were updated.

New members join the guest list as Invited, on a list called “HubSpot” followed by the list ID, with the tag hubspot. Members who are already on the guest list are updated with their HubSpot details and moved to that list; their status doesn’t change.

Their contact records are also updated, with every field your HubSpot connection is set up to bring across.

You can run the import again at any time, for example when new people join the HubSpot list.

Add guests from Contacts

Contacts holds everyone who has ever been on one of your guest lists, so it’s a quick way to invite past guests to a new event.

1. Find the people in Contacts

   Go to Contacts. Use the search and Filters to show the people you want, for example everyone who Checked in at last year’s event. See Managing contacts.

2. Select them

   Tick the box next to each person, or tick the box in the heading row to select the whole page. To include every contact that matches your filters, not just this page, select Select all … matching.

3. Select Add to event

   In the bar above the list, select Add to event.

4. Choose the event

   Choose the Event. Only events that haven’t ended yet, and aren’t archived, are listed. You can also type a list name in Add to list.

5. Select Add to guest list

   You’ll see how many guests were added, and how many were already on the list.

Everyone is added as Invited. People who are already on that event’s guest list are left exactly as they are.

Who can import

To import guests you need a role that can add and edit guests: by default Admin, Group Manager or Event Organiser.

Adding guests from Contacts also needs permission to manage contacts. Admin, Group Manager and Event Organiser have both by default.