> For the complete documentation index, see [llms.txt](https://docs.eventflowapp.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.eventflowapp.com/eventflow-cms/teams-users-and-custom-fields/import-teams.md).

# Import teams

Prepare your spreadsheet, resolve validation errors and import new teams with their Team Owners.

Use **Import Teams** to create several teams at once from an Excel or CSV file. Each row creates a new team and its Team Owner.

Upload your file, match its columns and resolve any errors. A final preview lets you check the data before creating the teams.

{% hint style="warning" %}
Importing sends welcome emails to the Team Owners. Check that your manual and welcome email are ready before starting the final import.
{% endhint %}

## Prepare your spreadsheet

Use one row per team, with the Team Owner's details on the same row. Save the file as **.xlsx**, **.xls** or **.csv**. For an Excel workbook, place the data on the first worksheet.

Include these columns:

| Eventflow field        | What to enter                                                                                                      |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------ |
| **Team Name**          | The organisation or exhibitor name. Required and unique within the manual.                                         |
| **First Name**         | The Team Owner's first name. Required.                                                                             |
| **Surname**            | The Team Owner's surname. Required.                                                                                |
| **Email**              | The Team Owner's email address. Required and unique within the manual.                                             |
| **Team Type**          | An existing team type, such as Exhibitor or Sponsor. Recommended so the team receives the right content and tasks. |
| **Allow Stand Shares** | Use **Yes** or **No**, or **True** or **False**. Optional.                                                         |

You can also include columns for existing custom fields, such as **Hall Number**, **Stand Number** or an external reference. Create the fields before importing so they are available for column matching. See [Manage custom fields](https://docs.eventflowapp.com/eventflow-cms/teams-users-and-custom-fields/manage-custom-fields).

Before uploading:

* Remove duplicate team names and email addresses, including records already in the manual.
* Check that names and email addresses are complete and correctly formatted.
* Remove unwanted spaces and blank or unnecessary rows.
* Make sure the team types you intend to use already exist in Eventflow.

Changing capitalisation or adding spaces does not make a duplicate team name or email address unique.

### Email addresses containing a plus sign

The team bulk importer currently rejects addresses containing a `+`, such as `name+team2@example.com`.

This restriction is specific to the importer. Plus addresses can be used for manually added users if their email provider supports them. See [Giving one person access to more than one team](https://docs.eventflowapp.com/eventflow-cms/teams-users-and-custom-fields/manage-teams#giving-one-person-access-to-more-than-one-team).

## 1. Upload the file and select the header

1. Go to **Admin > Import Teams**.
2. Upload your spreadsheet or CSV file.
3. Select the row containing your column headings and select **Continue**.
4. If the file has no headings, select **I don't have a header row**.

A header row contains labels such as Team Name and Email, rather than an exhibitor's details.

## 2. Match the columns

Check every column and select the Eventflow field it should populate. Review any matches suggested automatically.

For example:

* Match your company-name column to **Team Name**.
* Match the contact's email address to **Email**.
* Match a hall-number column to your **Hall Number** custom field.
* Select **Do not import** for a column you do not need.

Every column must have a selection, including those you choose not to import. Make sure the four required fields are mapped, then select **Continue**.

## 3. Review and resolve errors

Eventflow checks the mapped data before importing. Critical errors must be resolved or the affected rows removed before you can continue.

| Common problem                                  | How to resolve it                                                                                                                                                     |
| ----------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Duplicate team name or email                    | Check both the spreadsheet and existing records. Remove the duplicate or correct the source data. This importer creates new teams rather than updating existing ones. |
| Missing first name, surname, email or team name | Complete the missing details in your spreadsheet.                                                                                                                     |
| Invalid email address                           | Check spelling, formatting and unsupported characters, including `+` addresses. A correctly formatted address is not a guarantee that email can be delivered.         |
| Team type not found                             | Correct the name or add the intended type under **Manage Team Types**, then return to the import.                                                                     |
| Invalid **Allow Stand Shares** value            | Replace values such as “Maybe” with **Yes/No** or **True/False**.                                                                                                     |
| Duplicate custom-field ID                       | Check the values in that ID field against the spreadsheet and existing teams. Each non-empty value must be unique for that field.                                     |

For a large spreadsheet, it is usually quicker to correct errors in Excel and upload the corrected file again than to work through them in Eventflow.

If you intentionally want to exclude all rows with critical errors, use **Delete (X) Rows**. This removes those rows from the current import. They will not be created, so keep a record of any teams you need to add later.

When **No errors found** appears, select **Continue**. If you removed every data row, there is nothing left to import.

## 4. Preview the import

Review the remaining data before creating the teams.

Check:

* The number of teams matches what you expect.
* Team names and Team Owner email addresses are correct.
* Team types and custom-field values are in the right columns.
* Stand-sharing permissions are correct.

Review any warnings as well. Warnings may need attention even when they do not block the import.

When you are ready, select **Import Users** and complete any warning confirmation shown.

## 5. Wait for the result

Eventflow processes the import and displays progress. Keep the page open and do not refresh it while the import is running. Larger imports take longer, so allow time for processing.

Welcome emails are sent as part of the import. A bounced or blocked welcome email does not mean that the team was not created. Check the team record and its email activity before trying to import it again.

After the import:

* Check the new records under **Manage Teams**.
* If some rows failed, review the failure details and check which teams were created before retrying.
* If the result is unclear after a connection error, check **Manage Teams** before uploading the file again.

Correct and retry only the rows that still need to be created. Re-uploading the whole file can produce duplicate-record errors.

If you need help preparing the data or completing an import, contact Eventflow support.


---

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