Using a third-party tool like Excel or an ATS to collect candidate event registrations, you can download data from that tool and Bulk Import those registrations through the Candidate Engagement Hub (CEH). You can add registrations to past or upcoming events and choose to send imported registrants event confirmation emails.
Easily view your import history, revert an import if needed, and restrict the ability to use Bulk Import to only certain users in your organization.
Imported registrants are designated with a Registration Method of Bulk Import on the Overview tab of their CEH Candidate Profile.
In This Article
- Grant Access to Bulk Import
- Bulk Import Registrants
- Send Registration Confirmation Emails
- View Import History
- Revert an Import
- Add or Update Resumes for Imported Registrants
Grant Access to Bulk Import
User access to Bulk Import is managed on the User List page under Users on Account Home in the Brazen Control Center.
To grant someone access, click the meatball menu on their listing and select Enable Manage Candidates Access.
|The Manage Candidates permission depends on that user's access to the Candidate Engagement Hub. If they do not have Candidates Access permissions, the option to grant them this access will not appear.
Once Manage Candidates Access permission is granted, a BULK IMPORT button will appear at the top of their Candidates page in CEH.
Bulk Import Registrants
To begin, click Bulk Import, then New Import.
From there, bulk importing registrants to an event is essentially a three-step process.
1. Select an Event
First, select an Event to import registrants from a menu of your account's past and upcoming events.
2. Upload Event Data
After selecting an event, we recommend you next click the Download this template link under Step 2.
Using this simple .CSV template customized for your selected event will ensure the correct formatting of your file; the template only includes field headers corresponding to your event's Registration Form questions.
Copy or enter data from your third-party tool report into this template, or ensure the .CSV file you use is properly formatted.
Click Upload File, select your .CSV data file, and click Next.
The minimum required fields for import are First Name, Last Name, and Email. Any additional registration data is optional.
Questions marked as 'Required' on the Event Registration Form are not required for imported registrations. Candidates may update their registration once logged into the event, but they are not forced to answer them upon entering it. In this manner, required questions may appear blank in some reports.
3. Verify Data Mapping
The Data Mapping screen lets you check that your data has been mapped to fields in Brazen properly.
The total number of records in the processed file is displayed, along with the number recognized.
If a matching field is not found in the Registration Form or the imported file, the field is highlighted in red, and it will be ignored during import. Field names are based on the Registration Form Field Label.
The rules for import are as follows:
- File Upload fields, such as Resume, are not supported for import and will be ignored. See the section below about attaching resumes to imported registrants.
- For any other type of Registration Form field, data formatting is not enforced and will not be validated against the Field Type rule, such as Date.
- Column headers are case-insensitive.
- Hyphens and dashes are treated as equivalent.
- Extra spaces between words are trimmed (e.g. 'LinkedIn Profile' is equal to 'LinkedIn Profile', but it would not be equal to 'LinkedInProfile').
- If an existing registration exists in that event for an imported registrant, that record will be skipped.
If an event is upcoming and automated notifications are enabled, you must select if you want to send Registration Confirmation emails to imported registrants upon successful import.
All imported registrants are given Passwordless login regardless of how your event is configured, and all Registration Confirmation and reminder emails for the event include a Magic Link.
Finally, click Start Import. Upon completing the import process, all imported registrants have records in the Candidate Engagement Hub and in the Brazen Control Center under Event > Registrants.
View Import History
The Import History page includes information on all pending and completed bulk imports.
For each attempted import, it includes the File Name, Started On (time of import), Event Title and Event Code, Imported By email address, and Status (In Progress, Completed, or Failed).
You will receive a report by email for each Completed upload. For each row of the import, the report includes the Row Number, First Name, Last Name, and Email, and its Status:
- Duplicate (if the record already existed)
- Incomplete Data (if field data is missing)
- Failed (did not import)
Revert an Import
If needed, you can permanently delete any registrations created during a specific import to an upcoming event if no registrant has logged into that event.
Click the kebab menuon your import in Import History, then select Revert Import.
The deletion process time will vary, but once it is complete, the import Status will change to Reverted.
The Revert Import option is disabled in your Import History if the event has already started, if at least one registrant has already logged in, or if it has ended.
Add or Update Resumes for Imported Registrants
Currently, no method exists to add a resume to a candidate registration or update it during Bulk Import. However, users with Manage Candidates access may add or update a resume directly on a registrant's CEH Candidate Profile.
To add or update a resume on a Candidate Profile, click the Registration tab.
Then, click Select File and upload.
The Select File button is not shown if the event Registration Form does not include the Resume field, or if a user does not have Manage Candidates access.
Supported file types for uploaded resumes are .pdf, .doc, and .docx.