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Upload and data

Using the combined speakers & sessions upload

Bulk adding of your speaker & session data means the creation of personalised marketing assets at scale is easy. With our Combined upload tool, you can add individual or multiple speakers, sessions and schedules to your event and update their data in no time.

Preparing your data

Pasting your data

First combined upload

Subsequent combined upload

Data preparation

In preparation for the bulk import, it is important to have all the necessary data organized in a spreadsheet. Please make sure to include all columns in your sheet, even if some data is missing. Leaving a column empty will prevent errors caused by shifting data.

Column 1: Name (speaker's full name - this is a mandatory field and the import will fail without the name)
Column 2: Job Title
Column 3: Company Name
Column 4: Headshot URL*
Column 5: Email address
Column 6: Unique destination URL (optional) PRO only
Column 7: Groups (optional)
Column 8: Session (title)
Column 9: Schedule
Column 10: Tracks (optional)

*If you are using event management software and have the image URLs ready you can bulk-add them in one go. Alternatively, you can upload the images afterwards.

You can find the data import template here. Please navigate to the Combined upload tab for this import.

Note: There are different processes for adding Headshot URLs depending on how you receive them and you can find them all explained in this article.

E.g the following row would create a speaker called "Mary", a session called "Talk 1", and make Mary a speaker in the session:

Sessions with multiple speakers

If you have a session with multiple speakers, add a row for each speaker including the session details. As long as the session details are identical, we will create one session and assign both speakers to it, e.g.

Speakers on multiple sessions

If a speaker is on multiple sessions, add a row for each session, including the speaker details. As long as the speaker details are identical, we will create one speaker and add them to each session, e.g.

Data paste

Once your data is ready you will need to copy and paste it into the import box.

Please DO NOT copy column headings across as they will be treated as a speaker record. Please note that this is a copy-and-paste process and not an actual upload.

Go to Event
Click Combined upload on the left-hand side menu.
Select the data in your spreadsheet and choose copy (do not include column headings)
Go back to Gleanin import screen and paste the data in the grey box.

NOTE: if your spreadsheet will contain email addresses, unique URLs or Tracks please make sure to enable those fields from the right-hand side selection box.

Screenshot 2023-05-23 at 10.35.50

You can also access the combined upload feature, from your Speakers or Sessions screen.

Simply navigate to either of them from the left-hand side menu. Then, click on the plus icon and select the Import speakers & sessions card.

NOTE: If this is not your first import on this event, please go straight to the Subsequent import section.

First import

Once data is pasted you will be able to see the Review Speakers screen which will show you the total number of Speakers, their status - New, Updates, Unchanged and Missing - as well as their Image, Name, Title, Company and so on. If this is your first import, all the records should be New.

If the Speaker details look correct, leave the action as Create and click on Apply and if the green tick is present at the end of the row it means that the record has been created and you can now proceed to review the session.

NOTE: We will flag any issues and highlight the problematic row with red as well as tell you which field is incorrect ie. the name is blank or the e-mail address is not in the correct format. You will need to rectify those errors in the original spreadsheet to proceed with the import. Click on Start over to go back to the import screen and re-paste the corrected data. If you are still experiencing problems, please message us at hello@gleanin.com.

After adding the speaker data you’ll see a similar review screen with the details of the sessions (title, schedule, new, updated and so on) as well as which speaker is assigned to which session.

If you are happy with the data and it all looks good, you can just click on Apply and again, if all is good, you will see a green tick and if there are issues the red error will appear.

To complete the import click on Finish.

Subsequent import

If you have completed your first combined import and need to update some records or add additional speakers or sessions you can do it here as well.

Once data is pasted you will be able to see the total number of Speakers in this import as well as the number of New, Updates, Unchanged and Missing records.

At this stage you will be required to choose which action you would like the system to perform:

Update existing - will update the existing speaker record with the change
Create - will create a brand new record for the speaker (e.gie. if you have two speakers called John Smith there is a possibility of the system suggesting an update and in this case, you will need to choose to create)

You will see as well which speaker record will be updated in the Connected speaker column.

Unchanged status is for the records that have not been updated and Missing is the list of records that are on the system but have not been included in the current import.

NOTE: Missing records will not be processed through the import however if you have speakers assigned to a session that is included in the import you will need to make sure that you include them in the spreadsheet as otherwise, they will be unassigned from that session. If they are assigned to a session that is not in the import, no changes will be made.

When you are happy with the data and the actions that will be taken, click on Apply and as with the first import - if all is good, you will see green ticks and if there are errors they will be flagged and if you still experiencing issues after rectifying the highlighted details, please message us at hello@gleanin.com.

On the sessions review screen, you will be able to see the total number of sessions as well as the number of New, Updates, Unchanged and Missing.

NOTE: Currently on a subsequent upload we will never Update an existing session. We do not identify the updates as the same session can be run at different times and different sessions can run at the same time.

For Sessions, Missing records will remain as they are.

For more information about Speakers please see the Managing Speakers article.

If you are using event management software, you can access a list of available API integrations here. Please note that API functionality is not included with the basic subscription, and you will need to upgrade your account to take advantage of this feature.