Please note! This option is not available in the free trial.

You have the option to import contacts to subscribe for a webinar.

Use the import contacts functionality if:

  • You directed the registration process from your own website.
  • You want to invite a pre-existing list of contacts for a webinar.

Create a .CSV file

To be able to import contacts, you need a .CSV file. This is a special file format that’s often used in Excel, Numbers or Google Spreadsheet. It’s an easy file format for managing and importing data.

Open an empty Excel file. Create three columns for "email", "firstname" and "lastname". When "Last name" wasn’t obligatory in the registration process, you don’t need to create this and import it.

Next, add the registration data and save the file as .CSV (separated by a list separator).

It’s possible to import 500 registrations at once.

Download an example .CSV file here you can use as a template.

Upload .CSV file

Before you’re able to upload your contacts, it’s important to have published the webinar. After publication, open the overview page of your webinar.

Next, choose "CSV import" under "Add contacts":

A screen will open where you have the ability to upload the .CSV file discussed earlier:

Click on the button "Choose file" and select the .CSV file from your computer. The file will be added and is ready to be imported.

Select a broadcast

When you’ve added multiple broadcasts to the webinar, it’s possible to import contacts for each individual broadcast.

Choose the right broadcast in the dropdown menu.

Send a confirmation email

You can auto-send a confirmation email to your new subscriber after importing the contacts. This will be the standard confirmation email you’ve set during the creation of the webinar. This message will contain the unique URL people will be able to participate in the webinar.

Check the option "Send confirmation email" when you want to use the email for this purpose

Next, click on the button "Import" to start importing the contacts.

When importing is completed, you’ll get an overview of the import details.

Import history

After importing contacts, you can view the import history to your right-hand side.

View the unique viewing URL

When you don’t want to send out a confirmation email from WebinarGeek, you have the option to email the unique viewing URL yourself as well. For example, using your own email marketing software.

You’ll be able to find this unique URL in the export file.

You to your webinar statistics. Click on the "Registration page" and choose "Registrations".

Import names with special symbols (UTF-8)

Not all versions of Excel support the possibility to save .CSV files in UTF-8. What's needed in the case you have names in your contact list with special symbols, for example.

The solution is to use Google Spreadsheets.

1. Copy all data from the Excel CSV file.

2. Create an empty spreadsheet in Google Spreadsheet.

3. Paste the data from the Excel document in the Google spreadsheet.

4. Download the file as a .CSV file from Google Spreadsheets.

The document is now saved as a CSV file with UTF-8 format.

Please note: Don’t open the file with Excel again, this will overwrite the format and you’d have to redo the whole process. And that wouldn’t be fun. At all.

Frequently asked questions

What is the maximum number of contacts I can import?

You can import as many contacts as you want in batches of 1000. When you’d like to register more than 1000 contacts, use multiple batches. Chop those huge lists up in multiple files and import separately.

Can I remove imported contacts?

Absolutely. You can manage and remove individual registrations in the statistics for the webinar.

Lookup a contact in the overview with registrations and click on the bin icon to remove a subscriber permanently from the list.

How do I import names with special symbols or characters?

For people with creative parents, i.e. people with special symbols or characters in their names, you can best make a list using Google Spreadsheets (or import an Excel list into Spreadsheets). When creating a .CSV file from there, you should make sure this is saved using the "utf8" format. This way, all symbols will be imported correctly. And compliment those people on their cool names while you’re at it.

Want to know how to do this? Check it out here

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