Last updated: April 2026 | Applies to: Event Admins | Plan requirement: Import & Export Agenda feature
Instead of building your schedule session by session, Eventify lets you add hundreds of sessions at once through the Import Schedules tool. You can upload a spreadsheet, paste raw text, or (on Ultimate Enterprise plans) let AI read a document or image and extract sessions automatically. All three methods bring your data into a reviewable table before anything is saved.
To access the tool, go to your Schedule page and click Quick Actions > Import Schedules.
Download the official template, fill it in, and upload it. This is the most reliable method for large or complex schedules where you need full control over every field.
Available on Ultimate Enterprise plans only. Upload a PDF, Word document, or image that contains schedule information. Eventify reads the content and extracts sessions automatically into the import table for you to review and edit before saving.
Supported formats: PDF, DOC, image files. Maximum file size: 2 MB.
A few things worth knowing before using this method:
Copy schedule content from a website, email, PDF, or any other source and paste it directly into the text box. Eventify extracts sessions from the pasted content into the import table.
Use this when your schedule is already in a format you can select and copy, and you want the fastest path in without downloading or formatting a template.
Regardless of which method you use, all sessions land in an editable preview table before anything is committed. From there you can edit any cell inline, fix errors flagged in red, add new rows using the New Session button, delete rows you do not need, and choose how to handle duplicates (sessions matching by Date + Track + Title): overwrite or skip. Click Import only when you are satisfied with the data.
The spreadsheet template has 33 columns. The table below covers what each one expects.
| Column | Required | Accepted Values / Format |
|---|---|---|
| Date | Yes (if published) | YYYY-MM-DD, must fall within your event dates |
| Track | Yes (if published) | Track name, or notrack for no track |
| Title | Yes (if published) | Session name (text) |
| Start Time | Yes (if published) | HH:MM (24-hour format) |
| End Time | Yes (if published) | HH:MM, must be after Start Time |
| Location | No | Room name or location text |
| Checkin Type | No | selfcheckin | scanqr | showqr | (blank = no check-in) |
| Background Color | No | Hex value from the preset palette (see notes below) |
| Text Color | No | Hex value (e.g. #000000) |
| Tags | No | Comma-separated tag names, must match existing event tags |
| Speakers | No | Comma-separated full names (e.g. Jane Smith,John Doe), must match existing speaker records |
| Session Type | No | Public or Private |
| RSVP | No | Yes or No |
| Capacity | No | Number (e.g. 200) or Unlimited |
| Description | No | Session description text |
| Main Video | No | YouTube link or Zoom ID |
| Main Video Restrict | No | Yes or No — restricts video to registered users |
| Other Video 1–4 | No | YouTube link or Zoom ID (one column per additional video) |
| Other Video 1–4 Restrict | No | Yes or No (one column per video) |
| File 1–5 | No | URL to a publicly accessible PDF file (one column per file) |
| Send Push Before #Minutes | No | 5, 10, 15, 20, 25, or 30 — any other value is ignored |
| Send Push Text | No | Notification message text |
| Status | No | publish or draft |
Date, Track, Title, Start Time, and End Time are only required when the session Status is publish. For draft sessions, timing is optional — you can import placeholder sessions without times and fill them in later.
Set Status to draft to import sessions that are hidden from attendees. Draft sessions appear in your admin schedule view but are not visible in the attendee app until published. If Status is left blank and no times are provided, the system defaults to draft.
Always use YYYY-MM-DD. The date must fall within your event's configured dates.
Use the exact track name as it appears in your event, or create a new track by entering a new name. To import sessions with no track, enter notrack in the Track column. If a date already has tracks set up and you need to switch to no-track, update the date to no-track in the admin panel first — you cannot mix tracked and no-track sessions on the same date.
Choose from the preset palette only: #C2FFC4, #FDAFBD, #90E6F3, #F0D9BC, #FDC4F8, #C5CEFC, #D8C5FC, #FBCBB2, #E0E0E0, #F2F2F2. Any blank or unrecognised value will apply the default colour.
Tags must already exist in your event under General > Event Tags. Speakers must match existing speaker records by full name. Both are case-sensitive. Unmatched values are silently skipped — no error is shown for either.
| Value | What It Does |
|---|---|
| (blank) | No check-in required |
| selfcheckin | Attendee taps a button in their app |
| scanqr | Attendee or admin scans a session QR code |
| showqr | Admin scans the attendee's personal QR code |
A session is considered a duplicate when the combination of Date + Track + Title already exists. Before the import is finalised, you will be shown options to overwrite or skip any duplicates found.
The only accepted values for Send Push Before #Minutes are 5, 10, 15, 20, 25, or 30. Anything else is ignored.
Go to the Schedule section in your event dashboard, click Quick Actions at the top right, and select Import Schedules from the dropdown.
Use spreadsheet upload if you already have your schedule in a structured file or want full control over every field. Use AI upload (Ultimate Enterprise plans only) if your schedule is in a PDF or Word document and you want to skip reformatting the data. Use paste text if you can copy the schedule from a website or email and want the fastest path in.
Existing sessions are only affected if a row in your import file matches an existing session by Date + Track + Title. You will be asked how to handle those duplicates — overwrite or skip. Rows with no match are created as new sessions.
Yes. Set the Status column to draft for any sessions you are not ready to publish. Draft sessions are visible to admins in the schedule view but hidden from attendees in the app. You can publish them individually or via bulk edit later.
Speakers are matched by full name against your existing speaker records, and tags are matched against your existing event tags. Both comparisons are case-sensitive. If a name or tag does not match exactly, it is skipped without any error being shown. Check that your import data matches the records in your event exactly.
AI extraction can miss data when the source document is very long or has inconsistent formatting. Try splitting the document into smaller sections and importing in batches. Clear tables and structured lists consistently produce better results than dense prose.
Yes. After uploading or pasting, all data lands in an editable table. Click into any cell to edit it, delete rows you do not want, and add new rows using the New Session button. Nothing is saved until you click Import.
Import and export functionality requires a plan that includes the Import & Export Agenda feature. If the option appears greyed out with an upgrade prompt, contact your Eventify account manager.
No. The date in the Date column must fall within your event's configured schedule dates. Rows with out-of-range dates will be flagged as errors in the preview table.
Yes. Include publicly accessible URLs for files (PDFs) in the File 1-5 columns and YouTube links or Zoom IDs in the video columns. Restricted video access can be set per video using the corresponding Restrict column (Yes or No).
For editing existing sessions in bulk after import, see the Bulk Import/Export Data guide. For session check-in type options, see the Session Check-In Types guide.
