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Import Registrations and Results (CSV)

Purpose: This guide covers importing learner participation: registering people onto events in bulk, recording results, attendance, and achievements, and making bulk corrections such as transfers and cancellations.

Related: Importing data into Administrate | Choosing your import workflow

Registering learners onto events

Three record types cover getting people onto events:

  • The event record type's registerContacts action registers existing contacts onto an event in bulk. Contact columns accept Administrate IDs or email addresses.
  • The registration record type offers registerLearner and registerUnnamedLearners for registration-centric workflows, including unnamed places to be filled in later.
  • When an external system owns enrollment, the learner record type's upsertByExternalIds keeps event learners in sync by external IDs.

Contacts must exist before you register them; see Import People (CSV).

Recording results, attendance, and achievements

The learner record type carries the outcome actions:

  • recordResult and recordResultWithAchievements record a learner's result, the latter also granting the configured achievements.
  • recordResultWithAchievementsBulk does the same at file scale, and is also the path for bulk revoking achievements when results are corrected.
  • recordAttendance and recordAttendances record attendance.
  • awardAchievement grants achievements directly.

Learner identifier columns accept the Administrate learner ID or the learner's contact email address, with the usual one-match rule (see Choosing Create, Update, or Upsert).

Corrections at scale

  • transferLearner moves a learner to a different event.
  • cancel and cancelByExternalIds cancel learner places.

Watch out for

  • Participation history is the record of truth. Bulk-editing past results and attendance rewrites training history, so treat corrections to completed events with the same care as financial corrections, and pilot on one learner first. See Matching, Updates, and Safe Operation.
  • Registration triggers communications. Registering learners can send the same communications as registering them on screen, so confirm your templates and triggers are ready before a large registration import.
  • Ambiguous emails fail rows. Where several contacts share an email, use IDs.
  • No rollback: verify with the success and failure files after each batch.