Things to look out for when uploading Schedule CSVs

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CSV (Comma Separated Value) is a file format that contains plain text values separated by commas.

Here are some rules to keep in mind when uploading a CSV file for your schedule.

Tip: Check out our guide on how to create a schedule.

To upload a CSV of your schedule, go to the Venue > Schedule tab of the event dashboard > click on the Upload button. To view the sample template, click on the Download CSV Template button. We recommend using the CSV template as a guide for creating your schedule CSV. 

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Once completed, upload the file back into Hopin and finally click on Import.

Before uploading your schedule, we recommended using a program like VS Code, Notepad on Windows or TextEdit on Mac, or any text editor on your computer to evaluate your schedule before uploading it. This will help you find mistakes you will not easily find when viewed in tabular form.

Here is how the CSV file will look when viewed in a tabular tool like Excel, Numbers and other spreadsheet software.

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When opened in Notepad on Windows, the same file looks like this:

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Now here’s what to look out for: 

Header

The correct header is: Start date,Start time,End date,End time,Schedule name,Schedule description,Segment name,External URL,Open URL in new tab,Stage name,Tags,Speaker names

  • The header titles must be separated by a comma with no space. 
  • If you decide to change the header title, ensure the fields are matched properly when uploading the CSV within the event dashboard. For example, if the 'Start date' header is changed to 'date' or anything else, ensure the field is matched with 'start date' when uploading the file. Screenshot_2021-06-05_at_13.30.49.png

Data Format

An example of correct data format is 2021-06-27,17:02,2021-06-27,19:02,Keynote Presentation,Listen to our founder and CEO open the event,stage,Stage,Tag 1,Dolapo @Hopin

If you choose to use an external URL the correct format will be 2021-10-07,09:00,2021-10-07,10:00,External Video Presentation,Follow the link to watch the presentation on our website,external_url,https://hopin.com,true,,,

  • The start and end times of each segment must be within the duration of the event.
  • If a field lacks data - for example, the stage name does not apply for a session - a comma must be present indicating an empty field. 
  • If there are multiple tags for a segment, they must be within quote marks β€œ β€œ For example, β€œTag1,Tag2,Tag3”
  • The schedule name and description must be within 160 characters

Other things to note:

  • The only options you have for segment name are: sessions, stage, networking and expo. Using any other name will give an error.
  • Under segment name, ensure you have the correct format. For example use sessions NOT session.
  • Be sure you have the items separated by a comma, NOT semi-colon or any other symbol.
  • Save the file as .csv format NOT .number or any other format.
  • Be sure the text encoding for the CSV file is set as Unicode (UTF-8), if this is set to anything else you may experience issues displaying special characters. 

Once you follow these rules, you should be good to upload the CSV.

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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