Entering CSV file information for Zoom Events

In addition to creating sessions manually, hosts can upload CSV files to speed up the creation of an event by uploading session dates, names, times, descriptions, speakers, and others in order to create sessions more quickly.

This article covers:

• CSV fields

• Frequently asked questions about CSV File Information

  • What happens when I need to edit my CSV and re-upload to Zoom Events?

  • When creating an event, is it possible to add a session manually without uploading from a CSV file?

  • If importing information from a CSV file, is it always required to go back and add images for sessions and speakers?

  • At what point does Zoom Events automatically send an email to the guest speakers I’ve added to my conference?

  • Is there a character limit per cell in the CSV columns/rows?

  • What are the optional track types? Can I name my own?

  • Are there characters that aren’t allowed?

  • What are common issues/errors I will get?

  • Can I add multiple email addresses within a single cell? How do I separate them?

  • Which fields are required?

  • Can I add more columns? How do I add more columns?

CSV fields

• Type: Select either Webinar or Meeting as the session type.

• Session Title: Your session’s title should be entered in this field.

• Session Description: If you would like to provide a description of this session, please do so.

• Date: The date of the session should be entered in the format (YYYY-MM-DD).

• Start Time: In the Start Time field, please enter the time when the session will begin and be sure to specify either the AM or PM time.

• End Time: Please enter the time at which the session is to end (HH:MM). Be sure to specify if it is AM or PM at the end of the session.

• Host (Primary Speaker) Full Name: You will need to enter the host’s full name here.

• Host (Primary Speaker) Email: Enter the email address of the person who will be hosting the webinar.
  

  Note: After the email address, you should not add any additional punctuation or spaces to it.

• Host (Primary Speaker) Company Name: The host is representing the company which he or she represents in this form.

• Host Job Title: Please enter the name of the host as well as their job title.

• Speaker Full Name: You will need to enter the speaker’s full name here

• Speaker Email: This is where you enter the speaker’s email address
  Note: After the email address, there should not be any further punctuation or spaces added.

• Speaker Company Name: The name of the company the speaker represents should be entered here.

• Alternative Host Emails: This is where you enter the e-mail address of the alternative host.
  

  Note: After the email address, do not add any additional punctuation marks or spaces to the address.

• Q&A Panelists: If you would like to participate in the Q&A panel, please enter your email address

• Audience: It is important to identify the target audience of the session.

• Track: Select the type of track you would like to use. A track is an efficient way of grouping together multiple sessions based on the type or topic of each of the sessions on the track. This track will be used as a search and discovery tool in the UI for the purpose of finding relevant sessions for the user. You can upload the CSV file with the default track names (“Track1”, “Track2”), however for best practices, you should name the tracks according to their themes rather than using default track names.

• Product: If you would like to discuss the session’s product, please enter it here. In this section, you will enter the main topic that will be discussed during the session.

• Level: Determine the audience’s level of proficiency in dealing with the topic of the session.

• Featured: Click on the “True” button if you want the session to be featured, or “False” if you do not want the session to be featured.

• Chat Channel: Use this option if you would like the chat feature to be available in the session lobby, otherwise use this option if it won’t be available.

Frequently asked questions about CSV File Information

What happens when I need to edit my CSV and re-upload to Zoom Events?

If the data in the re-uploaded CSV differs from the original, Zoom Events will check for those differences and populate the event accordingly.

When creating an event, is it possible to add a session manually without uploading from a CSV file?

The sessions can be manually added to the system if you wish.

If importing information from a CSV file, is it always required to go back and add images for sessions and speakers?

There is no need to create a specific image for each session or speaker, as the default image is used. In the event that you wish to replace these default images, you can do so at any time.

At what point does Zoom Events automatically send an email to the guest speakers I’ve added to my conference?

The guest speakers will receive an email when the event is published, and they will be asked to present at the event. The Zoom Event email notification service can be found here if you would like more information.

Is there a character limit per cell in the CSV columns/rows?

In the event creation workflow, there is a limit on the number of characters that can be used. It is possible to enter a maximum of 10,256 characters in the Session Title and Session Description fields.

What are the optional track types? Can I name my own?

A track can be added to the event by the host or event creator so that attendees are able to search for and discover sessions that share similar themes/subject matter. As a creator of the event, you can add tracks to the event and name them whatever you want (to ensure that the tracks are discoverable and that they are relevant to the event).

Are there characters that aren’t allowed?

You are only allowed to enter plain text in this field. In addition, editors are not permitted to italicize or bold words.

What are common issues/errors I will get?

If you want to upload the CSV file successfully, it is essential that you format the cells exactly as described:

• Make sure that the date column is correct. The date needs to be formatted in the correct way (YYYY-MM-DD).

• There can be problems with apostrophes. It is often the case that the opening and closing quotation marks (“/”) are not respected. The CSV file will be uploaded incorrectly as a result of this grouping of the preceding and following characters.

• If you add any title rows or headers to your agenda, then a proper upload agenda cannot be created, so please do not do so.

It is important to remove any duplicate information from the database. There are a few limitations to be aware of:

• Organizers of events are not allowed to assign themselves as panelists or speakers at the event.

• The same email address cannot be used in the same role as the same role can not be used in the same email address.

• Use the same email address that the speaker will be using to sign in to Zoom when you add their email addresses.

Can I add multiple email addresses within a single cell? How do I separate them?

If you would like to add multiple email addresses to the Alternative Host Emails and Q&A Panelists fields, make sure that they are separated by commas. It is also required when you add spaces after the commas.

Which fields are required?

These are the fields that are required:

• Type

• Session Title

• Session Description

• Date (YYYY-MM-DD)

• Start Time

• End Time

• Track

• Chat Channel

It is not necessary to upload the following fields in the CSV file, but they are required in order to publish the event once it has been uploaded:

• Host (Primary Speaker) Full Name

• Host (Primary Speaker) Email

• Speaker 1 Full Name

• Speaker 1 Email

How do I add more columns?

Speakers are the only ones who can add more columns to their profile. Adding more columns is as simple as following these steps:

1. The speaker 3 Email column should be followed by two columns.

2. There should be a column called “Name of speaker 4”.

3. The second column should be named “Speaker 4 Email”.

4. It is important that you repeat these steps if you have more speakers and number them correctly.

All content and images credit goes to https://support.zoom.us