Add Participants: Manual and CSV Import

1. Manual Addition of Participants

Access Participant Management

From your event dashboard, go to the Participants section and click on the Add a Participant button.

Enter Information

• First Name: participant's first name

• Last Name: participant's last name

• Email: valid email address (required for confirmation sending)

• Custom Fields: if you have set up a custom form, you can fill in all fields directly during the addition

Assign Tickets

Select the type of ticket to assign and choose the quantity. You can assign multiple types of tickets to the same participant.

Validation and Confirmation

Check the entered information and click on Confirm Addition. The participant will automatically receive a confirmation email containing the event details, their tickets in QR code format, and practical information.

This feature is ideal for:

• Inviting VIPs or partners

• Offering seats to your team

• Managing press tickets

• Assigning seats following contests

---

2. Import via Excel or CSV File

For large additions, importing allows you to add multiple participants simultaneously. Up to 20,000 lines per import.

From the Participants section, click on Import Participants.

Two approaches:

• Use our template (downloadable from the import modal) for a ready-to-fill format

• Use your own Excel or CSV file as is. PassPass then offers to map your columns to the expected fields

Step 1: File

Drop your Excel (.xlsx) or CSV file.

The file is rejected if it is empty, contains only the header line, has no column names, or is password protected.

Step 2: Columns

Map your columns to PassPass fields. The table reads in the direction of PassPass fields: one line per expected field, with a dropdown menu listing the columns of your file.

PassPass pre-fills what it automatically recognizes ("Prénom", "First name", "Voornaam"...). Check the mappings. An Example column shows the first real value from your file to spot a reversed mapping.

Columns in your file that are not mapped to any field are not imported.

Mandatory fields in the file: First Name, Last Name, and Email.

Optional fields in the file: Ticket, Quantity, Language, and all custom fields from your forms.

Step 3: Preview

A table where everything can be corrected without returning to Excel:

• The Ticket column is a dropdown menu on each line, offering your existing tickets. If your file contained a ticket column, it is pre-filled. Otherwise, select the ticket directly here. Each participant must have a ticket assigned before import.

• The Quantity defaults to 1

• Select multiple lines to assign them a ticket or quantity at once

• A banner counts the ready lines and those with errors, with a switch Show only errors

A line with an error blocks the import. The most common reasons: missing name, invalid email, ticket not selected, non-integer quantity, unrecognized language, and for custom fields a value outside the list of proposed choices.

Step 4: Confirmation

The summary displays the list of orders that will be created, not the list of file lines.

A switch decides whether to send the confirmation email with the ticket. It is enabled by default.

Click on Confirm Import. Participants are added and each participant automatically receives their confirmation email (if enabled).

If Capacity is Insufficient

When the import exceeds a ticket or gauge limit, a window lists each affected ticket with the requested number and the remaining number. Two options:

• Cancel, increase the ticket limit, try again

• Force Import: seats are created and the counters exceed the limit. This is a deliberate choice, not a workaround

---

Best Practices

Data Preparation

• Verify the validity of email addresses

• Remove duplicates from your list

• Standardize the format of names

Managing Large Volumes

For large volumes, split your file into several smaller imports. This facilitates error detection and allows better control of the process.