How to import/export rooms, categories and/or configuration

Requirements

• Access to the event's cockpit from which you wish to export the configuration
• Access to the new event's cockpit from which you wish to import the configuration

Objective

When creating a new event, instead of adding manually all configurations, you can export the whole configuration or some specific aspects and import it to a new event.

Doing this will help you if you are organizing a series of virtual events with the same/similar configuration and/or rooms/categories.

Step-by-step guide - How to export configuration information

1 - Export the rooms/categories and/or the configuration settings from an existing event

- Log in to Virtual Events.

- Select the event, from which you want to copy (some or the entire) configuration.

- Go to the cockpit

- On the left menu, select "Operations"

- You will find three "export event" buttons. One in categories, rooms, and configuration section.

OPTION 1 - You need to copy rooms and/or categories settings only

If you wish to export the data only about categories and/or rooms, click on the corresponding button(s). In this case, you will get one .csv file (or two if you exported both of them). Save it on your PC, so that you can import it again. 

- Save the .csv file(s) in your computer

NOTE In case, the rooms, and settings you want to have in the new event are not exactly the same as in the event you copied them from, you have two options: 1. You can import the files as they are and then manually, from the event, modify them. 2. You can also modify directly the .csv, save it, and then import it to the new event.

OPTION 2 - You need to copy also other than rooms/categories configuration (or the whole possible configuration)

- Click on "Export event" on "Event Configuration" section

- A pop-up window will appear, you can select singularly all the possible configurations you wish to export.

You can decide to export the following configuration settings:

- Select the configuration settings that you want to export and click on "export" button.

- You will get a JSON file containing all wished configurations.

NOTE Contrary to the rooms/categories export, where you get a .csv file, for the configuration export, you get a .json file. If you wish, you can edit the .csv file before importing it into a new event. For the JSON file, we discourage you from doing so, because that may arise conflicts. You should import the file, as it is, to the new event; you can always edit all configurations from the user interface of the new event.

2 - Import the rooms/categories and/or the configuration settings to the new event

- Go to the new event, where you want to import the configuration

- Go to the cockpit of the event

- On the left navigation menu, select "Operations"

OPTION 1 - You need to copy rooms and/or categories settings only

- Click on the corresponding "import event" button (under categories or rooms)

- Drag and drop the CSV file you saved from the previous event

- Check if the mapping is correct and confirm it (if you just export the file from the tool or you did not change the order, no changes will be needed).

- You will see a confirmation window with all categories/rooms settings. You can pick separately the category you want to add or update (toggle on the last column).

OPTION 2 - You want to copy also other than rooms/categories configuration (or the whole possible configuration)

- If you want to import the configuration, click on the corresponding "import event" button.

- Drag and drop the JSON file you saved in the previous step.

- A pop-up window will appear, and it will show all configurations that will be imported.

- Confirm, by clicking on "import" button.

- Confirmation pop-up window will be shown.

- Now, if needed, you can edit all the configurations you have imported, and set new ones.