You are here: TeamRaiser > Participants > Participant Registration > Upload Registrations

Upload Registrations

You can create a registration file to upload the information from the registrations received in your office via postal mail or drop-ins (referred to as offline data) and incorporate the information into the registration and constituent information already collected online. You can create new participants and their constituent records or revise existing ones.

Note: If the registration form contains questions (directed at the general event, participation type, or team captain) , you must upload the responses to the questions in a separate upload file.

Before you actually process the information in the upload file into registration or constituent records, you can run the upload as a test to view and resolve errors that may occur.

The system accepts files in the comma separated value (csv) format created in a text editor (such as Microsoft Windows Notepad) or spreadsheet application (such as Microsoft Excel) where you can save a document as a csv file. A sample file or instructions for creating a file are provided for each type of file you can upload.

Each row of the file must contain either the name or ID of the TeamRaiser event (or both) to process the information into registration and constituent records as well as the first name, last name, and email address of the participant. The system will attempt to match entries with existing ones to help avoid creating duplicate records.

When updating the registration record of an existing participant who has created or joined a team, leaving both the Team_NAME and TEAM_ID fields blank for that participant in the upload file will cause the system to blank out any existing team name in the TeamRaiser registration file of that participant.

Note: Do not remove the Team_NAME and TEAM_ID columns from the upload file or team membership data loss will occur.

You cannot set the Personal Page of a participant to Private in the upload file.

The columns available in the registration file include:

Column HeadingDescription
FR_IDThe number string that the system assigned to the TeamRaiser event in which this participant is registered when the event was created.

The FR_ID can be left blank if the EVENT_NAME is provided.

To locate the FR_ID to use in this column: Click Fundraising > TeamRaiser and look below the name of the TeamRaiser event in the TeamRaisers list.
EVENT_NAMEThe Administrative Name entered when the event was created, which can be different than the public-facing name.

The EVENT NAME can be left blank if the FR_ID is provided.

To locate the Administrative Name to use in this column:
(1) Click Fundraising > TeamRaiser and then click Edit from the Actions column of the event.
(2) Locate the Administrative Name field on the page displayed.
PARTICIPATION_IDThe number string that the system assigned to the participation type when it was create.

The PARTICIPATION_ID can be left blank if the PARTICIPATION_TYPE_NAME is provided.

To locate the Participation_ID:
(1) Click Fundraising > TeamRaiser and then click Edit from the Actions column of the event.
(2)From the options on the left, click Manage Participation Types.
(3) Locate the Participation Type in the list and note the ID below its name.
PARTICIPATION_TYPE_NAMEThe name entered when the participant type was created. You must enter the name exactly as it is spelled, including any spaces between words.

The PARTICIPATION_TYPE_NAME can be left blank if the PARTICIPATION_ID is provided.

To locate the Participation Type Name for exact spelling:
(1) Click Fundraising > TeamRaiser and then click Edit from the Actions column of the event.
(2) From the left navigation, click Manage Participation Types.
(3) Locate the Participation Type in the list.
RACE_NUMBER (if enabled)The race number assigned to this participant. You can delete this column if none of the event participation types have the Generate Increasing or Decreasing Race Numbers event option enabled.

If you keep this column, it does not require a value.

If you leave this column blank and the option is enabled, the next available number will be assigned after the upload.
FEE_PAIDThe monetary amount of the registration transaction paid by this participant if a fee was charged for the participation type. Any tax deductible portion of this fee will be calculated according to the Fair Market value set for this price in the event configuration.

You can delete this column if none of the event participation types have a registration fee associated with them. If you keep this column, it does not require a value.
EXTRA_GIFTThe monetary amount that the participant entered as an Additional Gift, or donation, in addition to the registration fee on their registration form contained an Additional Gift field.

You can delete this column if no participation types have the Additional Gift field enabled on their registration forms.

This column does not require a value.
GOALThe monetary amount that the participant hopes to raise for the event.

You can delete this column if no participation types have the Goal field enabled. If a minimum fundraising amount is required, that minimum fundraising amount is entered in this column if it is blank.
PAYMENT_TYPECash to indicate a cash payment was received or Check to indicate a check payment was received.

This is a required field that must contain a value.
TEAM_ID

The number string assigned to the team that this participant formed or joined. The value entered must match a TEAM_ID that already exists in the database or an error will occur and the record will not be uploaded.

The TEAM_ID can be left blank if the TEAM_NAME is entered. However, if this is an update to an existing participant registration, leaving both of these team fields blank will blank out any existing team in the current registration record.

Note: Do not remove the Team_NAME and TEAM_ID columns from the upload file or team membership data loss will occur.

To locate the ID of a team:
(1) Click Fundraising > TeamRaiser and then click Manage from the Actions column of the event.
(2) Click the Teams tab (at the top of the page).
(3) In the Teams list, locate the team and note the ID that displays below the team name.

TEAM_NAME

The name of the team that this participant joined or created when they registered. If the value in this column does not match the name of a team that already exists, the system will create a new team. Note that Team Names are case and space sensitive (that is, Team Blue, TEAM BLUE, TeamBlue, and Teamblue are considered different team names)

The TEAM_NAME can be left blank if the TEAM_ID is entered. However, if this is an update to an existing participant registration, leaving both of these team fields blank will blank out any existing team in the current registration record.

Note: Do not remove the Team_NAME and TEAM_ID columns from the upload file or team membership data loss will occur.

To display the list of existing teams:
(1) Click Fundraising > TeamRaiser and then click Manage from the Actions column of the event.
(2) Click the Teams tab (at the top of the page).

TEAM_DIVISION

The name of the division created or joined by the participant when the division option is enabled for the TeamRaiser. The value entered must match a Division name that already exists in the database or an error will occur and the record will not be uploaded. You must enter a Division name if it is required for the TeamRaiser or an error will occur. US 13822

You can delete this column from the upload file if Divisions are not being used in this TeamRaiser event.

Unlike team names that can be created by this upload file, you cannot create new Division entries with this upload file.

TEAM_COMPANYThe name of the company associated with the team that this participant formed or joined if the Companies option is enabled for this TeamRaiser event. The value entered must match a Company name that already exists in the database or an error will occur and the record will not be uploaded.

You can delete this column from the upload file if no Company options are enabled in this TeamRaiser event.

Unlike team names that can be created by this upload file, you cannot create new Company entries with this upload file.
IS_CAPTAINTRUE indicates that the participant is the captain; FALSE indicates the participant is not the captain.

You can delete this column if not uploading any team registration information.
TEAM GOALThe monetary amount the Team Captain has set as the expectation to raise for this TeamRaiser event.
COMPANY_IDThe number string that the system assigned to the company when it was created.

The COMPANY_ID can be left blank if the TEAM_COMPANY is provided.

To locate the ID of a Local Company:
(1) Click Fundraising > TeamRaiser and then click Manage from the Actions column of the event.
(2) Click the Local Companies tab (at the top of the page).
(3) In the list, position your mouse over Edit Company in the Action of the company.
(4) Near the middle of the string that displays in the status bar at the bottom of the page, locate the company_id. (You may have to maximize your browser window to see the entire string).

To locate the ID of a Company that Supports a National Company:
(1) Click Fundraising > TeamRaiser and then click the Cross Event Companies tab.
(2) Click Edit from the Actions column of the National Company.
(3) Near the middle of the string that displays in the status bar at the bottom of the page, locate the company_id. (You may have to maximize your browser window to see the entire string).

To locate the ID of a Company that Supports a Regional Team:
(1) Click Fundraising > TeamRaiser and then click the Cross-Event Companies tab.
(2) Click the Regional Companies tab.
(3) Click Edit from the Actions column of the Regional Team.
(4) Near the middle of the string that displays in the status bar at the bottom of the page, locate the company_id. (You may have to maximize your browser window to see the entire string).
CONS_IDThe number string number string that identifies an existing constituent record created when this person first interacted with the system. A registering participant may already have a CONS_ID (for example, made a donation or participated in a previous event).

If a value is entered, it must match a CONS_ID that already exists in the database or an error will occur and the record will not be uploaded.

Exception: If you are uploading all new participants who do yet exist in your Constituent360 database, you can delete this column and have a CONS_ID automatically generated and assigned in the new records after the upload.

This column does not require a value and can be deleted from this upload file.

To locate this ID for a person already in Constituent360:
(1) Click Constituent 360 > Constituents.
(2) On the Find Constituent page, enter appropriate details in the fields and click Find.
(3) In the Constituent List search results, click the Edit icon for the constituent.
(4) In the Biographical Information on the Constituent Profile page displayed, locate the Constituent ID field.
MEMBER_IDThe number string that identifies an existing Member_ID defined for this person in their constituent record. This may be helpful to match a previously uploaded constituent from an offline database.

If a value is entered, it must match a MEMBER_ID that already exists in the database or an error will occur and the record will not be uploaded.

To locate this ID for a person already in Constituent360:
(1) Click Constituent 360 > Constituents.
(2) On the Find Constituent page, enter appropriate details in the fields and click Find.
(3) In the Constituent List search results, click the Edit icon for the constituent.
(4) In the Biographical Information on the Constituent Profile page displayed, locate the Member ID field.
USERNAMEThe string of numbers and letters that this participant must enter in the User Name field to log into their account.

This column does not require a value and can be deleted from this upload file.

If this participant has an existing constituent record and a user name value is entered here, the system will replace the existing user name in the constituent record with the value entered here.

If this is a new constituent and no value is entered in this column (or the column is deleted), the system will assign the email address as the user name.
PASSWORDThe string of numbers and letters that this participant must enter in the Password field to log into their account.

This column does not require a value and can be deleted from this upload file.

If this participant has an existing constituent record and a password value is entered here, the system does not replace the existing password in the constituent record with the value entered here.

If this is a new constituent and no value is entered in this column (or the column is deleted), the system will assign a unique string as a password.
EMAILThe email address where this participant receives email messages.

Email addresses may be required to create a new record or match an existing one.
PREFIXOptional title to apply before the first name of the participant (for example, Mr. or Miss).
FIRST_NAMEThe first name of the participant.

Note that it is highly recommended to enter a First Name because TeamRaiser event configurations can allow more than one person to share an email address.
MIDDLE_NAMEOptional information provided about the participant (such as a middle name, middle initial nickname, maiden name, family name, and so on).

This column typically does not require a value.
LAST_NAMEThe last name of the participant.

Note that it is highly recommended to enter a Last Name because TeamRaiser event configurations can allow more than one person to share an email address.
SUFFIXOptional complimentary identifier to apply after the last name of the participant (for example, Jr. or Esq.)
GENDERMALE or FEMALE
BIRTH_DATEString that identifies the appropriate month/day/year (or day/month/year) that the participant enters as the date of birth
FOR UK SITES:
ADDRESS1Optional number and name of the street that the participant lists as a residence or where they will receive postal mail
ADDRESS2Optional additional address information
ADDRESS3Optional additional address information
TOWNOptional name of the town corresponding to the residence or postal mailing location
COUNTYOptional name of the county corresponding to the residence or postal mailing location
POSTCODEOptional string that identifies the postal code corresponding to the residence or mailing location
FOR EN_US Sites:
STREET1Optional number and name of the street that the participant lists as a residence or where they will receive postal mail
STREET2Optional additional address information (such as Apartment)
CITYOptional name of the city corresponding to the residence or postal mailing location
STATEOptional two-letter abbreviation corresponding to the state corresponding to the residence or mailing location
ZIPOptional ZIP or postal code corresponding to the residence or mailing location
COUNTRYOptional name of the country corresponding to the residence or mailing location
All Sites:
REGISTRATION_DATEThe timestamp of the month, day, and year when this participant registered.

If this column is blank (or, deleted), the system will assign the date on which the registration is uploaded.
PHONEOptional ten-digit telephone number at which the person can be contacted.
OCCUPATIONOptional type of the occupation the participant has entered for their constituent record
EMPLOYEROptional name of the employer the participant has entered for their constituent record
EMERGENCY_NAMEOptional first and last name of a person that can be contacted via telephone in case of emergency on behalf of this participant
EMERGENCY_PHONEOptional ten-digit telephone number of the emergency contact listed above
OPT_INTRUE or blank if the participant should receive email and postal mail from your site

FALSE if the participant does not automatically receive email and postal mail from your site

Note: All participants whose email addresses are listed will still receive email autoresponders for actions taken for the event even if they are opted out.
BATCH_IDOptional number string that identifies the batch group in which the information for this person was entered
SCREENNAMEOptional alias to display if the Use My Screen Name checkbox is selected for the Participant Search and Display Option task in the Select Type Options section when editing a participation type
IS_ANONYMOUSTRUE if the Keep Me Anonymous checkbox is selected for the Participant Search and Display Option task in the Select Type Options section when editing a participation type

To download the sample participant registration file and create the upload file from it

To test the participant registration file to be sure it will upload and process records correctly

To upload and process the participant registration file

To review the file upload results