Import contacts (Excel) – column mapping, defaults & error help

Import contacts
If you want to invite a lot of participants for an event, you can first create them using a Microsoft Excel (.xlsx) file as a contact under 'contacts -> import' and then assign them to your event. Only administrators can import contacts. Yve knows more than 40 attributes with which you can describe a contact. You can see the complete list in the user manual under Import Fields. Only the surname is a mandatory field, all other attributes are optional and can be omitted.
 
For yve to map the columns from your .xlsx file to the correct attribute, you must name the columns as they are in yve. In the overview of the attributes, you see the yve labels that are present. Some of the attributes have fixed values, e.g. 'Gender' -> 'Male. Female, Unknown '. For these attributes, the values ​​in your cells must exactly match one of the given values ​​so that yve can assign the values. Select your file with 'File -> Browse' from your PC. Please ensure that your .xlsx file contains only one workbook containing your contact data. Please remove hyperlinks, e.g. for emails.
 
Columns that could not be identified are ignored during import. If you want to change contacts, only the attributes for which a column has been found in your xlsx file are overwritten - all non-found attributes are not changed.
 
Behavior when importing
You can select what yve should do when importing:
  • Insert new contacts: yve only imports new contacts. If yve already have a contact on your list, this entry is ignored
  • Insert new contacts and update existing ones: yve imports new contacts. If yve already have a contact on your list, it will be used to update all attributes of this contact with the values ​​from your list.
  • Insert new contacts and update existing ones and delete missing ones: yve imports new contacts. If yve already have a contact on your list, it will be used to update all attributes of this contact with the values ​​from your list. In addition, yve checks for each of the existing yve contacts whether it is in your list. If the contact is not in the list, yve sets a flag to delete this contact. You are then prompted to confirm the deletion. Caution: if you upload an empty list with this option, all your contacts will be marked for deletion.
The maximum number of contacts per import is 10,000. Additionally, your license limits the number of contacts you can have in your account. You can find the limits at https://www.yve-tool.de/en/pricing.
FAQs
How can I delete several contacts at the same time?
You can delete contacts at the same time by dragging an entire contact report (Contacts -> Detail Report) and then deleting in Excel all you no longer need (you can also delete all your contacts).
Then import this Excel with the behavior 'Insert, Update and Delete'. After a confirmation email, all removed contacts will be deleted.
Why do I get the error message when importing 'familyname is invalid'?
The error message 'familyname is invalid' may have the following causes:
  • There must be a value in the familyname column
  • A familyname has to start with a letter
  • The column name must be in the first line, i. Tiitel lines must be deleted in Excel
  • The list must be in Excel in the first tab, i. it is best to delete all other tabs
Only when all errors have been fixed will the liste be imported.
Why do I get the error message 'unknown identifier' during import?
In the 'label' column, only label may be used that were previously created under 'Contacts -> Labels-> New'.
Why do I get the error message 'The combination of familyname, firstname and email already exists' on import?
yve prevents duplication, so the combination of familyname, firstname and eimal must be unique.
The error message will be displayed if duplicates are included in your list.
Why do I get the error message 'xxx occurs multiple times' when importing?
When importing, the yve_id, customer_number or the combination of 'familyname + firstname + email' may only appear once in your Excel list. Please remove all duplicates.
Does the number of contacts from my license apply per event or across all events?
The maximum number of contacts from your license applies to all events account-wide.
What do I have to write in my Excel list if I don't have any names for the email?
The 'familyname' field is required, meaning you must enter a value there. If you don't have a name, you can use a placeholder, e.g., '(Please fill in)' or the email address. You can then add the last name as a field in the questionnaire, and participants can overwrite the value. Important: The last name is used in the salutation, so you should no longer use the 'yve_greetings' merge tag. Instead, use a fixed text such as 'Dear Sir or Madam,'.