In order to import events into Nowsta, you must create a CSV file that matches the required specifications. This article explains the required column headers and formatting.

Considerations

Mandatory Fields

The following columns must be in every .CSV file in order for it to import successfully.

Name
This is the name of the event.

Date
This is the start date of the event. The format for this field is 5/21/19, 5/21/2019, or 2019-05-21.

StartTime12 and End Time12
StartTime12 is the start time of the event. The format for this field is 3:00 pm or 3:00 PM.

EndTime12 is the end time of the event. The format for this field is 10:00 pm or 10:00 PM.

If you prefer to use 24 hour time, you can change the column header to StartTime24 and EndTime24. The format would then be 15:00 or 22:00.

Event ID Field (Optional)

EventID
This field maps to the Event ID field in Nowsta. This ID will display next to your Event Name. 

Client Fields (Optional)

You can add clients to the event and optionally save them for future events by using the following column headers:

Client
This is the name of the client. The information you type in this field will display in your Client Directory and Events in the coordinator’s website.

ClientSave
The value of this field will determine if your client information is saved for future use. Use the Y value to save the information for future events. Use the N value to use this client once and not save the name to your client directory in Nowsta.

Example of saving a client for future use

Note: If you include a client for your event, the system will automatically try to match with an existing client. If there isn't a perfect match, the system will check the ClientSave field. If the ClientSave field includes Y, the system will create a new client with the details you input. If the field is empty, the client information will be included in the event but it will not save as a new client.

Venue Fields (Optional)

Venue
This column header represents the name of the venue. This is the name your employees will see above the physical address location of the event.

VenueAddress1
This column header represents the main physical address of the venue.

VenueAddress2
This column header is optional when you are adding a venue. It’s used for building info, room numbers, etc.

VenueCity
This column header represents the city where the venue is located.

VenueState
This column header represents the state where the venue is located.

VenueZip
This column header represents the zip code where the venue is located.

VenueSave
The value of this field will determine if your venue information is saved for future use. Use the Y value to save the information for future events. Use the N value to use this venue one time and not store it in your venue directory.

Example of saving a venue for future use

Note: If you include a venue for your event, the system will automatically try to match with an existing venue. It must be a perfect match for this to occur. If there isn't a match, the system will check the venuesave field. If the venuesave field includes Y , the system will create a new venue with the details you input. If you don't fill the venuesave field this way, the address information will be included in the event alone but it will not save as a new venue.

Salesperson
This field is for entering your salesperson's name.

GuestCount
This field is for entering the number of guests.

Budget
This field is for adding a budget amount.

Uniform
This field is for adding a uniform name. This must match exact to the uniform name in your Nowsta account or it will create a duplicate. If this is a new uniform make sure to add a uniform description below.

UniformDescription
This field is for adding a uniform description when uploading new uniform names.

WorkerNotes

A very useful feature in Nowsta is the ability to share instructions with your workers. You can now use the WorkerNotes column to share general event details or share thematic worker notes with them by using the WorkerNotes_X column header.

The details above will appear in the worker’s event notes as:

Be casual!

Theme: Aquatic

The benefit of the WorkerNotes_X column header is the field itself is dynamic, so you can substitute Theme for any other thematic category you need to express to workers. Note that the column Header must not have any spaces in it.

The details for the Fun Banquet event would appear in the worker’s notes as:

     Be formal!

     Guest_Count: 500

Aside from this field being dynamic, the column header can be used multiple times with different values in place of the X, so you can be sure you’ve given your workers all of the details. 

The details for the Fun Banquet event would appear in the worker’s notes as:

     Be formal!

     Event Type: Large Dinner

     Guest Count: 500

AdminNotes (Not Shared with Workers)

Another useful feature in Nowsta is the ability to share private instructions with your coordinators and managers. You can now use the AdminNotes column to share general private details or share thematic private notes with them by using the AdminNotes_X column header. The process is identical to the Notes Shared with Workers section above.

Updating Events vs. Creating New Events

UniqueID
This field is the unique identifier that tells Nowsta whether to create a new event or if it should look for an existing event. It is unrelated to the EventID field.

If this field is empty, a new event will automatically be created.

If this field has information in it, Nowsta will check to see if there is another event with the same UniqueID. If none is found, Nowsta will create a new event.

If the UniqueID for an imported event matches that of an existing event, Nowsta will either leave the existing event as-is, or update it with the new information from the spreadsheet. The behavior depends on the status of the AllowUpdate field.

AllowUpdate

By default, if you import an event with a UniqueID that matches the UniqueID of an event you've previously imported, no update will occur.

However, if UniqueID matches the UniqueID of an already imported event and the AllowUpdate column is Y, the existing event will update with information from the CSV import file.


Did this answer your question?