Enter CSV file information for Zoom events

Event hosts can add sessions manually or upload a CSV file with date, name, time, description and speaker information.

This article covers:

• CSV fields
• Frequently asked questions about CSV file information
  • What if I need to edit my CSV file and re-upload it to Zoom Events?
  • When creating an event, is it possible to add a session manually without uploading it from a CSV file?
  • When importing information from a CSV file, does it always have to go back and add images for sessions and speakers?
  • When does Zoom Events automatically send an email to the guest speakers I’ve added to my conference?
  • Is there a character limit per cell in the CSV columns/rows?
  • What are the optional track types? May I name my own?
  • Are there any characters that are not allowed?
  • What are common problems/errors I get?
  • Can I add multiple email addresses in a single cell? How do I separate them?
  • Which fields are mandatory?
  • Can I add more columns? How do I add more columns?

CSV fields

• Type: Select Webinar or Meeting as the session type.
• Session Title: Enter the title of the session.
• Session Description: Provide a brief description of this session.
• Date: The session date (YYYY-MM-DD) should be entered.
• Start Time: Specify the start time of the session (HH:MM); Be sure to include AM or PM.
• End Time: Be sure to include what time (AM or PM) the session will end (HH:MM).
• Host (Main Speaker) Full Name: The full name of the host should be entered.
• Host Email (Keynote Speaker): Enter the email address of the host.
  Note: The email address should not be followed by any additional punctuation marks or spaces.
• Host Company Name (Keynote Speaker): The name of the company that the host represents should be entered in the space provided.
• Host Job Title: This field requires you to enter the job title of the host.
• Full name of the speaker: The full name of the speaker should be entered in the space provided
• Presenter Email: Please enter the presenter’s email address in the field below
  Note: There can’t be any extra punctuation or spaces after the email address.
• Speaker Company Name: If the speaker represents a company, please enter the name of the organization they represent.
• Alternate Host Emails: If there is an alternate host, please enter their email address here.
  Note: You don’t need to add any additional punctuation or spaces after the email address to make it look more professional.
• Q&A Panelist: You must enter the email address of the panelist who will be answering your questions
• Audience: Identify the audience for the session.
• Track: Choose the type of track. Multiple sessions can be grouped into tracks based on their type or subject. The search and discovery of relevant sessions is based on the track in the user interface. For best practices, name the tracks after their themes instead of uploading the CSV file with default track names (“Track1”, “Track2”).
• Product: To discuss the session’s product, enter it here. This is where the main discussion topic of the session should be entered.
• Level: Assess the audience’s suitability for the topic of the session.
• Highlighted: If the session is presented, enter True, otherwise enter False.
• Chat channel: If you want the session lobby to have a chat function, enter True, otherwise enter False.

Frequently asked questions about CSV file information

What if I need to edit my CSV file and re-upload it to Zoom Events?

In cases where there are discrepancies in the data between the re-uploaded CSV file and the event, Zoom Events will populate the event accordingly.

When creating an event, is it possible to add a session manually without uploading it from a CSV file?

The sessions can be added manually if required.

When importing information from a CSV file, does it always have to go back and add images for sessions and speakers?

Sessions and speakers are assigned default images. These default images can be replaced at any time.

When does Zoom Events automatically send an email to the guest speakers I’ve added to my conference?

When the event is published, the guest speakers will receive the email. Learn more about email notifications for Zoom events.

Is there a character limit per cell in the CSV columns/rows?

As you can see, the character limit in the event creation workflow is the same as the character limit in the character limit. Both the Session Title and Session Description fields have a 10,256 character limit.

What are the optional track types? May I name my own?

To help attendees search and discover sessions with similar topics/subjects, the host or event creator can also add an optional track to facilitate search and discovery. It is the event creator who adds the tracks and they can have whatever name he or she chooses (to ensure the sessions are visible to attendees) as long as they remain within the event.

Are there any characters that are not allowed?

Only one type of text is allowed: plain text. Aside from italics and bold, editors cannot make any changes to the text.

What are common problems/errors I get?

To ensure a successful upload of a CSV file, it is important to format the cells exactly as described:

• The date column needs to be checked. It is important to ensure that it is formatted correctly (YYYY-MM-DD).
• Problems with apostrophes are possible. There is often a problem when the opening and closing quotes (“/”) are ignored. The CSV file is grouped by the leading and following characters, resulting in an incorrect upload of the CSV file.
• The upload agenda does not build properly when you add captions or headers. This results in the agenda not being able to be uploaded.

There should be no duplicate information in the database. I would like to draw your attention to the following limitations:

• Panelists and presenters cannot be assigned as panelists or presenters by hosts.
• The same email address cannot be used on the same line with the same role used.
• You should use the same email address that the speaker uses to sign up for Zoom when adding speaker email addresses.

Can I add multiple email addresses in a single cell? How do I separate them?

As you may have noticed, the Alternative Host Email field and the Q&A Panelists field give you the option to add multiple email addresses. All addresses should be separated by commas and spaces must be added after the commas.

Which fields are mandatory?

There are a number of fields that are required:

• Type
• session title
• session description
• Date (YYYY-MM-DD)
• start time
• end times
• rail
• chat channel

The following fields are not required when uploading CSV files, but are required when publishing the event:

• Host (main speaker) full name
• Host (main speaker) email
• Speaker 1 Full Name
• Speaker 1 email

How do I add more columns?

Speakers can only add more columns. Columns can be added as follows:

1. Add two columns after the column for speaker 3’s email address.
2. The first column should read “Name of Speaker 4”.
3. The second column should be titled “Email from Speaker 4.”
4. Repeat these steps using the correct numbering if you have more speakers.