Entering CSV file information for Zoom Events

This post was most recently updated on July 22nd, 2022

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 happens when I need to edit my CSV and re-upload to Zoom Events?
    • When creating an event, is it possible to add a session manually without uploading from a CSV file?
    • If importing information from a CSV file, is it always required to go back and add images for sessions and speakers?
    • At what point 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? Can I name my own?
    • Are there characters that aren’t allowed?
    • What are common issues/errors I will get?
    • Can I add multiple email addresses within a single cell? How do I separate them?
    • Which fields are required?
    • 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 session’s title.
  • Session Description: Give 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 specify AM or PM.
  • End Time: Be sure to specify what time (AM or PM) the session will end (HH:MM).
  • Host (Primary Speaker) Full Name: The host’s full name should be entered.
  • Host (Primary Speaker) Email: The host’s email address should be entered.
    Note: The email address should not be followed by any additional punctuation or spaces.
  • Host (Primary Speaker) Company Name: The name of the company the host represents should be entered in the field provided.
  • Host Job Title: In this field, you will need to enter the host’s job title.
  • Speaker Full Name: The speaker’s full name should be entered in the box provided
  • Speaker Email: Please enter the speaker’s email address in the field below
    Note: After the email address, there should not be any additional punctuation mark or space.
  • Speaker Company Name: If the speaker is representing a company, please enter the name of the organization they represent.
  • Alternative Host Emails: If there is an alternative host, please enter their email address here.
    Note: After the email address, you do not have to add more punctuation or spaces to make it look more professional.
  • Q&A Panelists: You will need to enter the email address of the panelist who will be answering your questions
  • Audience: Identify the target audience for the session.
  • Track: Choose the type of track. Multiple sessions can be grouped together based on their type or topic into tracks. Search and discovery of relevant sessions will be based on the track in the UI. For best practices, name the tracks according to their themes rather than uploading the CSV file with default track names (“Track1”, “Track2”).
  • Product: To discuss the session’s product, enter it here. The main topic of discussion for the session should be entered here.
  • Level: Assess the audience’s aptitude for the topic of the session.
  • Featured: If the session will be featured, enter “True,” otherwise enter “False.”
  • Chat Channel: If the session Lobby will be equipped with a chat feature, enter “True,” otherwise “False.”.

Frequently asked questions about CSV File Information

What happens when I need to edit my CSV and re-upload to Zoom Events?

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

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

The sessions can be manually added if you wish.

If importing information from a CSV file, is it always required to go back and add images for sessions and speakers?

Sessions and speakers are assigned default images. Any time can be used to replace these default images.

At what point 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. You can learn more about email notifications for Zoom Events here.

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

As you can see, the character limit in the event creation workflow corresponds to the character limit in the character limit. There is a limit of 10,256 characters for both the Session Title and Session Description fields.

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

In order to assist attendees in searching for and discovering sessions that have similar themes/subject matter, the host or event creator can also add an optional track that will facilitate search and discovery. It is the event creator who adds the tracks and they can have any name he or she chooses (to ensure that the sessions are discoverable by the attendees) for as long as they stay within the event.

Are there characters that aren’t allowed?

There is only one type of text allowed: plain text. As well as italicizing and bolding words, editors cannot make any changes to the text.

What are common issues/errors I will get?

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

  • The date column needs to be reviewed. It is important to ensure that it is formatted correctly (YYYY-MM-DD).
  • It is possible to have problems with apostrophes. There is often a problem with not respecting the opening and closing quotes (“/”). The CSV file will be grouped by the preceding and following characters, resulting in an incorrect upload of the CSV file as a result.
  • The upload agenda will not be created properly if you add any title rows or headers. This will result in a failure to upload the agenda.

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

  • Panelists and speakers cannot be assigned as panelists or speakers by event organizers.
  • The same email address cannot be used in the same line with the same role that is used.
  • You should use the same email address that the speaker will be using to log into Zoom when adding email addresses for speakers.

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

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

Which fields are required?

There are a number of fields that are required:

  • Type
  • Session Title
  • Session Description
  • Date (YYYY-MM-DD)
  • Start Time
  • End Time
  • Track
  • Chat Channel

CSV file uploads do not require the following fields, but publishing the event does:

  • Host (Primary Speaker) Full Name
  • Host (Primary 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 by following these steps:

  1. After the column for speaker 3’s email address, insert two columns.
  2. The first column should be called “Name of speaker 4”.
  3. The second column should be titled “speaker 4’s email”.
  4. Using the proper numbering, repeat these steps if you have more speakers.