Table of Contents

Create contacts in Sweap

Ingo Updated by Ingo

Use the Contacts feature to quickly and easily add guests to your contact database. You and your colleagues can access your contact database on a recurring basis and across events at any time.

You can build your contact database by

  • import guest data directly via Excel,
  • create contacts manually or
  • transfer guest data from all your events into contacts.

1. define fields and create them manually

Before you add contacts, you should define which information (fields) and data should be collected for your future contacts. By creating fields, you define in advance which data is relevant for you and your company to capture (manually as well as via import) and use for contacts.

The following data are already stored as standard fields in Sweap for contacts:

  • First name
  • Last name
  • E-mail address
  • External ID (possible assignment of guests via external interfaces)
  • Tags
  • Lists

To add more fields, please click on the Fields tab in the Contacts menu and then use the "+Create Field" button to create additional fields.

In our example video we want to add the "Salutation" field and the "Company" field. For the "Salutation" field we will work with fixed values (Mrs; Mr; Various).

2. create contacts manually or directly via import

Once your fields are defined and created, you can add contacts in the next step.

Manual

A contact can be added manually via the "Create contact" button. Here, existing tags and lists can be assigned to the new contact and information can be stored for all existing fields.

Via Import

Multiple datasets can be added by importing an Excel dataset. To do this, click on the "Import" button, select your Excel dataset and then determine (depending on the size of the dataset) which fields should be both imported and merged in Sweap.

If the fields Tag, Lists, Salutation and Company are already present in the selected Excel dataset, as in our example video, Sweap will recognize and automatically assign them. Sweap also recognizes additional fields that have not yet been created (here: Title), which you can have automatically created by active selection based on the import. If the title is imported like here, this field will be usable for all further contacts in the future.

You can learn how to manually add tags and lists here.

3. add guests from an event to contacts

You can add guests to contacts from any event - in which you have guest data.

Note: The selected guests will be duplicated in Contacts only and will still exist in your event.

In our example video we want to add 2 guests assigned to the VIP category to Contacts. First we mark the desired guests and then we can transfer the selected guests to contacts via the action button the function "Export to contacts". Again, as with the contact import, known field information can be assigned and unknown fields (here: own letter salutation) can be added automatically if required. Finally, existing guests must always be assigned to at least one tag or list. If the tag or list (here: VIP) does not exist, it can simply be created during the import and then selected.

Once these guests are added to your contacts, you can access them for all subsequent events. Especially for recurring events or events where you want to contact the same guests regularly, this feature is very helpful.

How to select already existing contacts for your event(s), you will learn in the article Use contacts for my events.

TIP: After you have created or assigned contacts, you can use the "Created via" column in the Contacts area as well as in your guest lists to see from which "data source" the data records originate.

How did we do?

Contacts - create tags and lists manually

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