Visit data manual upload guide

Feature Details and Explanations

1. Prepare your file

Before uploading, you need to use the correct file format. You can download a template directly from the platform. Two formats are available: Excel and CSV. Both contain the same fields — the only difference is the file format.

General Requirements:

• The file must contain a header row with the header names exactly as specified in the template.

• Maximum of 500 records per file.

• Maximum file size: 5 MB.

• Accepted formats:

  • .xls (Excel 97-2003)

  • .xlsx (Excel 2007 and later)

  • .csv (using comma , or semicolon ; as separator)

  • .txt (using comma , or semicolon ; as separator)

Column Guidelines:

• Email (mandatory): Must be in a valid email format (e.g., guest@example.com).

• First Name (optional): Can be left empty or contain any text.

• Last Name (optional): Can be left empty or contain any text.

• Arrival Date (optional): Format must be YYYY-MM-DD. If left empty, the platform will automatically use the current UTC date and time.

• Departure Date (optional): Format must be YYYY-MM-DD. If left empty, the platform will automatically use the current UTC date and time.

• Language (optional): Defaults to en (English) if empty. Language must be provided as detailed in the following list: Supported language codes list.

🔎 Note on Timestamps: You may optionally include a timestamp (HH:MM:SS) in the Arrival Date or Departure Date. The timestamp must follow the UTC timezone.

How timestamps affect email sending:

• If no timestamp is added: the email may be sent anytime after 00:00:00 UTC on the specified date.

• If a timestamp is included: the email may be sent anytime after the specified UTC timestamp on that date.

💡 This gives you additional control over email scheduling and Survey delivery time.

🔎 Tip: The template includes 2 rows of example data — make sure to delete or overwrite them before uploading.

2. Uploading the file

Once your file is prepared:

1. Navigate to the manual upload page in CXP.

2. Select the Survey to which the guest data should be assigned. This is the Survey that will be sent to the guests.

   • You can search for a Survey by name.

   • If you don’t see the Survey, it might be because:

     • It has no questionnaires inside.

     • Email distribution is not configured.

   • In either case, check your Survey settings in the Survey Manager.

3. Click Upload File, choose your file, and confirm.

   • ⚠️ There is no way to cancel or undo an upload once it starts.

   • After upload, the assigned Survey will be ready to send to the guests.

3. Email distribution logic based on departure date

If the Departure Date is more than 30 days before the upload date:

• The visit is considered expired.

• No email is sent.

• The visit appears in the visit status list with the status Not processed.

• The visit appears in the visit volume list under the status Not processed.

If the departure date is within the next 30 days (starting tomorrow or later relative to the upload date):

• The email is not sent immediately.

• The visit appears in the visit status list with the status Ready to send.

• The visit appears in the visit volume list under the status Ready to send.

• The email is automatically sent on the departure date or within the following hours.

If the departure date is more than 30 days in the future:

• The visit is considered expired.

• No email is sent.

• The visit appears in the visit status list with the status Not processed.

• The visit appears in the visit volume list under the status Not processed.

This logic ensures that Surveys are sent at the right time and prevents outdated or excessively early communication.

4. Check the Results

After the upload is completed, results will appear in the Last Uploads section at the bottom of the page.

You’ll see one of the following information:

• File name: File name of the uploaded file.

• Survey: Survey selected when uploading the file. 

• Total Records: Number of rows in the uploaded file.

• Unique Records: Count of unique email addresses.

• Valid Records: Records successfully processed.

• Invalid Records: Records rejected due to errors.

5. Fix Invalid Records and Upload Again

If your upload returns a “Contains errors” status:

1. Download the file from the Last Uploads table.

2. Remove all rows marked as Success.

3. Fix the rows marked with errors — the Details column will explain the issue.

4. Delete the Status and Details columns (including headers).

5. Save the corrected file and upload it again using the same process.

Additional Information

• Upload history is retained for 60 days. Records older than that will be automatically removed.

• Always double-check your data before uploading, as there's no undo option.