How to import your events, members, clients, songs and venues into Band Pencil
The import tool makes it quick and easy to get started with Band Pencil. Uploading data is generally a complex process that many platforms at this price point don’t provide, but we’ve built a flexible tool to help advanced users bring their information across efficiently.
⚠️ Important: Imports cannot be undone. Please double-check your data and ensure all columns are correctly mapped before uploading.
You can upload a CSV (comma-separated values) file to import your:
To keep things running smoothly, imports are limited to 250 rows per upload and a set number of uploads per day. If you need to import more data, just contact our support team and we’ll be happy to assist.
If you’re unsure or would like help setting up your import, please reach out to support — we’re always glad to guide you through the process.
How to import
- Navigate to the Import Page and select the data you want to import.
- Upload your CSV sheet (CSV UTF-8 format).
- Check your data is correct.
- Assign your columns (match your data with fields specified in the dropdown select).
- Check your columns match all your data.
- Import your data.
Importing Events
When you import events into Band Pencil, they are automatically created with the status Pending Confirmation. This cannot be changed.
Key points to know:
Clients cannot be uploaded or assigned during the import process. You can only link clients after the event has been created by editing the event in Band Pencil.
Locations can be linked during import by adding the Location ID to your CSV file. Location IDs always begin with a lowercase “L”. To find a Location ID, go to the location’s page in Band Pencil, the ID is displayed at the top. Enter the ID exactly as shown. If you don’t provide a Location ID, the system will create a new location entry.
Dates & Times. Event uploads are validated for errors before import, but it’s important you format your data correctly: Dates must be in YYYY-MM-DD format. Start and end times must be in 24-hour format (hh:mm). For example, 7:30pm → 19:30.
Invoice Tax. Your default tax percentage (set in your account settings) will automatically be applied to the event fee. Therefore make sure your fee excudes tax.
Accepted Columns (CSV)
Make sure your CSV file contains these columns:
- Event Name
- Date (
YYYY-MM-DD) - Start time (
hh:mm24-hour format) - End time (
hh:mm24-hour format) - Location (or Location ID)
- Setup time
- Fee
- Notes
Importing Members
You can only import one email address per row. If the email address is invalid or missing, that row will not be imported.
Accepted data:
Make sure your CSV file contains these columns:
- Name
- Instrument
- Phone
- Address
- Notes
- Uniform
- Payment Info
- Dietary
Importing Clients
Each row can contain only one email address. If the email is missing or invalid, that row will not be imported.
Accepted data:
Set these as your columns in your CSV file.
- Company
- Name
- Phone
- Address
- Notes
Songs
Accepted data:
Set these as your columns in your CSV file.
- Name
- Artist
- Arrangement
- Key
- BPM
- Song Length
Venues (Locations)
Accepted data:
Set these as your columns in your CSV file.
- Name
- Address
- Parking
- Load-in
- Notes
- Contact
- Phone