How to import your events, members, clients, songs and venues into Band Pencil

The import tool is a quick and easy way for you to get up and running with Band Pencil in seconds. Data upload in general are a complex function which many software providers at the same price point simply don't offer for this exact reason. Imports are for advanced users, so if you need help importing your data, please contact support and we'll be more than happy to help.

Imports cannot be undone, so please make sure your data is correct and your columns are correctly assigned before uploading. You can import a CSV (comma separated value) sheet into Band Pencil to easily import your events, clients, members, songs and venues with our easy to use import function.

We limit users to importing a maximum of 250 rows in one upload and limited on the number of uploads you can process per day. If you need to import more data please contact us and we'll be more than happy to help.

How to import

1. Navigate to the Import Page and select the data you want to import.
2. Upload your CSV sheet (CSV UTF-8 format).
3. Check your data is correct.
4. Assign your columns (match your data with fields specified in the dropdown select).
5. Check your columns match all your data.
6. Import your data.

Importing events

Events are automatically inserted to Band Pencil with the status of Pending Confirmation.

Uploading clients or assigning them to an event is not possible during the upload process; this action can only be performed after the event has been imported by editing the event.

• To assign a location which already exists in Band Pencil simply add the location ID (this starts with a lowercase L) for the location in your CSV file. To locate the location ID, simply click on the respective location on the location's page, and you will find the ID listed at the top. Please enter this as shown in Band Pencil.
• Event uploads are validated for errors before they are imported, but make sure start and end times are converted to 24-hour times (7:30pm would be formatted as 19:30). Event dates must be formatted as YYYY-MM-DD. Your default tax percentage (which you can change in your settings) will be automatically added to the event fee. Locations will be added as new locations.

Accepted data:

Set these as your columns in your CSV file.

• Name
• Date (YYYY-MM-DD format only)
• Start time (hh:mm 24-hour times format only)
• End time (hh:mm 24-hour times format only)
• Location
• Setup time
• Fee
• Notes

Importing members

• You can only import one email address per row and if the email address entered is invalid, the entry for that row will not import. Likewise, if the email is missing the entry for that row will not import.

Accepted data:

Set these as your columns in your CSV file.

• Name
• Instrument
• Email
• Phone
• Address
• Notes
• Uniform
• Payment Info
• Dietary

Importing clients

• You can only import one email address per row and if the email address entered is invalid, the entry for that row will not import. Likewise, if the email is missing the entry for that row will not import.

Accepted data:

Set these as your columns in your CSV file.

• Company
• Name
• Email
• 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
• Loadin
• Notes
• Contact
• Email
• Phone