Skip to content
  • There are no suggestions because the search field is empty.

How do I import a basic biographic file?

A basic import adds your patrons' names, addresses, phone numbers and email addresses to Data Center, and can group them into segments. Once imported, you can use those segments to build lists in Campaigns.

Before you start, make sure your file has:

  • One row per patron, saved as .csv, .txt, .xls or .xlsx
  • A Full Name column, or separate First Name and Last Name columns
  • A street address column
  • City, State and Postal Code columns (or a single combined column)
  • A Patron ID column, only if the file comes from a ticketing or CRM system

Step 1: Upload the file

  1. Go to Imports and click Upload File.
  2. If you have permission to import, the File Import wizard opens automatically. If it doesn't, find your file in the list, open its menu (…) and choose Import File.
  3. If you don't see either option, you don't have import permission. Ask your Account Admin or contact helpdesk@trgarts.com.

Step 2: Tell us about your file The first screen asks a few questions. Depending on your account you will see some or all of:

  • What type of data are you importing? and What type of data is in your file?
  • Does your file contain patron names and mailing addresses? Choose Yes if it has names and addresses. Choose No only if the file has a unique Patron ID for every record and your contact data is imported separately. If you're not sure, ask helpdesk@trgarts.com.
  • Was your file exported from a commercially available ticketing or CRM system? Choose Yes and pick your system from the list. If it isn't listed, choose A system not listed here and email helpdesk@trgarts.com; we'll reply within one business day, and you can't continue until your system has been added. Choose No if the data comes from a spreadsheet or your own database.

Step 3: Add or Update This step appears only if you have more than one choice. It asks how the file should be used to update existing data in your account:

  • Update segments to match what's in the file replaces the records in the segment(s) with the records in this file.
  • Add new patrons from the file to existing segments keeps the records already there and adds only the new ones. Either choice creates a new segment if one doesn't exist yet. 

Step 4: Seating Info This step appears only for ticket data. For a basic biographic file you can ignore it.

Step 5: Segments This step appears only if there is more than one way to segment your file. It asks How should the file be grouped into segments?

  • The file is all one segment. Enter a segment year (optional, 1950–2050), a segment type and a description (up to 100 characters). The year, type and description together make up the segment name, for example 2024 STB: Nutcracker. Type is required if more than one type is available. While you type the description, we suggest your existing segment descriptions. Segment names must be unique.
  • The file has columns that tell us the segment for each record. You'll map a segment year, segment type code and description column in the next step.
  • Segment automatically. This appears only if your organization has an automatic segmentation scheme set up with TRG. See What are Segment Type Codes? for valid types.

Step 6: Mapping Match each column in your file to a Data Center field.

  • File Field is your column heading. Sample Data is from your first record. TRG Field is where you choose the matching Data Center field.
  • The Required panel on the right lists what's still needed; Recommended lists optional fields that improve your data.
  • Unmapped columns are not imported.
  • You can filter the list by All, Mapped or Unmapped, and search by name.

Required fields:

  • Patron ID: only if you chose a ticketing or CRM system. It must be present on every record. Records with no Patron ID are not imported.
  • Full Name, or both First Name and Last Name.
  • Address Line 1: the street address only, without other details.
  • City, State and Postal Code: all three are required. Alternatively, map a single combined City/State/Postal Code column; we'll split it for you. Don't map a combined column and separate columns at the same time.

If a required field isn't mapped, you'll see Not all required fields are mapped.

Step 7: Review and finish

  • Validation Results shows an estimate such as "X of Y lines (Z%) will not be imported" with the reason for each column: a missing value, a value that is too long, or an invalid value. Review these before you continue. You can finish the import anyway, or go back and fix your file.
  • File Contents shows the segments that will be created or updated, the Count of records for each, and whether each segment is New or Existing. If it says New when you meant to update an existing segment, go back and check the segment year, type and description.
  • Select Finish when you're happy.

Your progress is saved automatically as a draft at each step, so you can leave and come back to a half-finished import.

What happens after you finish

  • Files import overnight and can take 1–5 business days to complete. We'll email you the results.
  • If your file layout is different from your earlier imports, it may be reviewed by our team before it is queued.
  • When the import is complete, open the file's menu and choose View Report to see the totals and download any error files.
  • To stop an import that hasn't started, open the file's menu and choose Cancel.

📒Note: This process will not be the same for transaction data files.

Need help? Email helpdesk@trgarts.com.