Itinerary Import and Export

Overview

The Itinerary import/export feature allows you to export an itinerary from the Coordinator Hub to a spreadsheet, make bulk edits offline, and then import it back to create a new itinerary.

This is useful when you want to update many items at once using Excel or another spreadsheet tool, rather than editing items individually in the Coordinator Hub. It works particularly well with our EventR AI Skill - which will generate you itineraries you can import directly into the system with a few prompts.

Excel Import/Export Page

On the Event Information tab in the Coordinator Hub, you can open the Itinerary Export screen and switch from the default PDF tab to the Excel tab. The page then splits into two sections:

• Export — downloads the itinerary as an .xlsx workbook.
• Import — uploads an .xlsx workbook or a .zip archive to create a new itinerary.

There is option to include a deeplinks sheet in the downloaded workbook, which will include a tab for deeplinks to each itinerary item in the app.

Exporting an itinerary

1. Open the itinerary in the Coordinator Hub.
2. Click Itinerary Export.
3. The export page opens on the PDF tab.
4. In the top-right corner, switch to Excel.
5. Use the Export section to download the itinerary.

Export output

The itinerary is exported as an .xlsx workbook.

If the itinerary includes attached files, they are downloaded alongside the workbook and packaged into a .zip file.

You can also choose to include a deeplinks tab. This adds an additional sheet containing a deeplink for every item in the itinerary.

Importing an itinerary

The Import section allows you to upload either:

• an .xlsx workbook
• a .zip file containing the workbook and attached files in the same format produced by the export

Important: Attached files must be uploaded in a .zip file. Do not upload a folder directly.

Import process

1. Upload the workbook or .zip file.
2. A data review page appears with detected issues.
3. Check that the correct number of rows has been identified.
4. Confirm the import.

EventR then creates a new itinerary from the uploaded file.

Excel Import Confirmation Page

What happens after import

• The original itinerary is not changed.
• A new itinerary is created instead, so there is no risk of overwriting the existing one if something goes wrong.
• The imported itinerary is labelled with (imported) to distinguish it from manually created itineraries.

Limits and notes

• Maximum upload size: 30 MB
• The export/import structure must be preserved for the upload to work correctly.
• The feature supports Stands, not just activities.
• Deeplinks can be included as an optional extra tab during export.

Recommended workflow

1. Export the itinerary from the Coordinator Hub.
2. Edit the workbook in your spreadsheet software.
3. Re-upload the file using the Excel import section.
4. Review the detected rows on the data review page.
5. Create the imported itinerary.