Creating, Updating, and Deleting Events via Import in VisualZen (VZ)

When to Use This Article

Use this article when you need to manage multiple events at once in VZ. Instead of creating, updating, or deleting events one at a time, you can use Excel spreadsheets and import types to perform bulk changes efficiently.

Learning Objective

By the end of this article, you should be able to:

• Export an event file from VZ as a template.

• Populate and import spreadsheets to create, update, or delete events.

• Avoid common pitfalls (such as pending students preventing deletions).

Step-by-Step Guidance

1. Export the Event Template

1. Go to Events > click the Export icon.

2. Download the Excel file.

   • This file contains all required headers for Create, Update, and Delete imports.

2. Create Events in Bulk

1. Manually create one event in VZ (as a sample).

2. Export → review how it appears in the spreadsheet.

3. Use this format to add new events in the Excel file.

4. Go to Imported Students > Import.

5. Select Create Events import type.

6. Upload the file → click Import.

3. Update Events in Bulk

1. Go to Events > Export.

2. Edit event details directly in the spreadsheet.

3. Save the file.

4. Go to Imported Students > Import.

5. Select Update Events import type.

6. Upload the file → click Import.

4. Mass Delete Events

1. Go to Events > Export.

2. Keep only the rows for events you want to delete.

3. Save the file.

4. Go to Imported Students > Import.

5. Select Delete Events import type.

6. Upload the file → click Import.

⚠️ Important: Events with students in Pending or Pending Submission cannot be deleted until those students are removed first.

Check Your Work / Validation

• After import, refresh the Events page to confirm changes.

• Use Check Event Eligibility & Availability on a reservation record to confirm events are visible to students (for new or updated events).

• For deletes, confirm the event no longer appears in the event list.

Common Pitfalls & Tips

• Always export a fresh template to ensure headers are current.

• For creating events: base your spreadsheet on at least one manually created event.

• For updates: double-check IDs, dates, and capacities before importing.

• For deletes: remove pending students first, or the import will fail.