# Adding and importing contacts in the nominator portal > How you, as a nominator, add a contact manually or import contacts from a file, what you can edit, and when details become locked. - Canonical article (Help Center): https://help.happenee.com/en/articles/102-adding-and-importing-contacts-in-the-nominator-portal - Česká verze: https://aidocs.happenee.com/cs/pridani-a-import-kontaktu-v-portalu-nominatora.md - Collection: Event setup and registration - Updated: 2026-11-05 --- > **Overview** > This article is for nominators who work in the nominator portal. Organizers can find how to set up nominations in [How nominations and nominators work](https://aidocs.happenee.com/en/how-nominations-and-nominators-work.md). > > You add the contacts you want to invite in the nominator portal, one at a time with **Add contact** or in bulk by importing an Excel or CSV file. Adding a contact does not register them. They get into the event only by completing the registration form. You can change basic details and groups only until the contact responds. ## Getting started 1. Check how many spots you have left at the top of the portal. 2. Add a few contacts with **Add contact**, or import a longer list. 3. Fill in at least the first name, last name, and e-mail address for each contact. The invitation e-mail goes to this address. ## Details ### Adding a contact manually **Add contact** opens a side panel with two parts: - **Basic information** — **First name**, **Last name**, and **E-mail** are required. You can also fill in the company, job title, phone, and language. The contact receives event e-mails in that language. - **Additional details** — custom fields the organizer has prepared, such as a customer number or region. If there are none, this part does not appear. If you also work on behalf of other nominators, the panel also asks whose contact it is. **Add contact** is disabled when you have used up your spot limit. How many spots one contact takes is explained in the article on the nominator limit. ### Editing, notes, and deleting Expand a contact's row with the arrow on the right. The detail has the parts **Contact**, **Other details** (additional details and your **Internal note**), and **Registration and activity** with the contact's answers from the registration form. - **Edit contact** — you can change basic details until the contact responds to the invitation. You can't change the e-mail address of an existing contact. - **After a response** — the portal shows a lock, and basic details and groups stay as they are. You can still edit the internal note and additional details. - **Delete contact** — the trash icon removes the contact from your nominations for this event. It works in any status, including for a contact who has already confirmed attendance. Basic details and additional details belong to the organizer's shared contact profile. If you change them, the change also applies to the same organizer's other events. ### Groups If the organizer allows you to assign groups, you see a **Contact groups** label in the contact's row, which opens the group selection. Check a group to add the contact or uncheck it to remove them, then confirm with **Save**. Only groups the organizer has prepared are offered. A full group is marked **Group is full**. The organizer typically uses groups to control what a contact sees at the event, such as VIP sessions in the Agenda. ### Importing from a file **Import** (on a phone, in the menu under the three-dot icon) opens a wizard with the steps **Upload**, **Mapping**, **Groups**, **Preview**, and **Results**: 1. Download the template and fill in your contacts. The first row of the file must contain column names. 2. Upload an Excel or CSV file (UTF-8 or Windows-1250 encoding), with up to 5,000 contacts and 10 MB. 3. Match the file's columns to contact details. You can match groups and custom fields only to ones the organizer has prepared; an unknown column does not create a new field or group. 4. Choose an **Import mode**: **New contacts only** or **Also update existing contacts**. 5. Check the preview and confirm the import. The preview marks rows with errors and shows the reason. Updating applies only to contacts who haven't responded. A filled-in cell overwrites the current value, and an empty cell deletes nothing. The result shows saved, existing, already nominated, duplicate, and invalid contacts, as well as those that did not fit within the limit. For rows with errors, **Error details** shows the row number and the reason; to get the full summary, click **Download report (CSV)**. Download the report right away, because the portal doesn't offer it later. You can also find the summary later under **Recent imports**: expand any import to see the e-mail addresses grouped by result, such as saved contacts, invalid addresses, duplicates, contacts already nominated by someone else, or contacts over capacity. Use them to fix the file and upload only the missing contacts. ## Common pitfalls ### Someone else has already nominated the contact An e-mail address can have only one nominator per event. If a colleague has already nominated the contact, the portal does not add them to your list, and the import marks them as already nominated. Talk to your colleague or the organizer; contacts are not moved between nominators automatically. ### You notice a typo in the e-mail address after adding the contact You can't change the e-mail address of an existing contact. As long as the contact hasn't responded, delete them and add them again with the correct address. ### Deleting a confirmed contact Deleting removes the contact from the event whether or not they have already registered. If the contact simply won't come, use **Change attendance** instead and mark them as not attending. ## Related articles - [Accessing the nominator portal](https://aidocs.happenee.com/en/accessing-the-nominator-portal.md) - [Inviting nominated contacts and tracking their registration](https://aidocs.happenee.com/en/inviting-nominated-contacts-and-tracking-their-registration.md) - [How the nominator limit works](https://aidocs.happenee.com/en/how-the-nominator-limit-works.md) - [Working on behalf of another nominator](https://aidocs.happenee.com/en/working-on-behalf-of-another-nominator.md) - [What to do when something does not work in the nominator portal](https://aidocs.happenee.com/en/what-to-do-when-something-does-not-work-in-the-nominator-portal.md)