To import many events at once, prepare an Excel (.xlsx) file with one event per row, open Calendar, select the three-dot menu next to Add Event, choose Import Events, and drop the file in. Equip checks every row first and lists any problems by row number; when it is clean, confirm and the events are created in the background. You get a notification when the import finishes.
Who can do this, and where
Team members who can add events (Calendar level Supporter or Administrator) and account owners, on the web.
Steps
Fill in the template. The first row must contain the column names below, in lower case.
Select Calendar, then the three-dot menu next to Add Event, then Import Events.
Drag the .xlsx file into the box or click to choose it.
Review the validation result. If errors are listed, fix the rows in the file and upload again.
Confirm the import. The message "Events are being imported. You will be notified once the import is complete." appears, and the events show on the calendar as they are created.
Columns
Required: title, start_at, end_at
Optional: description, category, recur_every, recur_on, recur_until, address_name, address_one, address_two, city, state, zip, allow_student_registration, allow_mentor_registration, notify_mentors, allow_check_ins, allow_check_outs, registrants
Any other column name is rejected.
Formats
start_at, end_at: MM/DD/YYYY HH:MMAM/PM, for example 11/1/2026 9:00AM. Times are in your account's time zone.
recur_every: day, week, month or year. recur_until is required with it, as MM/DD/YYYY.
recur_on: comma-separated Sun, Mon, Tue, Wed, Thu, Fri, Sat; only with recur_every set to week.
Booleans: true/false, TRUE/FALSE or 1/0.
category: must match an existing category name in your account exactly.
registrants: comma-separated email addresses of existing users in your account. Participants are added as attendees and team members as team members.
Location: if you fill any of address_one, city, state or zip, fill all four.
Limits and what the errors mean
.xlsx only, up to 5 MB and 10,000 rows. "File size exceeds 5MB limit" or "Spreadsheet exceeds maximum row limit of 10000" stop the upload.
"Missing required headers: ..." or "Invalid headers found: ...": fix the first row.
"Row 4: Missing required field 'title'", "End time must be after start time", "Date for 'start_at' must be within 10 years of current date".
"recur_until is required when recur_every is specified", "recur_on can only be used when recur_every is 'week'", "recur_until must be within 5 years".
"Incomplete address. Missing: city, zip", "Category 'X' does not exist in your organization", "Registrants not found in system: ...", "Invalid boolean value for 'allow_check_ins'. Use 'true', 'false', '1', or '0'".
The allow_check_outs column is accepted by validation but is not applied to the created events at the moment; turn on check-outs on each event afterwards if you need them.
Imported events have no reminders, max registrants, members needed or data collection. Edit them afterwards, using Update Future Events for a series.
If the import fails part-way, you get an "Events import has failed!" notification; events created before the failure remain.
FAQ
Why are my times off by an hour or a day?
Times are read in the account's time zone. Check the format MM/DD/YYYY HH:MMAM/PM and that the cell is text, not an Excel date, or that Excel has not converted it.
Can I import registrants who are not in Equip yet?
No. Every email in registrants must belong to an existing user in the account; add the people first, then import.
How do I import a weekly recurring event?
Set recur_every to week, recur_on to the days (for example Mon, Wed), and recur_until to the last date. The first row's start_at is the first occurrence.
Can I import the same file twice?
Yes, but it creates the events again. There is no duplicate check.
Can I set check-ins from the import?
allow_check_ins works. allow_check_outs currently does not take effect on import; edit the events to turn on Allow Check Outs.
Can I import from CSV or Google Sheets?
Download or save as .xlsx first. Only Excel files are accepted.
Related
Add an event to the calendar
Create, edit or delete a recurring event
Track attendance with check-ins and check-outs