Import External Registrants

If your conference uses a registration system other than PaperFox, you can still import the registrant list here. Once imported, PaperFox can tell you which accepted papers don't have a registered author yet — see Remind Unregistered Authors.

Required fields per registrant: first name, last name, email. Affiliation and country are optional.

Open the External Tab

1. Go to Conferences in the sidebar, then click your conference.
2. Under Registration Management, click "Registration Overview" → "View All Orders".
3. Click the External tab.

Add One Registrant

1. Click "Add Registrant" (top right of the table).
2. Fill in First Name, Last Name, Email. Optionally pick a Country/Region and enter an Affiliation.
3. Click "Add Registrant" to save.

The new row appears at the top of the table. Use the pencil icon to edit any field, or the red trash icon to remove a row.

Bulk Import (CSV / Excel / Paste)

For more than a handful of registrants, use the bulk import.

1. Click "Import" to open the dialog.
2. Pick a method:
   • Upload File — drag a CSV, XLSX, or TXT file into the dashed box. Use "Download CSV template" if you want a starting point.
   • Paste Rows — paste the contents of a spreadsheet (header row included).

3. Click "Parse" (or pick a file). PaperFox previews the rows and flags problems:
   • Valid rows — these will be imported.
   • Invalid rows — missing/invalid email or missing first/last name. Listed with the row number so you can fix them in the source spreadsheet.
   • Duplicates — the same email appearing more than once in the file is collapsed to one.
4. Click "Import N registrants" to commit.

The result card shows how many were created, how many were skipped because they were already imported, and how many were skipped because they're already registered through PaperFox (no need to import them).

What Counts as Registered

Once imported, an external registrant's email contributes to the conference's coverage check. A paper "has a registered author" if at least one of its authors' emails matches:

• A paid PaperFox registration on this conference, or
• An external registrant you've imported here, or
• The current account email of any user with a paid registration on this conference (catches authors who changed their email since registering).

This is what powers the Remind Unregistered Authors report — see the next guide.

What the Registrant Sees

If the email you imported belongs to someone with a PaperFox account, that person will see your conference on their My Registrations page (sidebar → Registrations) with a Registered externally · Imported by Chair on May 4, 2026 label — no Receipt or Refund buttons since there was no payment through PaperFox. Match is by exact email (case-insensitive) against the user's current account email.