Last update: 24-October-2025
When you are moving to Momentus Elite from another system, you can work with your consultant to bring data over. This Spreadsheet conversion tool is used to create a Elite tenant database from scratch -- venues, rooms, users, event types, accounts, contacts, events, and so on, based on the contents of the Excel spreadsheet.
Scroll to the bottom of this page for a sample Excel file to use as a starting point.
We need the following information before we can begin the conversion:
- Name of the account as you want it to appear
- Time zone of the account
- Default venue name
Time zones
When specifying the time zone, please use tzdb style. Common zones are:
-
America/New_York- USA Eastern -
America/Chicago- USA Central -
America/Boise- USA Mountain -
America/Los_Angeles- USA Pacific -
America/Phoenix- Arizona does not recognize daylight savings -
Europe/London- Most of the UK -
Europe/Madrid- Mainland Spain -
Europe/Berlin- Most of Germany -
Europe/Zurich- Switzerland -
Australia/Brisbane- Most of Queensland, Australia -
Australia/Perth- Western Australia -
Australia/Broken_Hill- New South Wales
Important Notes
- In order to convert your data successfully, the data must be sent to us in a Microsoft Excel file. If you have CSV or tab-separated files, please import them into Excel first.
- All text/numeric cells must be formatted as General.
- All date/time cells must be formatted as Date.
- Each of the following “tables” must be in a separate sheet in the Excel file. They must be named:
- Events
- Accounts
- Contacts
- EventContacts
- EventStaff
- EventNotes
- AccountNotes
- BookedSpaces
- EventAdditionalRevenues
- Functions
- EventContracts
- Tasks
- Files
- Rooms
- Users
- The first row must be field names. These must match exactly the names in the documentation.
- Text columns (e.g.,
Description,Note1) may contain line breaks. - Accounts/contacts can be associated using either a KEY field or a NAME field.
- If associating by KEY, the
Accountssheet must include anAccountKeyfield which is unique for each account; and theContactssheet must include anAccountKeyfor each contact,- An account or contact will be created for every unique key, even if some names are duplicates.
- It will be used to make sure the appropriate connections are made between accounts, contacts, and events.
- The key will be placed in the
Unique IDfield in Elite.
- If associating by NAME, the
Contactssheet must include anAccountNamefield for each contact, and the association will happen based on exact name matching.
- If associating by KEY, the
- An event can get booked spaces from three different places. They will be combined to produce the final booked spaces on an event, so it’s important not to have duplicates.
-
Eventssheet: Start + End + BookedRooms -
BookedSpacessheet -
Functionssheet
-
- The booked spaces that are created from
EventsorBookedSpacessheets may end one day shorter than expected if you do not use theEndTimecolumn. If this happens, setEndTimeto something like11:59pm.
Accounts
| Field | Required | Description |
|---|---|---|
| AccountKey | YES/no¹ | Unique identifier for the account. |
| UniqueId | no | Will be stored in the “Unique ID” field in Elite. If not specified, AccountKey will be used.
|
| AccountName | YES | Name of account. If there is no AccountKey, this must be unique.
|
| Description | no | Description of the account |
| LeadSource | no | Lead source ("Cold call", "Trade show") |
| MarketSegment | no | Market segment ("Corporate", "Concert") |
| Address1 | no | Mailing address |
| Address2 | no | ... |
| City | no | ... |
| StProv | no | ... |
| Postal | no | ... |
| Country | no | ... |
| Website | no | Web site URL |
| Phone | no | Primary voice number (can be comma separated) |
| no | Primary email address | |
| AccountRep | no | Name of the user who is the account representative |
| TaxExempt | no | If starts with “1” or “y” or “t”, the account will be tax exempt. Otherwise will be taxable. |
| TaxId | no | Primary tax identifier |
| SecondaryTaxId | no | Secondary tax identifier |
| Active | no | If starts with “0” or “n” or “f” the account will be inactive. Otherwise will be active. |
| AccountType | no | Account types (Client, Exhibitor) can be comma separated. If blank, defaults to Client. |
¹Required if you are using the EventContacts sheet.
Account Notes
| Field | Required | Description |
|---|---|---|
| AccountKey | YES | Unique identifier for the account¹ |
| Text | YES | Full text of note |
¹This only works if you are using the AccountKey field in the Accounts sheet.
Contacts
| Field | Required | Description |
|---|---|---|
| ContactKey | YES/no¹ | Unique identifier for the contact |
| ContactName | YES | Full name of contact |
| FirstName | no | First name of contact |
| LastName | no | Last name of contact |
| Salutation | no | Salutation of contact |
| AccountKey | no | Unique identifier of the account this contact belongs to |
| AccountName | no | Name of the account this contact belongs to. If both AccountKey and AccountName are blank, an account will be created under this contact’s name. |
| Title | no | Typically the person’s job title |
| Bio | no | Bio/description of the contact |
| Groups | no | Contact group(s) - comma separated |
| Address1 | no | Mailing address |
| Address2 | no | ... |
| City | no | ... |
| StProv | no | ... |
| Country | no | ... |
| Postal | no | ... |
| no | Primary email address | |
| Phone | no | Primary voice phone number (can be comma separated) |
| Mobile | no | Mobile phone number (can be comma separated) |
| Fax | no | Fax number (can be comma separated) |
¹Required if you are using the EventContacts sheet.
Series
| Field | Required | Description |
|---|---|---|
| SeriesKey | no | Unique identifier for the series. |
| UniqueNumber | YES/no¹ | Will be stored in the “Unique ID” field in Elite. If not specified, SeriesKey will be used. |
| SeriesName | YES | Name of the series. |
¹Despite its name, this value is not required to be unique per series.
Events
| Field | Required | Description |
|---|---|---|
| EventKey | YES/no¹ | Unique identifier for the event. |
| UniqueNumber | YES/no² | Will be stored in the “Unique ID” field in Elite. If not specified, EventKey will be used. |
| EventName | YES | Name of the event. |
| Description | no | Description of the event. |
| EventStatus | no | This is parsed for event status keywords.³ |
| ContractStatus | no | This is parsed for contract status keywords.⁴ |
| EventType | no | Type of event. Will default to “Unknown.” |
| BusinessClassification | no | Business classification. |
| SeriesKey | no | Key of the series that this event belongs to. |
| SeriesName | no | Name of the series that this event belongs to. |
| Venue | no | Name of the venue. If empty, we will use a default name. |
| BookedRooms | YES/no⁵ | Comma-separated room names. |
| SalesManager | no | Name of the user (person) who is sales manager for this event. |
| EventCoordinator | no | Name of the user (person) who is the event coordinator for this event. |
| AccountKey | no | Unique identifier of the account associated with this event. |
| AccountName | no | Name of the account. If there is no match it will default to 'Unknown Account'. |
| ContactKey | no | Unique identifier of the contact associated with this event. Do not use this field if this information is included in the EventContact sheet.
|
| ContactName | no | Name of the contact. Do not use this field if this information is included in the EventContact sheet.
|
| DateEntered | no | Date that the event was entered/booked. |
| Start | YES/no⁶ | Start date/time. |
| End | YES/no⁶ | End date/time. |
| EstimatedAttendance | no | Estimated total number of people attending the event. |
| ActualAttendance | no | Actual total people in attendance. |
| EstimatedTotalRoomNights | no | Estimated total # of room nights. |
| EstimatedPeakRoomNights | no | Estimated peak # of room nights. |
| ExpectedEconomicImpact | no | Expected economic impact. |
| DateBookedDefinite | no | Date when the event was booked as confirmed/definite. |
| DateLostOrCanceled | no | Date when the event was lost or canceled. |
| DecisionDate | no | Date when a confirmation decision is expected. |
| ReasonLost | no | Reason why event was lost. |
| Probability | no | Probability of closing the sale. |
| Note1 | no | Added as an event note.⁷ |
| Note2 | no | Added as an event note.⁷ |
| Note3 | no | Added as an event note.⁷ |
| Note4 | no | Added as an event note.⁷ |
| Note5 | no | Added as an event note.⁷ |
| Note6 | no | Added as an event note.⁷ |
| Note7 | no | Added as an event note.⁷ |
| Note8 | no | Added as an event note.⁷ |
¹This is not required if you are only importing events with the Events sheet. It is required if you are also using EventContacts or EventNotes.
²Despite its name, this value is not required to be unique per event.
³Event status rules:
- Must be one of the following:
- Prospect if it contains “Prospect”.
- Tentative if it contains “tentative”, “hold”, “pencil”, or a number from 1 to 15; this becomes the option number. If no option number is found, it defaults to 1.
- The default is Definite if nothing else can be determined.
- May also include any combination of:
- Internal event if it contains "Internal".
- Canceled event if it contains "Cancel".
- Blackout event if it contains "Blackout".
- Lost if it contains “Lost”.
- Finalized if it contains “Final”.
⁴Proposal/Contract keywords:
- NoProposalOrContract (default)
- ProposalCreated
- ProposalSent
- ProposalApproved
- ContractWaitingToSend
- ContractSent
- ContractSigned
- ContractWaitingToSendForApproval
- ContractPendingApproval
⁵BookedRooms is not strictly required, but if you leave it blank, no booked spaces will be created for that event. This may be your desired behavior if you are using the BookedSpaces sheet. If an event ends up with zero booked spaces, it becomes an Inquiry and does not display on the calendar.
⁶The Start/End columns are ignored if you are using the BookedSpaces sheet. If you need to separate dates and times, you can optionally use StartDate/StartTime and EndDate/EndTime columns. Important: If you use multiple dates without end times, your bookings may not end on the day you expect. Use the EndTime column if this happens.
⁷These are equivalent to rows in the EventNotes sheet. You can use either, neither, or both. However, do not add the same note to both places.
Event Contacts
| Field | Required | Description |
|---|---|---|
| EventKey | YES/no¹ | Unique identifier for the event |
| ContactRole | no | Role of the contact on the event (“Planner”, “Billing”) |
| ContactKey | YES | Unique identifier for the contact |
¹This only works if you are using the ContactKey field in the Contacts sheet.
Event Notes
| Field | Required | Description |
|---|---|---|
| EventKey | YES/no¹ | Unique identifier for the event |
| Text | YES | Full text of note |
¹This only works if you are using the AccountKey field in the Accounts sheet.
Event Staff
| Field | Required | Description |
|---|---|---|
| EventKey | YES | Unique identifier for the event |
| StaffAssignment | no | Role of the contact on the event (“Planner”, “Billing”) |
| PersonName | YES | The name of the person. If you are using the Users sheet, it must be consistent with the PersonName there.
|
Event Contracts
If you use this sheet, you must also provide a separate ZIP file that contains all the physical files. If this ZIP file is too large for email, please contact us for access to a cloud service where you can upload it. There may be an additional charge for this service.
| Field | Required | Description |
|---|---|---|
| EventKey | YES | Unique identifier for the event¹ |
| ContractName | no | Name of the contract. Will default to FileName if not provided. |
| FileName | YES | Must match the name of one of the physical files provided. ONLY PDF CURRENTLY SUPPORTED. |
| Description | no | Description of contract |
| Signed | no | Is this a signed copy? Will be considered signed if the field contains “true,” “1,” or “yes.” |
| DateUploaded | no | Date that the contract was uploaded. |
¹This only works if you are using the EventKey field in the Events sheet.
Booked Spaces
| Field | Required | Description |
|---|---|---|
| EventKey | YES/no¹ | Unique identifier for the event |
| Room | YES | Name of the room |
| Usage | no | Purpose of the booked space (“Load-in”, etc.) |
| Status | no | Parsed for status information in the same way as the Status field in the Events sheet.
|
| Description | no | Description of the the booked space |
| Setup | no | Room setup (“In the round”, etc.) |
| Start | YES/no² | Start date/time |
| End | YES/no² | End date/time |
| RentalAmount | no | Amount of room rental³ |
| RentalType | no | Type of room rental |
| DiscountAmount | no | Amount of rental discount |
| DiscountType | no | Type of rental discount⁴ |
| DiscountAmount2 | no | Amount of rental discount #2 |
| DiscountType2 | no | Type of rental discount #2 |
| DiscountAmount3 | no | Amount of rental discount #3 |
| DiscountType3 | no | Type of rental discount #3 |
| DiscountAmount4 | no | Amount of rental discount #4 |
| DiscountType4 | no | Type of rental discount #4 |
¹This only works if you are using the EventKey field in the Events sheet.
²If you need to separate dates and times, you can optionally use StartDate/StartTime and EndDate/EndTime columns. Important: If you use multiple dates without end times, your bookings may not end on the day you expect. Use the EndTime column if this happens.
³If you include room rentals, rentals will be added to the event details. New Rental Type(s) will automatically be created. A Price Schedule called 'Rentals' will be created, but it will be zeroed out.
⁴If you include discounts, discounts will be added to the event details. New Discount Type(s) will automatically be created, but they will be blank.
Event Additional Revenues
| Field | Required | Description |
|---|---|---|
| EventKey | YES/no¹ | Unique identifier for the event |
| RevenueStream | YES | Name of revenue stream |
| RevenueType | YES | Must be “rental,” “food”, or “ancillary.” |
| Description | no | Description of the charge/revenues |
| Cost | YES/no² | Your internal cost |
| Revenue | YES/no² | The amount you charged |
¹This only works if you are using the EventKey field in the Events sheet.
²Either Cost or Revenue can be left blank if not used. In this case, it will default to 0 (zero).
Event Estimated Revenues
| Field | Required | Description |
|---|---|---|
| EventKey | YES/no¹ | Unique identifier for the event |
| RevenueStream | YES | Name of revenue stream |
| RevenueType | YES | Must be “rental,” “food”, or “ancillary.” |
| Cost | YES/no² | Your internal cost |
| Revenue | YES/no² | The amount you charged |
¹This only works if you are using the EventKey field in the Events sheet.
²Either Cost or Revenue can be left blank if not used. In this case, it will default to 0 (zero).
Functions
| Field | Required | Description |
|---|---|---|
| FunctionKey | no | Unique identifier for the function |
| FunctionName | no | Name of the function. If left blank, the event name will be used. |
| EventKey | YES/no¹ | Unique identifier for the event |
| Type | no | Type of function (“Performance”, “Meeting”) |
| Status | no | This is parsed for status keywords² |
| Date | YES/no¹ | Unique identifier for the event |
| StartTime | YES/no³ | Unique identifier for the event |
| EndTime | YES/no³ | Unique identifier for the event |
| Room | YES | Name of the room/space |
| Setup | no | Room setup (“In the round”, etc.) |
| ShowOnCalendar | no | Show this function on the calendar? |
| AgreedAttendance | no | AGR (integer) |
| ExpectedAttendance | no | EXP (integer) |
| GuaranteedAttendance | no | GRT (integer) |
| RentalAmount | no | Amount of room rental⁴ |
| RentalType | no | Type of room rental |
| DiscountAmount | no | Amount of rental discount⁵ |
| DiscountType | no | Type of rental discount |
| DiscountAmount2 | no | Amount of rental discount #2 |
| DiscountType2 | no | Type of rental discount #2 |
| DiscountAmount3 | no | Amount of rental discount #3 |
| DiscountType3 | no | Type of rental discount #3 |
| DiscountAmount4 | no | Amount of rental discount #4 |
| DiscountType4 | no | Type of rental discount #4 |
¹This only works if you are using the EventKey field in the Events sheet.
²If it contains …
- “plan” →Planning status
- “ready” →Ready status (default)
- “can” →Canceled
³If either is empty, the function will be all day.
⁴If you include room rentals, rentals will be added to the event details. New Rental Type(s) will automatically be created. A Price Schedule called 'Rentals' will be created, but it will be zeroed out.
⁵If you include discounts, discounts will be added to the event details. New Discount Type(s) will automatically be created, but they will be blank.
Tasks
| Field | Required | Description |
|---|---|---|
| AccountKey | no | Unique identifier for the account¹ |
| EventKey | no | Unique identifier for the event² |
| ContactKey | no | Unique identifier for the contact³ |
| Title | YES | Title of task (“Call planner to confirm date”) |
| TaskType | no | Type of task (“Phone call”) |
| Description | no | Detailed description of the task |
| DueDate | YES | When the task is due |
| AssignedTo | YES | Name of the user (person) assigned |
| DateCompleted | no | If it is complete, the completion date |
| Result | no | If it is complete, the result |
¹This only works if you are using the AccountKey field in the Accounts sheet.
²This only works if you are using the EventKey field in the Events sheet.
³This only works if you are using the ContactKey field in the Contacts sheet.
Files
If you use this sheet, you must also provide a separate ZIP file that contains all the physical files. If this ZIP file is too large for email, please contact us for access to a cloud service where you can upload it. There may be an additional charge for this service.
| Field | Required | Description |
|---|---|---|
| AccountKey | YES/no¹ | Unique identifier for the account² |
| EventKey | YES/no¹ | Unique identifier for the event³ |
| SeriesKey | YES/no¹ | Unique identifier for the series⁴ |
| EventFolder | no | Event document folder. Only supported for events. |
| FileName | YES | Must match the name of one of the physical files provided. |
| Description | no | Description of the file |
¹One of these -- AccountKey, EventKey, or SeriesKey -- must be specified, otherwise the file will be ignored. Note: If you supply more than one, it will result in multiple copies of the file.
²This only works if you are using the AccountKey field in the Accounts sheet.
³This only works if you are using the EventKey field in the Events sheet.
⁴This only works if you are using the SeriesKey field in the Series sheet.
Users
| Field | Required | Description |
|---|---|---|
| PersonName | YES | The name of the person. Must be consistent with other columns such as SalesManager and SalesManager fields in the Events sheet, and the AssignedTo field in the Tasks sheet.
|
| EmailAddress | YES | The person’s email address. |
Rooms
| Field | Required | Description |
|---|---|---|
| Room | YES | The name of the room. Must be consistent with the BookedRooms field in the Events sheet. |
| Venue | YES | The venue that the room is in. Must be consistent with the Venue field in the Events sheet. |
| RevenueStream | no | Rental revenue stream for the room. |
| SubRooms | no | If this is a combo room, this should be a comma-separated list of its subrooms. The subrooms must also appear in this list separately. |
Unsupported Data
- Inventory and Price Schedules
- Contracts, Proposals
- Event Orders, BEOs
- Invoices and other Financial documents
- Payments and Deposits
Data Retention Policy
Momentus Technologies will retain the spreadshee and other data files for 30 days after the final data conversion in the event of troubleshooting or reference required post-conversion.
Unless otherwise requested, the data will then be purged from our systems and cannot be recovered.