File Management

Overview

The File Management feature lets you work with files attached to your guests in bulk. You can:

Export guest files — download a ZIP archive containing files from one or more guests.
Import files in bulk — assign files to many guests at once by uploading them together.
View download logs — see a history of who downloaded which export and when.

This is especially useful when you need to collect documents submitted by guests (such as photos, identification, or signed forms) or when you need to distribute files to many guests quickly.

Where to find File Management

Open your event from the Evencia dashboard.
In the event menu, select File Management.

You will land on the File Management page, which shows the export launcher and a list of previously generated exports.

Before you start

You need the appropriate permission for each action:
- View exports and download logs — requires view access to File Management.
- Generate and regenerate exports — requires export permission.
- Download exports — requires download permission.
- Import files — requires import permission.
- Delete exports — requires delete permission.
At least one guest registration form with a file upload field must exist on your event for field-specific exports and imports to be available.

Contact your event administrator if you believe you should have access but cannot see these options.

Exporting guest files

Exports package guest files into a downloadable ZIP archive. You choose what to include, and Evencia prepares the file in the background.

Step 1 — Open the export launcher

Go to File Management from the event menu.

At the top of the page you will see the New Export section.

Step 2 — Choose an export mode

Select one of three modes:

Mode	What it exports
By field	All files uploaded into a specific form field, for every guest (or a filtered subset).
By guest	All files belonging to one specific guest.
All files	Every file from every guest in the event (or a filtered subset).

Step 3 — Refine your selection

Depending on the mode you chose:

By field

Select the field you want to export from the dropdown. You will see both form file fields and the special Guest Photo option.
Optionally apply guest filters (by tag, RSVP status, registration status, and so on) to limit which guests are included.

By guest

Search for a guest by name or email and select them.

All files

Optionally apply guest filters to narrow the export.

Step 4 — Generate the export

Select Generate Export.

If you choose All files for a large event, Evencia will ask you to confirm before starting, since large exports may take some time.
The export is added to the Generated Exports list with a Queued status.

Step 5 — Wait for the export to finish

The generated exports list refreshes automatically. You will see a progress bar while the export is being prepared.

Status labels:

Status	What it means
Queued	Waiting to start.
Generating	Being prepared right now.
Ready	Done — you can download it.
Failed	Something went wrong. See the error message below the export.
Expired	The file was removed after its retention window. Regenerate to get it back.

Step 6 — Download the export

When the status changes to Ready, select Download to save the ZIP file to your computer.

Each download is recorded in the Download Logs.

Managing generated exports

Each export in the list shows:

What was exported (mode, field, or guest name).
How many files and guests were included.
The file size.
When it was generated and by whom.
How many times it has been downloaded.
When it will expire (for completed exports).

Regenerate an export

If an export has expired or you want a fresh copy with updated guest data, select Regenerate. This re-runs the same export settings and creates a new ZIP.

Delete an export

Select the delete button (trash icon) next to an export to remove it. The ZIP file will be permanently deleted.

Importing files

The import feature lets you assign files to many guests at once, instead of uploading them one by one.

How file matching works

When you import files, Evencia identifies which guest each file belongs to by reading a prefix at the start of the filename. The prefix must follow this format:

#guestId-filename.ext

For example, a file named #42-passport.pdf will be assigned to the guest with ID 42. The #42- prefix is removed before saving, so the stored filename will be passport.pdf.

You can find a guest's ID in the guest list.

Step 1 — Open the import page

On the File Management page, select Import Files in the top-right corner.

Step 2 — Choose the target field

Select the form field you want to import files into from the dropdown. Only file-type fields available on your event's forms are shown.

Step 3 — Upload your files

Drag and drop your files into the upload area, or select it to browse.

Files must be named with the #guestId- prefix described above.
If you have a ZIP archive containing files named correctly, you can choose to extract files from it automatically, rather than uploading the ZIP as a single file.
You can upload up to the configured maximum number of files at once.

Step 4 — Match files to guests

Select Match Files to Guests. Evencia reads each filename, finds the matching guest, and shows you a preview table.

The table shows:

Column	What it means
File	The name of the uploaded file.
Guest	The guest the file will be assigned to.
Status	Whether the match was successful, or if there is an error.
Conflict	Whether that guest already has a file in this field.

Files with errors (such as an unrecognized prefix or a guest ID that does not exist) will be highlighted. You can review and remove individual files from the list before proceeding.

Step 5 — Handle conflicts

If a guest already has a file in the selected field, that row is marked as a conflict.

At the top of the preview dialog, you can choose:

Leave the checkbox unchecked — skip guests who already have a file (their existing file is kept).
Check "Overwrite existing files" — replace existing files with the newly uploaded ones.

Step 6 — Confirm the import

The dialog shows how many files are ready to import. Select Import X File(s) to begin.

A progress bar shows how many files have been processed. Do not close or navigate away from this tab while the import is running — files not yet processed will be skipped.

Step 7 — Review the result

When the import finishes, a summary page shows:

Succeeded — files that were saved successfully.
Skipped — files that were not saved because the guest already had a file and overwrite was not enabled.
Failed — files that could not be saved, along with the reason.

Select Import More Files to start another import, or Done to return to the File Management page.

Download Logs

The Download Logs page shows a record of every time someone downloaded an export.

To open it, select Download Logs on the File Management page.

Each entry shows:

Column	What it shows
User	Who performed the download.
Export	What type of export was downloaded (field, guest, or all).
File	The name of the ZIP file that was downloaded.
IP Address	The network address from which the download happened.
Downloaded	The date and time of the download.

Common issues

I cannot see the "Import Files" button

You may not have import permission. Contact your event administrator.

I cannot see the "Generate Export" section

You may not have export permission. Contact your event administrator.

My file was skipped during import

The most common reasons are:

The guest already has a file in the selected field and Overwrite was not enabled.
The filename does not start with a valid #guestId- prefix.
The guest ID in the filename does not match any guest in this event.
The selected field is not available on the guest's form (the guest may belong to a different tag with a different form).

Name your files with the guest ID prefix before uploading. For example, export your guest list first to find the IDs, then rename your files accordingly.
Use guest filters when exporting by field or all files to narrow down a large guest list and create smaller, more manageable ZIP archives.
Use the download logs to confirm that the right people have downloaded the expected exports.
Regenerate an export if you have updated guest data since the last export was created.

Guests — view guest IDs and manage guest details before preparing your import files.
Forms — file upload fields on guest registration forms are what appear as options in File Management.
Tags — guests are grouped by tag, and each tag uses a specific form. The fields available for import and export depend on the form linked to each guest's tag.