External IDs are one of the most important concepts to understand before importing data into Event Temple. They allow the importer to correctly link records together — for example, connecting a Contact to its Account, or a Room Block to its Booking — and prevent duplicate records from being created on re-import.
This article explains:
What External IDs are
When and why you need them
How to create them if your source system doesn’t provide them
How they chain across all import types
What is an External ID?
An External ID is a unique identifier for a record from your previous system. It acts as a stable reference point that Event Temple uses to:
Match records across import tabs (e.g., linking a Booking to an Account)
Detect duplicates — if a record with the same External ID exists, the importer updates it rather than creating a new record
Enable re-imports — if you correct and re-run an import, External IDs ensure records are updated instead of duplicated
When Are External IDs Required?
Record Type | Required? | Notes |
Accounts | Strongly Recommended | Other record types link to Accounts via External ID |
Contacts | Recommended | Use to link to parent Account |
Bookings | Recommended | Ensures proper linking to Account |
Events | Recommended | Links to Booking |
Event Line Items | Recommended | Links to Event |
Room Blocks | Recommended | Links to Booking |
Tasks | Optional | Use if linking to Booking, Account, or Contact |
⚠ Tip: Even if not strictly required, using External IDs ensures linking accuracy and prevents duplicate records.
Where Do External IDs Come From?
Option 1: Use IDs from Your Source System
Most CRM and event management systems assign unique IDs to every record. Examples:
Salesforce Record ID
Caterease record numbers
CI/TY booking codes
Opera group codes
Map these IDs to the External ID column in the Event Temple import template.
Option 2: Generate External IDs from Scratch
If your source system doesn’t provide unique IDs, you can create them in your spreadsheet:
Record Type | Example Format |
Accounts | ACC-00001, ACC-00002… |
Contacts | CON-00001, CON-00002… |
Bookings | BKG-00001, BKG-00002… |
Room Blocks | [BookingID]RB[row number] |
In Excel or Google Sheets, use auto-fill for sequential IDs.
IDs must be unique within each record type.
⚠ Do not change External IDs after assigning and importing; doing so will create duplicates.
How to Chain External IDs Across Import Tabs
The power of External IDs comes from using the same ID consistently across all import tabs. This ensures Event Temple links records correctly.
Import Type | Linked To |
Contact | Account via Account External ID |
Booking | Account via Account External ID |
Event | Booking via Booking External ID |
Event Line Items | Event via Event External ID |
Room Block | Booking via Booking External ID |
Task | Booking / Account / Contact via External IDs |
Example:
If Booking BKG-00005 belongs to Account ACC-00002, all Room Blocks and Events under that Booking should reference BKG-00005 in their Booking External ID column.
Tips for Working with External IDs
Import Accounts first — every other record type links back to an Account.
Keep a master reference file — a single spreadsheet mapping every Account Name to its External ID ensures consistency.
Format as plain text — prevents Excel from dropping leading zeros.
Check uniqueness — duplicate IDs within the same import type can cause unexpected merges or skips.
Use Merge for corrections — if you need to fix and re-import, the Merge option updates existing records using External IDs instead of creating duplicates.