Getting your event schedule into Guidebook just got a lot easier, and a lot more flexible.

Guidebook now supports AI-powered event schedule import. This means you can upload your session data in virtually any file format and let our AI interpret, map, and preview it for you. 

No template restrictions, no reformatting, and no extra steps to get your schedule into your event app.

The Problem We Solved

Building an event schedule in Guidebook has always been straightforward…as long as your data was in the right format. 

Since event planners work across lots of different tools and teams, we understand that your schedule might live in a PDF from a venue, a Word doc your speakers coordinator put together, or a CSV pulled from your registration platform. 

Prior to this update, all of those files had to be reformatted to match our import template before anything could happen.

For planners managing complex, multi-track event schedules with dozens or even hundreds of sessions across multiple tracks, rooms, and days, that extra step was understandably tedious.

How AI Event Schedule Import Works

When you open the Schedule section in Guidebook Builder and click Import, you'll now see three options:

• Import Sessions with Template: the classic template-based flow, still available for anyone who prefers.
• Use AI to Import Sessions: upload your event schedule file in whatever format you already have it, and our AI handles the rest.
• Import Links: for linking session data to other areas of your guide.

For the AI-powered option, you can use any of these file formats: pdf, csv, txt, xlsx, xls, docx.

Once your file is uploaded, Guidebook processes the data and presents you with a preview of your event schedule before a single session is imported. 

You'll see session names, dates, times, locations, and tracks laid out exactly as they'll appear in Builder. 

This is especially useful for multi-track conference schedules, where accuracy across sessions and tracks matters most.

From the preview, you can:

• Confirm and import if everything looks right.
• Email yourself the file, make adjustments, and re-import without starting from scratch.
• Exit the process if you need more time.

Only when you're satisfied does anything get added to your guide.

Built for Real Event Schedules

This feature was designed with the kinds of schedules Guidebook customers actually manage: multi-day conferences, annual association gatherings, campus-wide programming, and enterprise events with layered multi-track agendas. 

Generally speaking, schedules aren't simple one-page itineraries. They're complex, living documents that go through multiple revisions before an event goes live.

AI Schedule Import means you can take that working document (whatever format it's in) and move it directly into your event app without a detour through a spreadsheet template. 

That frees up time for the work that actually shapes the attendee experience: refining session descriptions, assigning speakers, and making sure your multi-track event schedule is clear and easy to navigate for everyone in the room.

A Few Things to Know

Your existing workflow stays put. The template-based import isn't going anywhere. If that's what works for your team, we encourage you to keep using it.

Your data is secure. AI Schedule Import is powered by Google Vertex AI. Your uploaded documents are protected by enterprise-grade security and are not used to train Google's global foundation models. For full details, please visit our security and privacy pages.

What's Next

AI schedule import is the first meaningful way we're bringing AI into Guidebook. And it won't be the last.

Our approach is simple: if it doesn't make your work as a planner easier in a real, tangible way, it doesn't belong in the platform. 

We're not chasing trends. We're looking for the moments where your attention is being pulled toward something that shouldn't need it — and building solutions for you.

Schedule data is one of those moments. We're already thinking about the next ones.

The best events happen when planners can focus on the experience, not the logistics (and

Everything we build is in service of that.

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Ready to try AI schedule import? Head over to Builder, and experience it for yourself!

As always, your Account Manager and our support team are here if you need anything along the way.