Let AI Do the Heavy Lifting

AI import takes unstructured event information and turns it into events you review before saving. It accepts two kinds of input: text you type or paste, and an image such as a flyer or poster. The AI extracts the name, date and time, venue, description, price and more, then shows one editable card per event it found. Nothing is added to your schedule until you save it.

Opening the Import Page

Open your schedule in the admin panel
Click Actions in the top right
Choose Import Events

More Options at the top of the import page opens the Import Events source list, which holds AI import alongside Import from Eventbrite Pro - Requires the Pro plan , the connector that pulls your events, tickets and venues from a connected Eventbrite account.

Text or image, not a link

The AI only reads the text and the image you hand it. It does not go and fetch a web page, so pasting a URL on its own will not produce an event: copy the listing text itself, or add the flyer image. A ticket link found inside the text is kept as the event's registration URL, and the link's own preview image is used as the event image when the submission had no image of its own.

AI-Powered

Parsing is done by Google Gemini or by OpenAI, whichever is configured. On the hosted service it is ready to use. On a selfhosted install the import page shows a Setup Required: Gemini API Key panel until GEMINI_API_KEY or OPENAI_API_KEY is set, see AI Setup.

What You Can Send

Text - Up to 10,000 characters per submission
Image - One JPG, PNG, GIF or WebP file of up to 10 MB per submission
Both together - A flyer plus a line of text covering whatever the flyer leaves out

Daily Limits

Each submission counts as one AI request, whether it is text, an image or both, and one request can return several events. The allowance is counted per schedule per day on the hosted service. When it runs out the page asks you to try again tomorrow.

Plan	AI import requests per day
During a paid-plan trial	10
Free or Pro	50
Enterprise	100
Selfhosted	No limit

The trial row is checked first, so a schedule inside a paid-plan trial gets the trial allowance rather than its plan's. Separately from the daily count there is a short-term ceiling of 30 submissions a minute, which returns "Too many requests, please wait a minute and try again" and clears on its own.

A venue or curator schedule that accepts event requests without requiring visitors to have an account shows those visitors this same AI box instead of a structured form. See Requests for the submission form options.

Importing from Text

Copy event information from an email, a website listing, a social media post or a message, and paste it into the import box.

Type or paste the event text into the box, which reads Type event details or drag & drop an image here while it is empty
Click the arrow button at the end of the box to submit it, or press Ctrl+Enter. Enter on its own starts a new line
Review the card for each event the AI found and correct anything it got wrong
Click Save on a card to create that event. When more than one event was parsed, Save All appears above the cards
A saved card turns green and offers Edit, View and Clear so you can move straight on to the next import

Example

Pasted text

Live Jazz Night
Friday, March 15th at 8pm
The Blue Note, 123 Main Street
Featuring the John Smith Trio
Tickets: $20

Field	Notes	From the example
Event name	A short version is also generated for the event URL	Live Jazz Night
Date and start time	When no time is given, 8:00 PM is assumed. Both are editable on the card, the date through a picker and the time through a dropdown	March 15, 8:00 PM
End time	Worked out from the length the AI reads out of the text, in hours, and added to the start time. Left blank when no end time or length is mentioned. The event's duration is taken from whatever start and end you save	Left blank
Venue and address	Venue name, street address, city, state and postal code, plus a two-letter country code. A curator schedule falls back to its own country when the text does not name one	The Blue Note, 123 Main Street
Description	Markdown, plus an optional one-line short description of up to 200 characters	Featuring the John Smith Trio
Participants	Performer name, email and website. The name is matched first against talent schedules in your schedule's country, then against talent already connected to your schedule. On a talent schedule every imported event is pinned to that talent instead	John Smith Trio
Price	Amount and currency code; blank means unknown and 0 means free	20 USD
Category	Chosen from the categories your schedule uses, including your custom ones. A near-miss is matched back to the closest name on your list	Concerts
Registration URL	An external ticket or sign-up link found in the text	None in this text
Custom fields Pro - Requires the Pro plan	Your own event fields are filled in too, matched against their allowed options	None defined

Several events at once - Paste a whole list. If the text names several distinct performers the AI splits them into separate events, and events that share a start time and address are merged back into one event with several participants
Sensible dates only - A parsed date that is more than three days in the past, or more than about two months away, is left blank for you to fill in rather than guessed
Other languages - For a schedule whose language is not English, the AI keeps the original language and adds English translations alongside it
Which fields appear - Name, date and time, and venue are always on the card. The extra fields (short description, description, price, coupon code, registration URL, category and sub-schedule) are switched on per schedule, and can be marked required. The sub-schedule field only appears once the schedule has sub-schedules
Performer videos - On a curator schedule, when a parsed performer does not match a talent schedule you already have, the card searches YouTube for that name and offers up to six clips. Pick one and it becomes the new talent schedule's video

Venue Matching

Rather than creating a duplicate, the import looks for a venue you already have. It checks, in order, a venue schedule you own with the same name, then any venue in the same city (and country, when one is known) with a matching name or street address, then venues connected to your schedule through past events. Matching ignores case, accents, punctuation and a leading "the", so "The Blue Note" and "Blue Note" are the same venue. A hit shows as Matched venue and the card's venue block is set to Use Existing.

Switch to Create New to enter the name, street address and city yourself
The venue dropdown groups your options into Member, Following and From past events
Tick I manage this venue, make me the owner when the new venue is yours to run
On a venue schedule there is nothing to match: every imported event is pinned to that venue

Duplicate Warning

A card shows Similar event found when your schedule already has an upcoming event with the same registration URL, or with the same start time plus either the same venue address or the same performer name. View opens the existing event so you can decide whether to save the new one. On a curator schedule, Select adds that existing event to your schedule instead of creating a second copy.

Importing from Images/Flyers

Give the AI a flyer, poster or screenshot and it reads the text out of the image.

Add the image in whichever way suits you: click the + button to pick a file, paste an image from your clipboard into the box, or drag and drop the file onto the box
A thumbnail appears in the corner of the box. Use the red x on it to remove the image if you picked the wrong one
Optionally type a note in the box as well, for anything the flyer leaves out
Click the arrow button to submit
Review the card, then click Save

The image you submitted is carried over as the event's image and shown beside the parsed fields, so a flyer import needs no separate upload. You can remove it there, or drop a different image onto that panel before saving. The one exception is text that also contains a ticket link: that link's own preview image wins, because it is usually the publisher's artwork.

Image Tips

One image per submission, in JPG, PNG, GIF or WebP, up to 10 MB. Use a clear, high-contrast picture where the text is large enough to read: the AI can only extract what is legible. Photograph the flyer flat and in full frame rather than at an angle.

Photographing a printed agenda to create timed parts inside one existing event is a separate feature. See Scan Agenda Enterprise - Requires the Enterprise plan .

Custom AI Prompts

The import page itself has no prompt box: you type event details, not instructions. What the parser knows about your schedule comes from the settings below, so this is where you steer it when it keeps getting something wrong.

Setting	Where to find it	What it does
AI prompt on a custom field Pro - Requires the Pro plan	Edit schedule → Customize → Custom Fields	An optional instruction, up to 500 characters, on how to extract that one field's value. It is appended to the parser's instructions for that field
Event categories	Edit schedule → Customize → Categories	The parser picks a category from your schedule's own list, so renaming or adding categories changes what it can choose
Language	Edit schedule → Details	Sets the language the parser preserves in the event text, with English translations stored alongside
Import Form Fields	Edit schedule → Settings → Advanced (hosted service)	A toggle per extra field (short description, description, price, coupon code, registration URL, category and sub-schedules) that chooses which ones appear on each parsed card, each with a Required tick box for fields that must be filled in before the event can be saved
Agenda prompt Enterprise - Requires the Enterprise plan	Scan Agenda page → Edit prompt	Free-text instructions for agenda scanning, which creates event parts rather than events. Can be saved as the default for the schedule

Tip

Custom field prompts are worded like instructions to a person. The examples offered in the field editor read "Extract the dress code from the event details" and "Identify the target age group for this event".

AI Import