Reference Tables

Import a reference table to validate unique entries.



What is it?

This feature allows you to upload a file that can consist of client account/membership numbers, first and last name, email and more, and connect this to your competitions to validate unique entries. This feature gives you the ability to gate access to exclusive competitions based on user membership details.


How do I use it?


Step 1: Go to the Reference Tables setting

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  • Head to your Hub then select your icon on the top right of the Komo portal.
  • Click on Account Settings followed by Reference Tables.


Step 2: Create a Reference Table

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  • (1) Select Create new reference table.

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  • (A) Give your reference table a name.
  • (B) Add a column you have included in your file.

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    • (a) Add your column name e.g. Membership Number.
    • (b) You can mark this column as a key column. The key column refers to the column that will be scanned first against the reference table on the data capture.
      Note: We recommend marking the unique field as the key column e.g. membership numbers, account numbers etc.

Step 3: Upload your Reference Table file

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    • (1) Upload your file here as a .CSV or .XLSX format. 
    • (2) After you have uploaded your file, you will need to update mapping for each column created.

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    • (A) Enter the CSV column name of the data you want to be located in each column of the reference table.
      E.g. the Membership Number reference table column is to pull all the data under the Account Numbers column and complete all columns created.

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    Step 4: Update the Data capture form

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    • Go back to your Hub and select the Settings cog on the relevant card.
    • Select Data Capture on the left menu.
    • Click on Form and then Entry form.
    • Then click on the plus icon and add a text field.
      Note: the text field is relevant if you are requesting a unique field e.g. membership numbers.

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    • (A) You can make this field required.
    • (B) If you have user accounts enabled, you want to make sure this unique field is always visible on the form.
      Note: this should be marked if you are requesting unique data such as account numbers.
    • (C) Give the field a Label on te form.
    • (D) You can give this a Unique ID for analytic purposes.
    • (C) Add a placeholder text in the field.

    Step 5: Link the Reference Table to your competition

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    • Click on the General tab under the Data capture tab.
    • Scroll down and attach your Reference table.


    Step 6: Update mapping fields

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    • (1) Map the relevant form field against the reference table column.

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    • (A) Using the drop-down menu, select the form field you want to validate against the reference table column.
    • (B) Here you can edit the message that appears when a value entered is not found in the reference table file.
    • (2) Once you have mapped the columns you wish to validate, click on Update rules to save the validation settings.



    What is the different between a Data List and Reference Table?

    A reference table is a set of data you can upload to the portal that can include multiple columns on a CSV or XLSX file while the Data Lists can only upload a singular value column.


    What files can I import my Reference table from?

    You can only import your Reference table from a CSV or XLSX file.


    What can I use a Reference Table for?

    You can use a reference table to qualify your users in order to enter a competition. If you want to run a competition for your members only, you can validate entries based on membership numbers, emails, first name and/or last name. This is to ensure only account owners can enter a competition, not another user using the account number to enter.


    One last note: 

    At Komo, we pride ourselves on not only the results our clients achieve with us but the service they receive whilst bringing their Hub's to life. 

    If you ever have any questions about an upcoming activation, how you can best utilise Komo to get the best possible outcome, or just a general query, please don't hesitate to reach out to your Customer Success Specialist or email us at


    We also love your feedback, so please let us know if this article helped you by selecting from the options below. 


    Louis Docherty 

    Head of Customer Success