Cvent to CrowdCompass Connector User Guide 2018 Cvent, Inc 1765 Greensboro Station Place McLean, VA 22102 www.cvent.com
Contents Cvent to CrowdCompass Connector User Guide... 3 Enabling the Cvent to CrowdCompass Connector in Your Account... 4 Setting Up the Cvent to CrowdCompass Connector... 5 Adding a Configuration... 5 Setting Up Your Configuration Details... 6 Integrating the Cvent to CrowdCompass Connector in an Event...11 Activating the Cvent to CrowdCompass Connector for an Event...11 Activating the Cvent to CrowdCompass Connector for a Session...19 Working with Emails & QR Codes...20 Adding Data Tags...20 Using QR Codes...21 Displaying the CrowdCompass Link...22 Maintaining CrowdCompass Configurations...23 Reprocessing Failed Transfers...23 Manual Syncing...24 Running Reports...25 Admin Reports...25 2
Cvent to CrowdCompass Connector User Guide Welcome to the Cvent to CrowdCompass Connector User Guide! In this user guide, you will learn the basic steps to setting up the Cvent to CrowdCompass Connector within your account. With the Cvent to CrowdCompass Connector, you can: Keep attendees Cvent and CrowdCompass profiles in sync when changes are made during registration or from the CrowdCompass app Enable Cvent actions that automatically update attendees, sessions, attendee schedules, and speakers in CrowdCompass Activate the integration for any event or any session Promote your CrowdCompass mobile app on your Cvent event website during registration and through Cvent emails For more information, please contact your account manager. 3
Enabling the Cvent to CrowdCompass Connector in Your Account To enable Cvent to CrowdCompass Connector for your account, contact your account manager. Once the Cvent to CrowdCompass Connector is turned on for your account, you will see a Push API Integrations link become available in Admin > Integrations > Integrations. The Push API Integrations section may already be available if you have another Push API integration. Before setting up the Cvent to CrowdCompass Connector, make sure the logged-in user is an administrator or has full access to Account Integrations and Event & Survey Integrations. You can update the access level of the permissions here: Admin > Users > Manage > Account User Roles > Administrators. 4
Setting Up the Cvent to CrowdCompass Connector To begin integrating the two applications, you must first contact your CrowdCompass Project Coordinator or the CrowdCompass Support Team at +1 888-889-3069, option 1. They will provide you with the CrowdCompass information you will need to connect CrowdCompass to Cvent. Adding a Configuration Admin > Integrations > Integrations > Push API Integrations Once you have connected the applications, you must add a configuration in Cvent. This allows you to sync data between CrowdCompass and Cvent. To do this: 1. Click Create Integration. 2. Enter a name. This is what you want the configuration to be called. 3. Select CrowdCompass as the type. 4. Enter your CrowdCompass login details. Username: The event planner s EventCenter email address. API Token: This is the authentication token in CrowdCompass and can only be accessed by CrowdCompass Support. 5. Click Save to create this configuration. You can save this configuration with incorrect credentials, but you will not be able to sync Cvent and CrowdCompass until they are validated. There is no limit to the number of configurations you can create. 5
Setting Up Your Configuration Details Admin > Integrations > Integrations > Push API Integrations After adding a configuration, you will need to set up your configuration details. These details allow Cvent and CrowdCompass to sync data. On the Push API Integrations page, click the integration s name. The Configuration Details will appear. Details Basic Information To customize these details: 1. Click Edit. 2. If necessary, update the name. 3. The type will pre-populate with the type of integration you created on page 5. 4. Select whether the configuration is active. 5. Select whether the configuration is the default for your account. If it is, you have the option to enable it for all new events as well as choose whether to sync attendees, sessions, and speakers for any events using the configuration. If the configuration is the default for your account, it will always be active. The configuration type will always be read-only. CrowdCompass Login The CrowdCompass login details will be pre-populated with the information you entered on page 5. These credentials should be entered exactly as they are shown in CrowdCompass. If they are incorrect, Cvent and CrowdCompass will not be able to sync. Default Settings Select whether to enable a CrowdCompass integration for All new events. 6
Synced Objects Synced objects will have their data transferred between the two applications. Only data for mapped fields will be transferred. Select whether to enable the following objects to be synced when this integration is used in an event: s Sessions Speakers Cvent fields and their corresponding object in CrowdCompass: Invitee to Session to Session Speaker to Speaker Guests will receive their own personalized schedules in CrowdCompass. Record Matching Criteria Record matching criteria is used to determine whether a Cvent contact exists in CrowdCompass and vice versa. Cvent will match contacts to attendees using their Cvent registration confirmation number, which is the attendee s Unique ID in the EventCenter. If a match is made, Cvent will save the CrowdCompass attendee as a Cvent contact record. If an attendee does not yet exist in CrowdCompass, the attendee will be created the first time a match is attempted. If the attendee has the same name and email address in the EventCenter, but not the same confirmation number, the contact will not be matched with the attendee and a duplicate attendee will be created. 7
Integration Points An integration point is an action in Cvent that causes specified actions to take place in CrowdCompass. For example, when a Cvent invitee modifies their registration, Cvent attempts to match the contact to an attendee in CrowdCompass. If a match is found, the attendee is updated. If no match is found, a new attendee is created in CrowdCompass. You can add and set up integration points for events, sessions, and your address book. To do this, click Save at the top of the Details page, and on the Integration Points page, click Add Integration Point. A configuration s record matching criteria and field mappings apply to all of its integration points. By default, you will not have any integration points. To add an integration point, you must save your configuration details first. Adding Integration Points Add your integration points in the Admin tab. These apply to all of your events and sessions that have the integration enabled. To do this: 1. Select which action will trigger data transfer in CrowdCompass. 2. Select whether the integration point is active. Only active integration points can cause actions to occur. 3. Select which triggered action will occur in CrowdCompass. Create or update an attendee: Only available for Invitee/Guest Modified, Invitee/Guest Cancelled, Invitee/Guest Registers for a Session, and Invitee Substituted out of Registration. Create or update a CrowdCompass session: Only available for Session is Modified and Session is Deleted. Create or update a CrowdCompass speaker: Only available for Speaker is Modified and Speaker is Deleted. Update the attendee in Cvent: Only available for CrowdCompass Profile is Updated, CrowdCompass Schedule Item is Added, and CrowdCompass Schedule Item is Removed. 4. Click Save. 8
Field Mappings On the Field Mappings page, you can select how to map CrowdCompass fields with your Cvent fields. Only the fields mapped on this page will have data transferred between the two applications. Cvent fields and their corresponding object in CrowdCompass. Invitee to Session to Session Speaker to Speaker To do this: 1. Click Edit. The following fields will be displayed: CrowdCompass Field: The name of each CrowdCompass field. CrowdCompass Object: The type of data being pushed to CrowdCompass. The types are attendee, session, or speaker. Required in CrowdCompass: Indicates whether the field is required to be filled out for attendees in CrowdCompass. Default in CrowdCompass: Indicates whether the field has a default value in CrowdCompass. Default Export Value: Only used when a new object is created in CrowdCompass and the mapped Cvent field is empty. Cvent Field: A corresponding Cvent field that the CrowdCompass field is mapped to. 2. For each CrowdCompass field retrieved, click and then select the Cvent field that will be mapped to it. Each field must be mapped to a Cvent field or have a default export value. 3. After you have set up your field mappings, click Save. When data is being copied, text will be truncated if it exceeds the character limit of the field it is being mapped to. For the available CrowdCompass fields, go to page 11. Phone Mobile should be a required field during registration so registrants can easily request a verification code and receive it through an SMS text message 9
CrowdCompass Fields The available CrowdCompass fields and their corresponding CrowdCompass objects. CrowdCompass Field Address Address 2 Bio City Country Email *required First Name Last Name Organization Name Phone Mobile Phone Work State Title Zip Code List Display Bio Email First Name Last Name Organization Name Title Profile Image Role Name Activity Code Description Location Name Start Date End Date CrowdCompass Object Speaker Speaker Speaker Speaker Speaker Speaker Speaker Speaker Session Session Session Session Session Session 10
Integrating the Cvent to CrowdCompass Connector in an Event After you have added at least one configuration in Admin > Integrations > Integrations > Push API Integrations, you can activate the Cvent to CrowdCompass Connector in any event or session. If you activate the Cvent to CrowdCompass Connector for an event, you do not have to activate it for any of the event s sessions. Activating the Cvent to CrowdCompass Connector for an Event Events > Event Details > General > Push API Integrations On the Push API Integrations page, you will see the Cvent to CrowdCompass Connector you created in Admin > Integrations > Integrations > Push API Integrations. To enable this integration for your event, select the dropdown next to the integration s name and click Edit. Select Yes to activate CrowdCompass for this event. If applicable, select which configuration to use. Your account s default will automatically be selected. If your account s default configuration has enabled integration for all new events, Yes may be selected by default. CrowdCompass Event Guide You will need to find the matching CrowdCompass Event Guide in Cvent to allow data to be integrated between the two applications. To do this: 1. Under CrowdCompass Event Guide, click. 2. In the Action column, click Select next to the CrowdCompass Event Guide. 11
Synced Objects Synced objects will have their data transferred between the two applications. Only data for mapped fields will be transferred. Select whether to sync the following objects for this event. s Custom Fields Sessions Speakers Groups Cvent fields and their corresponding object in CrowdCompass. Invitee to Session to Session Speakers to Speakers Registration Types to Groups Custom Fields In a Cvent event, you can add up to 20 Cvent contact fields as custom fields in CrowdCompass. Custom fields will sync only from Cvent to CrowdCompass and changes made in CrowdCompass will not be synced back to Cvent. Enabling this feature for existing events will overwrite attendee custom fields in CrowdCompass. We recommend enabling the feature for new CrowdCompass events only. By default, all new fields will be created in the Additional Fields section in CrowdCompass. To add new fields, go to s > Invited s > Custom Fields in CrowdCompass. You can manually move these fields to a different section from CrowdCompass if you choose to. If syncing for s is not turned on, you will not be able to create or sync custom fields in CrowdCompass. 12
Syncing Profile Images The CrowdCompass attendee profile image is linked to the Cvent contact profile image by default. There will be no configuration change that clients need to make. The image will be sent from Cvent to CrowdCompass if the image exists in Cvent. If a profile image does not exist in Cvent, it will not be removed from CrowdCompass. This is a one-way sync, so if an attendee uploads a new image in the mobile app it will not be sent back to Cvent. For existing, as well as new CrowdCompass integration configurations, the attendee profile image will be sent to CrowdCompass whenever an attendee object is requested to be updated. Automatic triggers that update an attendee object in CrowdCompass: Invitee/Guest Accepted Invitee/Guest Modified Invitee/Guest Cancelled Invitee Registers for a Session Invitee Cancels Registration for a Session Invitee Substituted into Registration Invitee Substituted out of Registration Once an attendee changes the profile image in the CrowdCompass app, the image will not be overwritten during integration. guests will not have a profile image updated through integration; only the primary registrant will have a profile image. 13
Syncing Registration Types Registration types can be synced from Cvent to CrowdCompass. To do this, go to Events > Event Details > General > Event Configuration. 1. On the Event Features tab, click Edit. 2. Under Registration Process, select Registration Types and then select how to determine registration types. 3. Click Save. 4. Go to Events > Event Details > General > Push API Integrations > CrowdCompass. 5. Click Edit. 6. Under Synced Objects, set Groups to Yes. 7. Click Save. Either s or Sessions must be synced along with Groups for groups to sync between Cvent and CrowdCompass. 14
Updating Groups and Registration Types By syncing groups, the following things will happen in CrowdCompass: Create groups with names formatted as Registration type + + [Registration Code]. This will help differentiate between groups created in CrowdCompass. No Registration Type groups will not have a code associated with them. Add attendees to the registration type groups they have registered with. Apply appropriate group accessibility to sessions. Groups will be updated in CrowdCompass when attendee or session data is automatically or manually synced in Cvent. Modifying Registration Types Registration types can only be changed by a planner. If a registration type is modified in Cvent, those modifications can be manually synced to CrowdCompass. Automatically Syncing Registration Types Automatic syncing will happen when a modification is made and the next invitee or session trigger occurs. However, modifying a registration type name will not automatically update in CrowdCompass. To sync to CrowdCompass, a manual sync is needed. Deleting Registration Types Registration types cannot be deleted unless there are no members associated with that registration type. This ensures that any individual in that group will not have all their associated sessions deleted. This should only be enabled for new CrowdCompass events. 15
Syncing Travel Data To sync travel data (e.g., Cvent s Hotel Request Form, Cvent s Air Actual Form) from Cvent to CrowdCompass submitted during registration, go to Events > Event Details > General > Event Configuration. Then: 1. On the Event Features tab, click Edit. 2. Under Travel, turn on Hotel Accommodations and select Cvent s Hotel Request Form. 3. Under Travel, turn on Air Travel and select Cvent s Air Actual Form. 4. Click Save. For invitees guests to have their own attendee records in CrowdCompass, set email address as a required field when registering guests. Field Mappings for Travel Data Once the integration is turned on, field mappings for travel data will not need to be configured. Travel data field mappings will be enforced automatically between CrowdCompass and Cvent. Flight Itineraries Key Value Example Value airline_name Names of airline Zissou Airlines arriving_location An airport call latter SEATAC departing_location An airport call latter PDX passenger_name Name of passenger Sr. John Doe class A flight seat class First Class note An arbitrary note Allergic to peanuts confirmation A flight confirmation B2JJWWT seat A flight seat number A12 number A flight number 12345 departing_datetime A datetime in ISO8601 2012-04-23T18:25:43Z arriving_datetime A datetime in ISO8601 2012-04-23T18:25:43Z 16
Lodging Reservations Key Value Example Value guest_name Name of guest Sr. John Doe lodging_name Name of hotel Grand Budapest Hotel address Address of hotel 1919 Connecticut Ave., NW, Washington, DC, 20009, USA phone_number Number of hotel 999-999-9999 confirmation Reservation confirmation number A88b3-4702Z check_in A datetime in ISO8601 2012-10-06T04:13:00+00:00 check_out A datetime in ISO8601 2012-10-06T04:13:00+00:00 room_type A room type Double singles roommate Roommate name M. Gustave Note An arbitrary note First time attendee Viewing Travel Data Flight and Hotel information can be synced between Cvent and CrowdCompass. To view a registrant s flight and hotel information in CrowdCompass, go to Event Overview > s > Invited s. Then, under the Actions column, click. Your attendees flight and hotel information will appear. 17
Integration Points You can see the active integration points here. This section will be empty if the event integration points are inactive. Once you have activated the Cvent to CrowdCompass Connector, you can begin to monitor and review data as integration points are triggered. To do this, go to Admin > Reporting > View > Reporting and click Records Transferred to CrowdCompass. Travel Information Flight and Hotel information can be synced between Cvent and CrowdCompass. To view a registrant s flight and hotel information in CrowdCompass, go to Event Overview > s > Invited s. 1. Go to the Actions column and click the icon. 2. Click the Travel tab to view flight and hotel information. 18
Activating the Cvent to CrowdCompass Connector for a Session Events > Event Details > Agenda Items > Sessions Within an event, you can set up the Cvent to CrowdCompass Connector for optional and included sessions. You can enable CrowdCompass for a session or view session integration points. To do this, select a session and on the Advanced Settings tab, click Edit. For a session to be transferred to CrowdCompass, it must have a start and end time, as well as a start and end date. Advanced Settings CrowdCompass Integration Select Yes to sync this session with CrowdCompass and then select whether attendees can use CrowdCompass apps to update their registration for this session. If your account s default configuration has enabled integration for all new sessions, Yes may be selected by default. Integration Points You can see the active integration points here. This section will be empty if the session integration points are inactive. Now you can begin to monitor and review data as integration points are triggered. To do this, go to Admin > Reporting > View > Reporting and click Records Transferred to CrowdCompass. 19
Working with Emails & QR Codes Adding Data Tags Events > Promotion & Communication > Email > Event Emails Within a CrowdCompass App Download email or a CrowdCompass Event Guide Invitation email, you can insert data tags for downloading the CrowdCompass app or linking to the Event Guide. To do this, select an email: 1. On the Content tab, click Edit. 2. Click Insert and then click. 3. Select Invitee from the Category dropdown. 4. Select a data type. 5. Select a data tag and click OK. 20
Using QR Codes Events > Website & Registration > Onsite > Barcodes & QR Codes Once you have activated the Cvent to CrowdCompass Connector, a QR code will be added to your event that lets users download the CrowdCompass app. This QR code CrowdCompass App Download URL, can be added to data tags within an email or badge and certificate. Adding QR Codes in Data Tags You can promote the CrowdCompass app to your registrants by adding the QR code Custom QR Code, to a data tag within an email. To do this, select an email: 1. On the Content tab, click Edit. 2. Click Insert and then click. 3. Select Invitee from the Category dropdown and select Barcode/QR Code from the Data Type dropdown. 4. Select next to Custom QR Code and select at least one of the following QR codes: C-QRCODE:CCAppDownload G-QRCODE:CCAppDownload 5. Click OK to add the QR code to your email. 6. In the Content tab, click Save. 21
Displaying the CrowdCompass Link Events > Website & Registration > Registration > Registration Settings You can also promote the CrowdCompass app to your registrants by displaying a Download CrowdCompass App link. This link displays on both the desktop and mobile registration site. It can be customized with your own message and direct registrants to itunes or Google Play to download the app. To do this, select a registration path: 1. On the Confirmation tab, click Edit. 2. Under the My Registration Page section, select Yes to display the Download CrowdCompass App link. 3. Enter your message. 4. Click Save. 22
Maintaining CrowdCompass Configurations To maintain accurate CrowdCompass data in your Cvent account, you can reprocess any records that failed to be transferred to CrowdCompass. Reprocessing Failed Transfers Admin > Integrations > Integrations > Push API Integrations To do this: 1. On the Push API Integration page, click Reprocess Failed Transfers. The reprocessing mechanism will reprocess records based on the order they were first tried (e.g., an invitee registration will be tried before a modified or cancelled registration). 2. Select a date range to search for failed record transfers within. 3. Select configurations that may have records that failed to be transferred. Records can fail to transfer for a number of reasons, including connectivity issues or timeout errors. 4. If applicable, select which records to reprocess. If more than 500 records are returned, you will have to reprocess all the records in bulk versus only selecting specific records. The configuration type will always be read-only. 5. Click Confirm. If the records are successfully reprocessed, you will see a confirmation message. 23
Manual Syncing Events > Event Details > General > Push API Integrations You can manually sync all of your data to CrowdCompass without waiting for an automatic trigger to occur. Syncing data will help you troubleshoot and test the integration on your own, as well as limit the number of API calls made. Make sure CrowdCompass is activated for your event. For more information, go to page 12. To sync with CrowdCompass: 1. On the Push API Integrations page, click Sync with CrowdCompass. Choose the objects you want to sync. 2. Select OK. Your sync will be in progress. 24
Running Reports You can run reports to see all of the records transferred from Cvent to CrowdCompass. Within this report, you will see which records were successful and which failed. If a record failed, it will have an explanation as to why. Admin Reports Admin > Reporting > View > Reporting To do this, on the Reports page, under Account Integration Reports, click Run next to CrowdCompass Record History. 25