Overview and workflow
Use the Swoogo <> SpotMe integration to connect your event in Swoogo with your event app in SpotMe.
All the organizational aspects of the event are handled within the Swoogo event, where you can select an existing SpotMe workspace in order to import data via the integration.
The data imported from the Swoogo event to the SpotMe workspace includes:
- Users (including photos)
- Speakers (including photos)
- Sponsors (including logos)
- Sessions (including tags)
Once the events on the two platforms are connected, when app users register to sessions via the SpotMe event app, the app will communicate in real-time with the Swoogo event in order to manage session registrations based on capacity and agenda availability (i.e. verify that the attendee is not already registered to a concurrent session).
- Data synchronization is performed automatically from the Swoogo event and not from the integration module in Backstage, once the integration is configured. In the integration module in Backstage (on the SpotMe side), there is therefore no access to a "Data types" section containing data synchronization.
- Session capacity management is also entirely managed on the Swoogo side for SpotMe events that have the integration installed. Therefore there is no way to manage session capacity from the workspace in Backstage (whether in the individual sessions, or in the Sessions > Preferences > Session settings).
All live aspects of the event are handled within the SpotMe event app. In addition to session registration, this includes live session stream interactivity, video breakout sessions, live polls, Q&A sessions, etc.
Finally, through Backstage you will have access to all the resulting attendee attendance and interaction statistics/analytics, thanks to the workspace dashboard and analytics.
Note: Please note that the import session registration functionality in Backstage cannot be used if you are using the Swoogo integration on your workspace.
Two possible scenarios when linking the Swoogo event to the SpotMe workspace
There are two possible scenarios that you can use when linking a Swoogo event to the SpotMe workspace, depending on how session registrations will be managed:
Scenario 1: Data is imported from Swoogo, and then session registration is done via the SpotMe app by communicating with Swoogo
For example: When attendees attempt to register to sessions via the SpotMe app, the app will check in the Swoogo event whether this is possible.
To use this set-up, you can either:
- Create the workspace from Swoogo, OR
- Create the workspace in SpotMe and install the Swoogo integration module there, then link the workspace to the Swoogo event.
Scenario 2: Data is imported from Swoogo, and then session registration is done via the SpotMe app, without communicating with Swoogo
For example: When attendees attempt to register to sessions via the SpotMe app, the app will not check in the Swoogo event whether this is possible, and the registration is handled based on the data in the SpotMe workspace.
To use this set-up:
- Manually create the SpotMe workspace and link it to the Swoogo event.
- Do not install the Swoogo integration on the workspace.
Keep the above in mind when setting up the connection between the two events.
How to set-up the integration between events
The steps below will explain how you can set-up your Swoogo event and SpotMe workspace, and connect the two platforms.
A - Steps to take in SpotMe’s Backstage
Note: If you wish to use the Scenario 2 described above, do not install the SpotMe integration module on your workspace (skip steps 2 to 4 below).
Step 1 - Create a SpotMe workspace
You will need to have created a SpotMe workspace in order to connect your Swoogo event to it. The workspace is used to configure the event app that your attendees will use.
Step 2 - Install the Swoogo <> SpotMe integration module
In Backstage, in the created SpotMe workspace, go to Marketplace > Integrations via the main menu, and install the Swoogo integration module. Backstage will restart in order to complete the installation:
Step 3 - Enter the Swoogo API credentials
In the SpotMe workspace, go to Integrations via the main menu.
Here you will need to enter the API Key and API secret:
The API key and API secret are taken from the Swoogo event, as explained below
Where to find the Swoogo API credentials?
- Log in to Swoogo and go to My Profile:
- Click on the API Credentials tab and copy both the API Key and API Secret:
- Copy these values into the Integrations section of the SpotMe workspace as shown above in Step 3, using the corresponding API Key and API secret fields.
Beyond performing the above steps in the SpotMe workspace integration module, there is no data mapping needed. The synchronization of data begins automatically as soon as the Swoogo event and the SpotMe event are connected. Session registration actions performed in the SpotMe event app will be visible/reflected in real time in the event in Swoogo.
Step 4 - Edit the session display template
You will need to make a change to the session display template in the SpotMe workspace for the integration to work. In the workspace:
Go to Sessions in the workspace main menu, and click on the Default display template tab.
Here, in the central panel you need to remove the Session registration component (by clicking on the trashcan button for the component), and then add in (drag and drop) the Swoogo registration component from the left panel into the central panel:
Remember to click on Save to confirm the changes you made to the display template.
Step 5 - Optional: Install the Sponsors module
If you intend to synchronize sponsors between the Swoogo event and the spotMe app, please check that the Sponsors module is installed on the SpotMe workspace.
To do so, go to Marketplace > Content and check to see if the Sponsors module is installed (if it is installed, it should say “Installed” in the top right corner.
If not, click on the Install button. Backstage will restart in order to complete the installation:
B - Steps to take in Swoogo
Follow the below steps to add the SpotMe integration.
This is done at the account set-up level and can only be done by Swoogo employees:
1 - Go to "Your name" > Account Setup.
2 - Under API & Integrations, click on Integrations, and select SpotMe.
3 - Click on + Add API Key:
4 - Fill out the General Settings (more information on How to find the SpotMe API token):
5 - Click Save.
Step 2 - Create your event in Swoogo and link it to the SpotMe workspace
Create your event in Swoogo, and go to the Event Setup > Integrations tab:
Select SpotMe in the list, and then go to the Link workspace tab:
Here you can use the SpotMe workspace dropdown to select the SpotMe workspace that you created previously in Backstage, and click on Next.
The Settings tab is used to see and retrieve the synchronized data:
The Map fields tab is used to associate data fields between the Swoogo event and the SpotMe workspace:
The Session tags tab is used to create and map session tags from Swoogo to SpotMe:
To assign tags to your sessions, you will first need to create a custom field that contains the list of the tags that can then be selected at the session level.
Create the custom field for Session tags:
Go to Your name (top right corner) > Account set-up > Customize fields > Sessions:
Here you can click on + Add field, and choose either Dropdown list, Checkboxes or Radio Buttons as the type. Other types are not supported:
Here we have selected a Dropdown list, and will create three options:
Now, by heading over to the Sessions & Speakers tab of the event set-up, you can select the custom field there for your your sessions:
When you go back to the Integrations tab, you'll see that the mapped custom field is visible there too:
Comments
0 comments
Please sign in to leave a comment.