Swoogo integration

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

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.

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

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?

1. Log in to Swoogo and go to My Profile:
   
2. Click on the API Credentials tab and copy both the API Key and API Secret:
   
3. 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

Step 1 - Enable the SpotMe integration
This is done at the account set-up level and can only be done by Admins.
Go to Admin > Swoogo Admin > Accounts, select your account and then click on Update Account.
In the Account permissions, check the box for Enable SpotMe.

Step 2 - Enter the SpotMe API Key
This is done at the account set-up level, and is a prerequisite for connecting Swoogo events to SpotMe events.
In Swoogo, go to Account Setup and then scroll down and click on Integrations:

Now select SpotMe in the list and then click on API key:
Fill in the above fields and then click Save. How to find the SpotMe API token

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: