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Cvent Integration

Credentials

For Cvent, the following credentials are always required:

- AccountNumber

- UserName

- Password

- EventCode

Data types

Participants, Presenters, Sessions, Registrations

2-way sync for Registrations

2-way registration

2-way registration means that when the user tries to register in the app to a session by clicking on the 'Register' button, our system confirms with the provider if we can register the specific user to the specific session.

Based on the response we get from the provider the user is registered or not to the session.

The best way to test is to confirm with the client which user can be used for testing and then register to a session

How to configure

Credentials

Go to the API Data module > API Credentials. Click on "Cvent [UPDATE ME]".

The credentials fields to update are pre-configured: just add the credentials you have received from the provider.

Then go to Preview to check if the credentials are working (please refer to the generic API engine page).

Concurrent Sessions

It is possible to automatically add master sessions for concurrent sessions that have the same start time. For creating concurrent sessions on the next sync, you need to:

1. Map the `in_slot` field coming from Cvent to our own in_slot field:

Inslotmapping.png

2. In the API Credentials, enter a new setting called `ConcurrentSessionsTitle` and set the desired title for the master sessions:

Concurrentsessions.png

Format Travel data dates

It is possible to format travel dates from API Credentials by updating the travelDataDateFormat.

The default format is ddd, MMMM D HH:mm, for example, Mon, August 27 00:00.

If it's not needed, it can be removed from the API Credentials.

Remove outdated data

  • For participants:

If a participant is marked as "Cancelled" or "Declined" on the client's side, it will be imported in Backstage with status "cancelled".

If the client intends to remove completely some participants data on their side, you need to make sure to tick the "Remove outdated data" box in API Data -> Data Configs -> Participants:

Remove outdated data2.png

Upon next sync, the items deleted on the client's side will be removed from Backstage.

  • For sessions:

If a session is marked as "Inactive" on the client's side, it will be imported in Backstage as "Hidden" and will not appear in the agenda.

If the client intends to remove completely some sessions on their side, you need to make sure to tick the "Remove outdated data" box in API Data -> Data Configs -> Sessions.

  • For sessions registrations:

If a participant is registered for a session on the client's side (status "registered" in Sessions registrations preview), they will be synced in Backstage as registered for this session

If a participant is unregistered for a session on the client's side (status "unregistered" in Sessions registrations preview), they will be synced in Backstage as not registered for this session

If the client intends to remove completely some sessions registration on their side, you need to make sure to tick the "Remove outdated data" box in API Data -> Data Configs -> Sessions registrations.

Mapping

Do not change the mapping for fp_ext_id and fp_status!

New Agenda

This API integration is compatible with the new agenda (version > 3.0.0), 2 additional configs are necessary, Cvent Sessions Tags and Cvent Locations.

It is possible to edit the fields used for tags and location - any field, including custom ones, can be used. To do so, it is necessary to update tagfield and locationfield from the credentials without touching the values in the mappings.

In case you don't need to add one of those, you can freely remove them from the credentials.

What is required

Whitelist SpotMe API on your Cvent account

- On your Cvent account, go to Admin > Integrations > SOAP API Usage

- Click the "Edit" button next to the API username

- Check if our IP address 13.57.89.27 is on the list, and if not, add it

Give access to the event

You need to grant access to SpotMe for the event data in the endpoints.

 

 

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