Please make sure that your Cvent integration module is using version 2.8.0 (or greater) to ensure that session capacity is properly verified.
The Cvent integration module allows you to easily build a bridge between your event in Cvent and the SpotMe platform.
This allows you to effectively use the SpotMe platform to build and manage an app for an event, based on data stored in your Cvent account, and to synchronize the data between both platforms.
In doing so, the module can receive data from Cvent and import it into Backstage, and can likewise push data from the SpotMe platform to the Cvent system.
Supported data types
The following data is supported by the module:
- Users (attendees and guests, without photos).
- Speakers (with photos).
- Sessions (with tags, including guests).
- Registrations (when imported from Cvent to SpotMe via the integrations synchronizations, and automatically updated from SpotMe to Cvent when attendees register in the SpotMe apps - more information).
- Map locations.
When adding sessions to the SpotMe workspace, we recommend that you choose a single approach: import them all from Cvent OR creating them all directly within SpotMe.
More information and recommendations on importing and synchronizing sessions and registrations.
Installing and connecting the Cvent integration module
The Cvent integration module can be installed on your workspace in Backstage from the SpotMe Marketplace.
After the installation, Backstage will take you directly to the Cvent integration module located in the Integration category of the Backstage main menu.
The first page displayed in the module is the Credentials page, where you can enter your Cvent credentials and the Cvent code for the event:
The User name and Password fields here require that you add the Cvent API user name and the Cvent API password, not your personal user name or password. The Event code can be obtained on the Cvent website by clicking on the ⌄ icon next to Preview button.
After entering the above information, go to the Data types tab to begin synchronizing data.
Managing data types
Once you have entered the credentials, you can go to the Data types tab to display the types of data that can be synchronized, and see when they were last synced:
Here you can also:
- Import or export data integration configurations, by selecting the data type(s) and using the Export XLS or Import XLS buttons.
- Enable automatic synchronization of these data set using the Auto sync column (and determine the synchronization frequency).
Please note that the autosync will automatically stop 7 days after the end date of the event. - See a preview report of any data that you would wish to synchronize, by clicking on the relevant Preview button for a data type, and manually synchronize any selected data sets, by clicking on Sync:
Session registration and managed capacity
When adding sessions to the SpotMe workspace, we recommend that you choose a single approach: importing them from Cvent OR creating them directly within SpotMe.
Registrations for sessions imported from Cvent
For imported sessions, when a user registers to a session via the SpotMe app, the registration will be visible in Cvent immediately. When a user is registered to a Session in Cvent, the registration will be visible in SpotMe after the integration has synchronized both systems (i.e. the "Session registrations" sync has been triggered either manually or via the autosync).
Important: Once you have opened registration for a synchronized session within SpotMe, we recommend that you no longer register users on the Cvent side. If you do need to register users on the Cvent side side, please close the registration on the SpotMe side first, do the registrations in Cvent, and then synchronize the data from Cvent to SpotMe, before reopening registration on the SpotMe side.
Registrations for sessions created within SpotMe
For sessions created directly in SpotMe (Backstage), when a user registers to a session via the SpotMe app, the users will not be marked as registered to the session in Cvent.
Session capacity management
When a user registers to a session via the SpotMe app, the SpotMe system checks the session capacity that is visible in Backstage, via Sessions > Your session > "Edit Capacity Settings" > "Capacity when managed".
If you change the session capacity in Cvent, remember to synchronize the sessions in SpotMe as well.
Important: Do not change the "Registration mode" option in Backstage > Sessions > Your session > "Edit Capacity Settings". Cvent virtual session capacity is not supported by the integration.
Troubleshooting
If you find that users are still able to register to sessions even though session is at full capacity:
Please make sure that your Cvent integration module is using version 2.8.0 (or greater) to ensure that session capacity is properly verified.
Data configuration and auto syncronization
In the Data types tab, you can you can click on any data type to display and edit its configuration.
This opens the below View data configuration page, where you can:
- Add more data mapping. More information available in the Adding new data mapping section below.
- Apply filtering to the mapped data. More information available in the Filtering synchronized data section below.
- Configure the auto sync frequency based on the number of imported attendees. More information.
- Use the Email subscribers field to receive periodic email summaries on the synchronization activity.
Configuring the auto sync frequency
The Cvent platform has a limit for the number of times external platforms such as SpotMe can request data. If this limit is not respected, the data will not be synchronized between the Cvent and SpotMe platforms.
To ensure that the synchronization of data runs smoothly, it is therefore important that you adjust the Auto sync frequency of the integration according to the total number of Cvent invitees and attendees.
The autosync frequency must be adjusted in two data points: Users and Session registrations
Below are the recommendations for the auto sync frequency for those data points:
| Number of attendees | Auto sync frequency |
| 0 to 3'000 | 15 minutes |
| 3'000 to 6'000 | 30 minutes |
| 6'000 to 12'000 | 1 hour |
| Over 12'000 | 3 hours |
Note: All attendees with the status "Accepted", "Pending approval" and "Waitlisted" are by default imported into the SpotMe workspace, and will by default have an "Active" user status.
Adding new data mapping
The API data mapping section lists out the pre-configured data mapping that is specifically set-up for Cvent integration in Backstage. We recommend that you do not modify these pre-set mappings.
However, you can add additional data mappings by following the below steps:
- Click on the blue + button, to add a new data mapping item at the end of the list:
- Now click on the newly created data mapping item to edit its details.
API field: Enter the data type you wish to map in Cvent.
SpotMe field: Enter the data type you wish to map in SpotMe.
Import empty field? By default, if fields are empty in Cvent, no data will be imported. If this option is enabled, empty fields in Cvent will be imported and will overwrite any existing data in the corresponding SpotMe field. - Click on Close to exit the window.
- Now click on Save in the View data config tab to save your changes.
Synchronizing users
When using the Cvent integration to synchronize users, the integration will aggregate data from many different Cvent objects.
For example, each Cvent user has a list of associated products. This is represented in the preview, in columns such as orderdetail.0.productname, which means field "productname" of the first order, i.e. position 0.
Mapping list fields such as orderdetail should be avoided, because you do not know at which position in the list an element will be placed.
In general, any column name displayed in the preview which contains .0., or another number, is a list field.
If you need to map list fields, please reach out to SpotMe support and explain your use case, so that we can assist you.
Filtering synchronized data
In the View data config tab, you can apply filtering to any selected mapped data sets, in order to target only a specific data to be imported in the workspace during the sync.
Use the Filters fields to target the specific data in Backstage, by selecting the SpotMe data's corresponding metadata.
Only the SpotMe data matching the specified metadata criteria will be synced.
How do guests appear in the SpotMe app?
To support "Guest mode" in Cvent, attendee guest information can be imported as part of the session data into the SpotMe agenda.
In the SpotMe app agenda, the attendee will see the sessions, with both the attendee and their guest's name visible in the form of tags:
Important: We recommend that Guest mode is only enabled on events with less than 1'000 attendees, to ensure that data synchronizations between Cvent and SpotMe are fully successful.
To enable this, go to Integrations, open the Sessions data type, and tick the Tag guest sessions check box:
Error handling
If you experience an ACCESS_DENIED error, please check the following:
- Check that the Cvent credentials are correct: Account Number, User Name, Password, Event Code.
- Check that the SpotMe proxy IP has been whitelisted on your Cvent account:
- On the client’s Cvent account, go to Admin > Integrations > SOAP API Usage.
- Click the Edit button next to the API username.
- Check that the IP address 13.57.89.27 is on the list.
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