OnSite Solutions to CrowdCompass Integration User Guide

Transcription

1 OnSite Solutions to CrowdCompass Integration User Guide Cvent, Inc 1765 Greensboro Station Place McLean, VA

2 Contents Integration Overview... 3 Connecting the CrowdCompass Integration... 4 Setting Up the CrowdCompass Integration... 5 Field Mapping... 6 Syncing Rules... 8 Editing Synced Fields... 9 Disconnecting the Integration FAQ Glossary

3 Integration Overview Welcome to the OnSite Solutions to CrowdCompass integration User Guide! In this guide, you will learn the basic steps for setting up the CrowdCompass integration within your OnSite Solutions account. What does this integration do? The Onsite Solutions to CrowdCompass integration is a one-way sync from an event in OnSite Solutions to an event in the CrowdCompass EventCenter. With this integration, you can: Sync your attendees from OnSite Solutions to the CrowdCompass EventCenter Sync sessions and attendee schedules from OnSite Solutions to the CrowdCompass EventCenter Sync exhibitors from OnSite Solutions to the CrowdCompass EventCenter How often does the integration run? The integration runs every five minutes, syncing content from OnSite Solutions to CrowdCompass. However, when the integration is first set up, it can take a few minutes to several hours to bring over all of the data depending on the event size. When is the best time to set up the integration? The best time to set up the integration is when both your OnSite Solutions event and your CrowdCompass event are blank slates, so you don t have to upload the same content to both places. Once the integration is set up, you will only have to enter and manage content in one spot, your OnSite Solutions account, and it ll sync over to your CrowdCompass event and ultimately the mobile app. Before you can set up the integration, you must create your CrowdCompass event in the EventCenter. TIP 3

4 Connecting the CrowdCompass Integration To add the CrowdCompass integration to your account, contact your Account Manager. Once the CrowdCompass integration has been added, connect your OnSite Solutions account to your CrowdCompass account under the Integrations tab in Event Settings. To connect your accounts: 1. In OnSite Solutions, navigate to Event Settings > Integrations. 2. Next to the CrowdCompass integration, click Connect. 3. Enter your EventCenter and password. 4. Click Allow Access. Event Settings > Integrations > Connect For this integration, it s best to start with a blank slate. Don t add any sessions or attendees to the EventCenter before setting up the integration. TIP 4

5 Setting Up the CrowdCompass Integration Selecting an Event Once your OnSite Solutions account has been connected to your CrowdCompass account, choose which event you want to sync to. The 100 most recent events display in the event dropdown. Choosing Syncing Options Before you can finish setting up your integration, choose if you want to sync just attendees, attendees and sessions, or exhibitors. Attendees: Sync your OnSite Solutions registrants as attendees to the CrowdCompass EventCenter Sessions: Sync your OnSite Solutions sessions and attendee schedules to the CrowdCompass EventCenter Exhibitors: Sync your OnSite Solutions exhibitors to the CrowdCompass EventCenter NOTE If you choose to sync sessions, you must also sync attendees and attendee schedules. 5

6 Field Mapping This integration has standard fields that map from OnSite Solutions to CrowdCompass. We recommend making any changes to these fields in OnSite Solutions since changes made in CrowdCompass will be overwritten the next time the integration runs. Attendee Fields In OnSite Solutions, attendees are known as Registrants whereas in CrowdCompass they are known as Attendees. When registrants are synced through the integration, you can find them in the EventCenter under the Invited Attendees menu. OnSite Solutions Field Session Fields CrowdCompass Field First Name* First Name* Last Name* Last Name* * * Work Phone Work Phone Mobile Phone Mobile Phone Street Address Address 1 Address 2 Address 2 City City State/Province State or Province Zip/Postal Code Zip/Postal Code *Indicates a required field OnSite Solutions Field Name* Start Date* End Date* Start Time* End Time* Description Location CrowdCompass Field Name* Start Date* End Date* Start Time* End Time* Description Location Name *Indicates a required field NOTE The OnSite Solutions Source ID and Ticket ID don t map to any CrowdCompass attendee fields, like the Unique ID or Registration Code. Unique ID and Registration Code are auto-generated through the integration. 6

7 Exhibitor Fields Information you have collected on your exhibitors syncs from OnSite Solutions to the CrowdCompass EventCenter once the integration is enabled. However, data on LeadCapture licenses, Exhibitor Admins, and exhibitor logos do not sync through the integration. OnSite Solutions Field CrowdCompass Field Exhibitor Name* Name Description Description Location Location Name Work Phone Work Phone Mobile Phone Mobile Phone Other Phone Phone Other Country Country Street Address Address Address 2 Address 2 City City State/Province State/Province/Region Zip/Postal Code Zip/Postal Code Website Website LinkedIn URL LinkedIn URL Twitter URL Twitter URL Facebook URL Facebook URL *Indicates a required field 7

8 Syncing Rules Content syncs from OnSite Solutions to CrowdCompass every five minutes and will update any mapped field at that time. There are a few important syncing rules to keep in mind that will help you understand why something may have been added or removed from the EventCenter and keep you from creating duplicate content. General The systems don t have a way to match an OnSite Solutions attendee, session, or exhibitor to an existing one in the EventCenter. If you try to match something, you ll end up with duplicate content. The best thing to do is to start with a blank slate in CrowdCompass and bring everything over. Don t make changes to fields in CrowdCompass that have matching fields in OnSite Solutions. When the integration runs again, any changes you have made will be overwritten by the content in OnSite Solutions. If you link a session or exhibitor location to an area on a map in the EventCenter, the integration will stop syncing to that field so that it can remain linked to the map. Locations linked to maps need to be updated directly in the EventCenter. Once an attendee logs into the app, they will have full control over their attendee information and the integration will stop syncing updates to that attendee. Data Changes with Syncing Rules Data Change in OnSite Solutions Add an attendee, session, or exhibitor record in OnSite Solutions Field updated in OnSite Solutions Attendee, session, or exhibitor deleted in OnSite Solutions Attendee missing in OnSite Solutions Blank ticket added to attendee in OnSite Solutions Attendee exists in EventCenter but is added to OnSite Solutions Attendee is added to a session in OnSite Solutions Attendee is removed from a session in OnSite Solutions Attendee is deleted that had session participation Session with attendee participation is deleted Session has no end date or time (not required for older sessions) Syncing Rule to CrowdCompass New record is created Field is updated Record is deleted No attendee created No attendee created New (duplicate) attendee is created Session is added to attendee s schedule Session is removed from attendee s schedule Attendee is deleted Session is removed from attendee schedules An end time of an hour after than the start time is automatically added Syncing a large event may take some time, so allow several hours for the sync to finish when first setting up the integration. NOTE 8

9 Editing Synced Fields Once the integration is set up, any mapped field should be edited in OnSite Solutions, not in the CrowdCompass EventCenter. Mapped fields that are edited in the EventCenter will be overwritten the next time the integration runs. In the EventCenter, you can tell which fields are connected to OnSite Solutions by the orange cloud icon. There is a link under each of these fields that takes you to edit that field in OnSite Solutions. We suggest opening this page in a new tab so you don t disrupt your work in the EventCenter. Fields in the CrowdCompass EventCenter that are connected to OnSite Solutions have an orange cloud icon NOTE The cloud icon is only available on session and attendee fields. You won t see them on synced fields for exhibitors. 9

10 Disconnecting the Integration If you no longer want to sync information from OnSite Solutions to the CrowdCompass EventCenter, you can disconnect the integration. This doesn t remove data from the EventCenter, but will stop any further data from syncing. Once disconnected, it will be safe to edit all fields in CrowdCompass without them being overwritten. To disconnect the integration: 1. In OnSite Solutions, navigate to Event Settings > Integrations. 2. Under your CrowdCompass integration, click Disconnect. 3. In the confirmation pop-up, confirm by clicking Disconnect again. 10

11 FAQ How often does the integration run? The integration runs every five minutes. However, when the integration is first set up, it can take a few minutes to several hours to bring over all of the data depending on the event size. Does CrowdCompass pass information back to OnSite Solutions? No. The Onsite Solutions to CrowdCompass integration is a one-way sync from an event in OnSite Solutions to an event in the CrowdCompass EventCenter. Can I edit fields in CrowdCompass if they came from OnSite Solutions? We don t recommend editing any fields in CrowdCompass that have come from OnSite Solutions. Hop back into OnSite Solutions if you need to make an update. Can I edit fields in CrowdCompass that did not come from OnSite Solutions? Absolutely! Since those fields aren t linked to anything in OnSite Solutions, they won t be overwritten. There isn t an integrations tab under Event Settings. How do I set up my integration? Contact your Account Manager to make sure the integration has been added to your account. Once added, the tab should appear. Glossary attendee In the CrowdCompass EventCenter, an attendee is someone who will be attending the event and will appear on the app s attendee list. EventCenter The EventCenter is the content management system for your CrowdCompass mobile app. exhibitor An exhibitor is a company or organization who has come to an event to showcase their product and services and gather leads. OnSite Solutions OnSite Solutions provides stand-alone tools that event planners, exhibitors, and hoteliers can use onsite at their event, including SocialWall, OnArrival, and Cvent LeadCapture. registrant In OnSite Solutions, a registrant is someone who has registered to attend an event. sessions Sessions are time-based content that can be activities, workshops, networking events, outings, meetings, regular sessions, etc. sync A sync is the movement of data from one system to another. synced objects A synced object is a piece of data that has successfully moved from one system to another. 11