Import Session Information to Accelevents
Aside from uploading sessions through a CSV file, you can import sessions from another platform, such as Airtable or Google Sheets to Accelevents through Zapier integration. You can create a zap that imports sessions to Accelevents when the session is created or updated on the other platform.
Accelevents has an official app published in Zapier for integrating with other platforms. The steps below will show you how to connect your Accelevents account to Zapier and then build your integration between your event and the other apps available in Zapier.
A Zap is like your personal assistant following all your instructions to complete the task. It has two essential components: a trigger and an action. The trigger is an event or condition as to when the action will happen. The action is the command that will complete your goal.
Your zap would look like this:
Session Fields
Before setting up your zap, ensure that the field formats in the other platform are compatible with Accelevents. Below are the fields that can be imported and their proper format.
Accelevents Session Field | Airtable Field Format | Google Sheet Value Format |
Title | Text field | Text |
Session Format Type | Single select field Below are the accepted values:
MAIN_STAGE_SESSION REGULAR_SESSION MEET_UP WORKSHOP EXPO BREAK OTHER | Text Below are the accepted values:
MAIN_STAGE_SESSION REGULAR_SESSION MEET_UP WORKSHOP EXPO BREAK OTHER |
Session Date and Time | This should be 2 separate fields Date fields:
The date format should be ISO and the time format should be 24 hour.
| This should be 2 separate fields:
Below are the accepted date and time formats (24-hour).
|
Short Description | Text field | Text |
Full Details | Text field | Text |
Location | Text field | Text |
Capacity | Number field | Number |
Tags | This should be a multiple-select field
| The items should be comma-separated
|
Tracks | This should be a multiple-select field
| The items should be comma-separated
|
Accept the Invite to Create a Zap
Accepting the invite will allow you to use the most up-to-date version of our Accelevents app. Click Accept & Build a Zap.
In the next steps, you'll learn how to set up the trigger and action. We have examples for Airtable and Google Sheets for the trigger.
Click the arrows to see the next steps.
Part 1: Trigger
Airtable
Airtable
1. Format the Airtable Fields
Please ensure that the Airtable field formats are compatible with Accelevents.
2. Accept the Accelevents' Invite
To ensure that you're using the correct app version, accept the Accelevents invite to build a Zap
3. Choose Airtable as the Trigger
Create a new zap, click the trigger, then search and select Airtable.
4. Choose the Trigger Event
Choose New or Update Record as the trigger event to create a session in Accelevents when a new session is created in Airtable, and if there are changes in the Airtable session, it will also update in Accelevents.
5. Connect your Airtable account
If you've previously used Airtable for your Zaps, you can select the account from the dropdown or click + Connect a new account. Once selected, click Continue.
6. Choose the Airtable Base, Table, and Timestamp fields
If no fields show for timestamp, you must create a field and select "Last modified time" as the field type in your Airtable's grid view.
When done with the required fields in the zap, click Continue.
7. Test the trigger
Click Test Trigger so Zapier can check for a successful connection between the two platforms. Select which Airtable record to test.
Google Sheets
Google Sheets
1. Format the Google Sheet Values
Please ensure that the Google Sheet values and format are compatible with Accelevents. Below are the accepted date and time formats (24-hour). For tags and tracks, the items should be comma-separated.
1/24/2025 3:00
1/24/2025 03:00
01/24/2025 3:00
01/24/2025 03:00
2025-01-24 3:00
2025-01-24 03:00
2. Accept the Accelevents' Invite
To ensure that you're using the correct app version, accept the Accelevents invite to build a Zap
3. Choose Google Sheets as the Trigger
After creating the zap, click the trigger and select Google Sheets from the available apps.
4. Choose the Trigger Event
Select New or Updated Spreadsheet Row as the trigger event. When a new session is made on Google Sheets, a session is created on Accelevents. Any changes made on Google Sheets will also update on Accelevents.
5. Connect your Google Account
If you have used Google Sheets for your zaps before, select an account from the dropdown. You can also add a new one by clicking + Connect a new account. Once selected, click Continue.
6. Choose the Spreadsheet and Worksheet fields
Choose the spreadsheet and worksheet fields from the dropdowns, then click Continue.
7. Test the Trigger
Click Test Trigger so Zapier can check for a successful connection between the two platforms. Select which Google Sheets spreadsheet row to test.
Part 2: Action
Accelevents
Accelevents
1. Select Accelevents for Action
Search and choose the latest version of Accelevents (1.3.2). You will only see this version if you accept the invite in the previous step.
2. Select Create or Update Sessions
Select Create or Update Sessions in the action event dropdown.
3. Connect Your Accelevents Event to Zapier
Click Sign In, and a pop-up will appear where you can enter the API Key.
To get your Zapier API Key, open your event admin console in Accelevents
Go to Settings > Integrations
Enable the toggle for Zapier Integration
Click on Configure, then copy the generated API key.
Paste the API Key to the Zapier pop-up, then click Yes, Continue to Accelevents. Then click Continue in the Zapier settings.
5. Configure the fields
Map all the fields that you want to import to Accelevents. The session title, format type, date and time are required fields.
6. Test the Step
Click Continue, then test the step to see if it will fetch the data from the other platform and create a session in Accelevents.
7. Publish the Zap
If the test is successful, publish the zap. If you're on Zapier's free plan, the sync interval is every 15 minutes, you may need to click "Run" in the zap to push the data ahead of time.
Import and Update Behavior
Below are the expected behavior when you create new sessions or make changes to existing ones after the Zap is turned on
Create New Sessions
Newly created sessions from the integrated platform will be imported to Accelevents, as long as the required fields have a valid value (e.g., session date and time are within the event duration, main stage sessions are not overlapping with other main stage sessions)
Existing sessions from the integrated platform will only be imported to Accelevents when the record is updated in the other platform.
Update Session Information
Sessions will sync if the session name matches in the other platform and Accelevents, regardless of where and how the sessions are created. Make sure that all sessions have unique names to ensure that the correct session is updated.
When the session name is changed in the integrated platform, a new session will be created in Accelevents, instead of updating the existing one.
When updates are made in the integrated platform, the new data will sync with Accelevents, replacing the existing data.
Deleted Accelevents sessions will reappear in Accelevents if changes are made to the existing session in the integrated platform.
Deleted sessions from the integrated platform will not be deleted in Accelevents.