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Import Sessions Through Zapier
Import Sessions Through Zapier
Ariane Ramirez avatar
Written by Ariane Ramirez
Updated this week

Import Airtable Session Information to Accelevents

Aside from uploading sessions through a CSV file, you can import sessions from another platform 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.

In the example below, we are importing sessions from Airtable. 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

Field Format

Title

This should be a text field

Session Type

This should be a single select field. 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:

  • Session Start Date and Time

  • Session End Date and Time

These should be date fields. The date form should be ISO and the time format should be 24 hour.

Short Description

This should be a text field

Full Details

This should be a text field

Location

This should be a text field

Capacity

This should be a number field

Tags

This should be a multiple-select field

Tracks

This should be a multiple-select field

Create a Zap with Airtable & Accelevents

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.

Start by clicking on this link, which will allow you to use the most up-to-date version of our Accelevents app. Click Accept & Build a Zap.

Click the arrows to see the next steps.

Part 1: Airtable Trigger

1. Choose Airtable as the Trigger

Create a new zap, click the trigger, then search and select Airtable.

2. 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.

3. 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.

4. 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.

5. Test the trigger

Click Test Trigger so Zapier can check for a successful connection between the two platforms. Select which Airtable record to test.

Part 2: Accelevents Action

1. Select Accelevents for Action

Search and choose the latest version of Accelevents (1.3.2)

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 Airtable 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. Below are the expected import and update behavior when the Zap is turned on.

Create New Sessions

  • Newly created Airtable sessions 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 Airtable sessions will only be imported to Accelevents when the record is updated in Airtable.

Update Session Information

  • Sessions will sync if the session name matches in Airtable 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, a new session will be created in Accelevents, instead of updating the existing one.

  • When updates are made in Airtable, 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 Airtable session.

  • Deleted Airtable sessions will not be deleted in Accelevents.

Import Sessions from Google Sheets

If you're importing data from Google Sheets, select Google Sheets as your trigger and follow the rest of the steps above. 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

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