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.

See a Sample Airtable Format

See a Sample Google Sheets 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: Session Start Date and Time Session End Date and Time The date format should be ISO and the time format should be 24 hour.	This should be 2 separate fields: Session Start Date and Time Session End Date and Time Below are the accepted date and time formats (24-hour). 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
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 Tag 1,Tag 2, Tag 3
Tracks	This should be a multiple-select field	The items should be comma-separated Track 1,Track 2, Track 3

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.

Start by Clicking This Invite Link

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

1. Format the Airtable Fields

Please ensure that the Airtable field formats are compatible with Accelevents.

See a Sample Airtable Format

2. Accept the Accelevents' Invite

To ensure that you're using the correct app version, accept the Accelevents invite to build a Zap

Accept the Invite

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

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

See a Sample Google Sheet Template

2. Accept the Accelevents' Invite

To ensure that you're using the correct app version, accept the Accelevents invite to build a Zap

Accept the Invite

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

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.