Import Speaker Information from Asana to Accelevents
If you're using Asana to manage your event data such as speaker information, you can easily import that data to Accelevents by creating a Zap!
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, such as Asana.
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.
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.
Speaker Fields
Before setting up your zap, ensure that the value formats are compatible with Accelevents. Here are the fields that can be imported and their proper format.
Accelevents Speaker Field | Value Format |
First Name | Text |
Last Name | Text |
Pronouns | Text |
Title | Text |
Company | Text |
Bio | Text
Note: HTML format works with this field, however, markdown and rich text won't work. |
Allow this speaker to override their profile details | Text Below are the accepted values:
OR
|
Profile Image | Image URL
|
LinkedIn URL | Text - ensure that the LinkedIn URL format is correct
|
Instagram Handle | Text - ensure that the Instagram URL format is correct
|
Twitter Handle | Text - ensure that the Twitter URL format is correct
samples: |
Create the Zap
Click the arrows to see the next steps to set up the trigger and action.
Part 1 Trigger
Part 1 Trigger
1. Accept the Accelevents' Invite
To ensure that you're using the correct app version, accept the Accelevents invite to build a Zap.
2. Choose Asana as the Trigger
Create a new zap, click the trigger, then search and select Asana.
4. Choose the Trigger Event
Choose a trigger event in Asana. In this example, we choose "Updated Task" so that when updates are made to a task, the speaker is created or updated in Accevents.
5. Connect your Asana account
If you've previously used Asana for your Zaps, you can select the account from the dropdown or click + Connect a new account and grant permission to access your Asana account in the pop-up. Once connected, click Continue.
6. Choose the Workspace and Project
Choose the area in your Asana account where the speakers are, then click Continue.
7. Test the trigger
Click Test Trigger so Zapier can check for a successful connection between the two platforms. Select which Asana record to test.
Important: Before testing, check the fields in the record you selected. It should include all the speaker fields that you want to import. If the fields are incomplete, add values in the Asana record and click "Find new records" in the zap to fetch the latest updated record.
Part 2 Action
Part 2 Action
1. Select Accelevents as the Action
Search and choose the latest version of Accelevents. You will only see this version if you accept the invite in the previous step.
2. Select Create or Update Speaker
Select Create or Update Speaker in the action event dropdown.
3. Connect Your Accelevents Event to Zapier
If you're not yet signed in to your Accelevents account, click Sign In. A pop-up window will appear, where you will be prompted to input the API Key. If your account is already connected, you can select it from the dropdown.
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.
4. Configure the fields
Map all the fields that you want to import to Accelevents.
First name, last name, and email are required fields.
For the profile override, you can select True or False to have the same settings for all speakers, or click the 3 dots and select Custom to map your override field.
If you uploaded an image file for the profile picture, the image URL may not appear in the mapping, so you may need to upload the image elsewhere and add the shareable image URL to Asana and map that URL.
5. Test
Click Continue, then test the zap to see if it will add the speaker to Accelevents.
6. Publish the Zap
If the test is successful, publish the zap. Below are the expected import and update behavior when the Zap is turned on.
Import and Update Behavior
Here are the expected behavior when you create new speakers or make changes to existing ones once the Zap is turned on:
Add New Speakers
Newly added speakers will be imported to Accelevents, as long as the required fields have a valid value (e.g., name and email)
Existing speakers will only be imported to Accelevents when the existing record is updated on the other platform.
Update Speaker Information
Speaker information will sync if the speaker email matches, regardless of where and how the speakers are added. Speakers should have unique email addresses to ensure the correct speaker's information is updated.
When the speaker email is changed on the other platform, a new speaker will be created in Accelevents and will not update the existing one.
When updates are made in the integrated platform, the new data will sync with Accelevents, replacing the existing data.
When updates are made in Accelevents and that field is not mapped in the Zap or is blank in the other platform (e.g. company, profile picture), that field will update to the default session settings (blank company and profile picture field) if updates are done in the other platform.
Deleted Accelevents speakers will reappear in Accelevents if changes are made to the existing speaker on the other platform.
Deleted speakers from the integrated platform will not be deleted in Accelevents.