Auto-populate a ticket holder field based on ticket type
What this does: Automatically writes a value into a ticket holder field, derived from the ticket type the attendee holds. The value populates whenever there's a new purchase or ticket is exchanged for a different type.
Why you would use this: Accelevents has no native way to derive one field's value from another.
For example:
You have 3 ticket types: General Admission, VIP and Staff.
You have a hidden ticket holder field for Admission Type and these are 2 values that you want to populate in that field: All Access and Restricted Access, and you'll be printing these values in the badge
You want the All Access value to populate for the VIP and Staff ticket holders.
You want the Restricted Access value to populate for the General Admission ticket holders.
Instead of manually updating each ticket holder field with the correct value after they register, you can create a Zap that automatically updates that hidden field with the correct value after the purchase is done.
And then if you also want that the fields would automatically update if they exchange the ticket, you'll need to create a second Zap for that trigger.
Your Zaps would look something like these:
Zap 1Update the hidden field for new registrations. | Zap 2Update the hidden field if the ticket is exchanged |
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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.
Create Zap 1 - update the hidden field for new registrations
Click the arrows to see the steps to set up the trigger and actions.
Part 1 Trigger - New Ticket Purchase
Part 1 Trigger - New Ticket Purchase
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 Accelevents as the Trigger
Create a new zap, click the trigger, then search and choose the latest version of Accelevents. You will only see this version if you accept the invite in the previous step.
3. Select New Ticket Purchase Trigger
Select New Ticket Purchase Trigger in the trigger event choices.
4. 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. Test the Trigger
Click Test Trigger so Zapier can check for a successful connection between the two platforms. Select which Accelevents record to test.
Important: Before testing, check the fields in the record you selected. It should include all the fields that you need for this zap (e.g., name, email, custom fields). If the fields are incomplete, enable the fields in Accelevents add values in the Accelevents order and click "Find new records" in the zap to fetch the latest updated record.
Part 2 Action - Formatter by Zapier
Part 2 Action - Formatter by Zapier
The action formatter by Zapier will allow you to define what values should populate based on the ticket type names.
1. Select Formatter for Action
Search and choose Formatter in the pop-up.
2. Select Utilities
Select Utilities in the action event choices and click Continue.
3. Choose Lookup Table
Select Lookup Table under Transform
4. Select the Ticket Type
In Lookup Key, click the + button and select the Ticket Type field. In this example, the ticket name is VIP.
5. Map the Values in the Lookup Table
In the Lookup Table, type in the ticket name on the left side and the corresponding value on the right. Click + Add value set to add more ticket names and ticket holder field values.
6. Add a Fallback Value
This will be the value in the field if the ticket they purchased is none of what is indicated in your lookup table. In this example, we entered NO_MATCH to the Fallback Value. Click Continue.
7. Test the Step
Click Test Step, it should give you an output value. This is the value that you want to populate on the hidden field based on the ticket type of your test record.
Part 3 Action - Filter
Part 3 Action - Filter
This is optional, we'll need to add a filter so that it will only proceed to the next step if the hidden ticket holder field is empty, as there may be cases where you manually add the registration or import them and a value is already assigned. Since there is a value, we can exclude them from the Zap.
1. Add a Filter Action
Click + Add Step in the Zap, and select Filter
2.Select the Field
In Choose field, select your hidden field in Accelevents (e.g. Admission Type)
3. Choose the Condition
In Choose condition, select "Does not exist", then click Continue.
This means that if the new registration has no value in the field, then continue with this Zap.
After clicking continue, it will tell you whether your test record has passed the criteria to move to the next step. Click Continue again.
Part 4 Action - Update Ticket Information
Part 4 Action - Update Ticket Information
1. Select Accelevents for Action
Click the + Add Step button, 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 Update Ticket Information
Select Update Ticket Information in the action event dropdown. Your Accelevents event should already be connected in this step, click Continue at the bottom.
4. Configure the Fields
In this step, you'll need to map the fields that you want to update in Accelevents.
Select Ticket Holder in the first field, and then to identify which attendee will be updated, select the Ticket Id generated from Step 1 in the Ticket ID field.
Next, look for the field you want update (e.g. Admission Type), then select the Output from Step 2 (Utilities in Formatter).
5. Test the Step
Click Continue, then test the step to see if it will update information in Accelevents. It should give you a success message if it worked. Check in Accelevents if the correct value updated in the field.
6. Publish the Zap
If the test is successful, publish the zap. After publishing, the hidden field will be updated with a value based on the ticket type they select during registration.
Create Zap 2 - update the hidden field when tickets are exchanged
For this Zap, you'll need to have an Enterprise or White Label plan as you'll be using the Webhook feature. If you don't have access to webhooks, you best option is manually update the field when an ticket exchange is done.
Since there is no Accelevents action in Zapier for ticket exchanges, we will use a Webhook as that action can be tracked there.
Click the arrows to see the steps to set up the trigger and actions.
Part 1 Trigger - Webhook
Part 1 Trigger - Webhook
1. Select the Webhook Action
In your new Zap, select the Webhook Action
2. Select the Catch Hook
In trigger event, select Catch Hook, and click Continue.
3. Copy the Webhook URL
Click Continue again, you can leave the Pick off a Child Key field blank. In the Test step, copy the generated Webhook URL. You will insert this in Accelevents.
4. Configure the Webhook in Accelevents
Go to your Enterprise or White Label dashboard
Select the Integrations > Webhook menu
Paste the Webhook URL from Zapier
Enable the Integration toggle, and click Save
Under Webhook Topics, check the box for ticket_type_transfer
Click Save again
5. Test the Webhook
In Accelevents, perform a ticket exchange, then quickly in Zapier, click Test. It should generate a test record. However if it does not, try again, timing it can be tricky. Click Continue after selecting the test record.
Part 2 Action - Formatter by Zapier
Part 2 Action - Formatter by Zapier
The steps here are exactly the same as the Part 2 Action of Zap 1, but the data comes from the webhook, which essentially comes from Accelevents.
The action formatter by Zapier will allow you to define what values should populate based on the ticket type names.
1. Select Formatter for Action
Search and choose Formatter in the pop-up.
2. Select Utilities
Select Utilities in the action event choices and click Continue.
3. Choose Lookup Table
Select Lookup Table under Transform
4. Select the Ticket Type
In Lookup Key, click the + button and select the Ticket Type field. In this example, the ticket name is VIP. Make sure you're selecting the new / current ticket type and not the old ticket type.
5. Map the Values in the Lookup Table
In the Lookup Table, type in the ticket name on the left side and the corresponding value on the right. Click + Add value set to add more ticket names and ticket holder field values.
6. Add a Fallback Value
This will be the value in the field if the ticket they exchanged for is none of what is indicated in your lookup table. In this example, we entered NO_MATCH to the Fallback Value. Click Continue.
7. Test the Step
Click Test Step, it should give you an output value. This is the value that you want to populate on the hidden field based on the ticket type of your test record.
Part 3 Action - Update Ticket Information
Part 3 Action - Update Ticket Information
The steps here are exactly the same as the Part 4 Action of Zap 1, but the data comes from the webhook, which essentially comes from Accelevents.
1. Select Accelevents for Action
Click the + Add Step button, 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 Update Ticket Information
Select Update Ticket Information in the action event dropdown. Your Accelevents event should already be connected, just make sure to select it and click Continue at the bottom.
4. Configure the Fields
In this step, you'll need to map the fields that you want to update in Accelevents.
Select Ticket Holder in the first field, and then to identify which attendee will be updated, select the Ticket Id generated from Step 1 in the Ticket ID field.
Next, look for the field you want update (e.g. Admission Type), then select the Output from Step 2 (Utilities in Formatter).
5. Test the Step
Click Continue, then test the step to see if it will update the information in Accelevents. It should give you a success message if it worked. Check in Accelevents if the correct value updated in the field.
6. Publish the Zap
If the test is successful, publish the zap. After publishing, the hidden field will be updated with a value based on the ticket type they select during registration.
