Accelevents has an official app published in Zapier for integrating with other platforms. The steps below will show you how to first connect your Accelevents account to Zapier and then how you can build your integration between your event and the other apps available in Zapier.
Exporting Attendees via the Zapier Integration
1. You can start by clicking on this link, which will bring you to the first step of setting up a new Zap with the Accelevents app already selected. Otherwise, you can log in to your Zapier account, then click on "Make a Zap", which will bring you to the screen below. Select the option called Accelevents BETA:
2. Now we will need to choose between the 2 available triggers:
- New Ticket Purchase Trigger: This trigger is activated once one of your ticket types is sold or, in case of a free event, chosen during the registration process.
- User Check In: This trigger is activated when a registered attendee enters the Virtual Event Hub in a virtual event or checks in at an in-person event.
Triggers are events that will indicate to our platform that it's time to send the requested data. For the purpose of this tutorial, we'll learn how to configure the New Ticket Purchase Trigger, but the process for setting up different triggers will be very similar:
3. If you've not yet connected Zapier with Accelevents, the next step should require you to enter an API Key, which you can find by accessing the Accelevents Admin Console > Settings > Integrations. Enable the Zapier Integration toggle, then copy the entire key from the field indicated by the red arrow:
4. Paste the API Key in the indicated field then press "Yes, Continue":
5. Then, click the button "Test trigger" so Zapier can check for a successful connection between the two platforms:
6. After the test is finished and a successful connection is established, you'll be able to see the information that was pulled by Zapier. The screen should be similar to the one below, which will show some placeholder data. Click "Continue" to advance to the next step:
7. Now, we will choose the app that will receive and store the information that will be sent by Accelevents through the activation of the trigger we chose earlier. We'll choose Slack, but feel free to try it out with different apps as well:
8. Each app will have its own list of events and actions, depending on what it does. In Slack, what we want to do now is configure it to send a message to a specific channel in Slack when receiving information from a new ticket purchase/registration. The channel of choice is called "zapiertest". We'll choose the option Send Channel Message and continue to the next step:
9. You'll be requested to log in to Slack in order to authorize Zapier to send information to it. This is a standard procedure that will happen for every app that you try integrating in Zapier. Once this is finished, continue to the next step:
10. This step is where the integration starts taking shape. There are several fields to fill in, and they will vary depending on the app you choose, but the one we want to focus on is called "Manage Text". This is where we'll build the message that will be sent into Slack whenever this trigger is activated. Check the video below for an overview of the available options:
11. After setting up how the trigger should respond when activated, we'll finally test it out and see if the same message that was configured on the previous step is sent to the selected Slack channel:
12. Now, we can check the "zapiertest" channel in Slack for the test trigger we just did. If everything has been configured properly, it should mirror the exact message we built, with different values to the dynamic fields like First Name, Last Name, Email, etc. For this example, we've only used First and Last Names:
13. If the test was successful, you'll now be able to activate the Zap and the integration will be live. This means from that point on, your app or platform will start to receive information from Accelevents, which will be organized by Zapier according to the settings of your choice. You are able to customize the Zap as much as you want, so make sure to try different formats until you are satisfied with how the information is delivered to you.
It's always a good idea to learn more about Zapier's formatting specifications so you can find the necessary tools for building your own customizable message, email or any other action you wish. You can find more about it through this link.
Importing Attendees via the Zapier Integration
1. The first step consists of choosing the app that will be used to handle your event's registration process. In this example we will use a simple form built in Google Forms and we will select "New Response in Spreadsheet" as the Trigger Event. That means each time a response is submitted, Zapier will relay the submitted information to the app of our choice. Once you select one of the trigger event options, press "Continue" to proceed:
2. The next step will require you to enter your Google Forms (or any other app of your choice) credentials. Once this is done, press "Continue" to proceed to the next step, where you'll be required to test the connection between Google Forms and your Zapier account. After testing, continue to the next step to connect the new Accelevents app:
3. Registering attendees by sending the registration information from an external platform can be done through our new Zapier app which is undergoing testing and can be accessed exclusively by invitation, for now. To proceed, enable the new app in your Zapier account by accessing the invitation link.
4. Once this is done, you'll be able to find the correct app by searching for Accelevents in the list of available apps. Make sure to choose the app called "Accelevents (1.2.0)". It will be tagged as "invite only".
5. After signing in and choosing the event that you will import the registration entries into, you will be shown a list with all of your event's Registration Form fields. In this step you'll be able to click on each field and select which of the fields available on the Google Form sheet (which we have previously selected) will match with the fields of your event's Registration Form.
6. Once the last step has been finished, we'll be required to test it in order to continue. Scroll to the bottom of the page and click on "Test & Continue":
7. You'll be able to verify if the integration was set up correctly by accessing your event's Dashboard page, then going to Attendees > Orders. There, a new registry will be visible and will contain the same information as the example contained in the spreadsheet.