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Building an Integration with the Accelevents Zapier App
Building an Integration with the Accelevents Zapier App

Importing and Exporting contacts with the Zapier integration

Whitney Harriss avatar
Written by Whitney Harriss
Updated over a week ago

Connect Accelevents to Other Apps Using Zapier

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.


EXPORT ATTENDEES FROM ACCELEVENTS

If your goal is to add attendees registered in Accelevents to another application (e.g., Google Sheet), you will choose Accelevents as the app that triggers the action and Google Sheet as the app for the action. When setting your trigger, specify which event and what information you want to export. In action, you will specify the sheet and wherein the sheet that information will show.

Part 1: Trigger

1. Access the Latest Accelevents App and Log In

You can start by clicking on this link, which will allow you to use the most up-to-date version of our app, Accelevents. Sign up or log in to your Zapier account.

If you're already logged in, click Connect Accelevents to 5000+ apps.

On the next page, you'll see your Zap setup page, wherein the app selected is Accelevents.


2. Select the Trigger

In the Event dropdown, choose between the 3 available triggers:

  • New Ticket Purchase Trigger - This trigger is activated once one of your ticket types is sold or, in the case of a free event, chosen during the registration process.

  • Update Ticket Info - This triggers when an update is done to the existing purchase.

  • 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.

For this tutorial, we'll learn how to configure the New Ticket Purchase Trigger, but setting up different triggers will be very similar: Once you've selected a trigger, click Continue.

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.

  • You should see the event connected to your zap. Click Continue.

4. Test the Trigger

Click Test Trigger so Zapier can check for a successful connection between the two platforms.

Select a transaction to test. Then click Continue with selected record. If the test is successful, it will move on to the next step.

Part 2: Action

In this next part, you will choose the other platform or application you want to integrate and map the fields you want to include in the export. Search for the app that will receive and store the information sent by Accelevents through the trigger you set up earlier. Many choices exist, such as Google Sheets, Slack, HubSpot, Mailchimp, etc. We have cited examples below showing each step in setting up the action. Click the arrows to expand.

Google Sheets

If you want all attendees to appear in a Google Sheet, follow the steps below for your Zap.

1. Search for the Application

Select Google Sheets from the pop-up.

2. Select an Event

In the list of events and actions, choose between these 2 if you want to create rows in Google Sheet, then click Continue:

  • Create Multiple Spreadsheet Rows if you want each line item in an order to have its own row in the sheet. (this is recommended)

  • Create Spreadsheet Row if you want all order line items to appear in 1 row separated by a comma.

3. Connect Your Account to Zapier

If you've previously used Google Sheets for your Zaps, you can select the account from the dropdown or click + Connect a new account. Once selected, click Continue.

4. Choose the Spreadsheet

Choose your Google Sheet file under Spreadsheet, then choose which tab in that spreadsheet you want to use in Worksheet. Ensure you have the proper headings in the sheet, as those will populate in your action settings.

5. Map the fields

After selecting your sheet, scroll down to see the fields you can map. In this example, the sheet has these column headings:

In the action settings, all those headings also appeared. The next step is to choose what information will be placed under each column. Search for the Accelevents fields from the dropdown for each item on your sheet.

Click Continue after mapping all the information.

6. Test the Zap

Click Test Step to see if the Zap works. The example below shows 2 tickets and 2 add-ons in 1 order. All items are exported to Google Sheets, 1 item per row.

7. Publish the Zap

If the test was successful, you can activate the Zap by clicking Publish. Any new registrations will be added to your Google Sheet after publishing.

Slack

If you want to receive Slack alerts for new registrations, follow the steps below for your Zap.

1. Search for the Application

Select Slack from the pop-up.

2. Select an Event

Each app will have its own list of events and actions, depending on its function. In the example below, we want a message sent to a private channel in Slack when someone registers for the event. Select the action, and click Continue.

3. Connect Your Account to Zapier

Sign in to Slack to authorize Zapier to send information to it, then click Continue.

4. Choose the Channel

Choose the Slack channel where you want the message to appear, then choose the content of the message. When you're done, click Continue at the bottom.

In the example below, we include the following:

  • Channel - chose "pinoys" Slack channel. This is where the message will be posted.

  • Message Text - chose the attendee's first name, last name, and email address to show in the message and added "has just registered for the event"

  • Bot Name - entered "New Registrations" as the name or label that would appear when the message is posted.

  • Bot Icon - added an image URL of the Accelevents logo to appear next to the bot name when the message is posted.

5. Test the Zap

Click Test step to see if your zap works.

In this example, our Zap worked with Slack and got a new message sent through the private channel. It included the bot image we added, the attendee name, email, and the custom message.

6. Turn on the Zap

If the test was successful, you can activate the Zap by clicking Publish. You will be alerted in Slack whenever there is a new registration.


Looping by Zapier to Export All Attendees in an Order

In some cases, depending on the application you integrate, only 1 line item is exported instead of all the registrations in the order. You may need to add Looping by Zapier as an action in your Zap workflow.

Steps on How to Add Looping by Zapier

After creating your Accelevents trigger (steps 1 to 4 from Trigger), click the + button to add an action.

1. Search and select Looping By Zapier from the pop-up.

2. Choose Create Loop from Line Items for the Event, then click Continue.

3. Under Line items, label each value you want to loop, then select the applicable data for each field.

4. Add your intended value to the rest of the fields, then click Continue.

5. Click Test step to test your loop.

6. Under preview_loop_values, information on multiple ticket holders will appear. Click Publish.

7. Click the + button to add a next step. In this step, we'll choose where to export the information. For this example, we choose Google Sheets

Note: Showing line items in Google Sheets works without looping; this is only an example of setting it up if it does not work with the application you're integrating.

8. After selecting Google Sheets, the Event is to Create Multiple Spreadsheet Rows. Make sure to have a Google Sheet file with headers matching the label for each loop value in Step 3.

9. Sign in to Google Sheets, then select Drive with the file to export attendees, select the spreadsheet, and select the worksheet.

10. Select the appropriate value for each row. Select the value with Preview Loop Values at the beginning, then select Continue.

11. Test the step. The information on the ticket holders will appear on your spreadsheet.

12. Publish your zap and ensure it's been turned on. After publishing all registrations should be exported to Google Sheets.


IMPORT ATTENDEES TO ACCELEVENTS

If you want a list of contacts (e.g., in Google Sheets) to have tickets for the event in Accelevents automatically, you will choose Google Sheets as the app that triggers the action and Accelevents as the app for the action. When setting your trigger, specify which sheet the information will come from. In action, you will specify which event they will be registered, the ticket type they should get and information will be imported to Accelevents.

Part 1: Trigger

In this part, you will choose the platform or application from which the data will originate. If your data is stored in a CRM like MailChimp, HubSpot, or a Google Sheet or Form, look for that application. We have cited examples below showing each step in setting up the trigger. Click the arrows to expand.

Google Sheets

1. Choose the App

Create a new Zap, click Trigger, then search and select Google Sheets from the pop-up.

2. Select the Trigger

Choose New Spreadsheet Row under Event, then click Continue. This means that whenever new data is added to a row in your sheet, it will be carried over to Accelevents.

3. Connect Your Account to Zapier

If you've previously used Google Sheets for your Zaps, you can select the account from the dropdown or click + Connect a new account. Once selected, click Continue.

4. Choose the Spreadsheet

Choose your Google Sheet file under Spreadsheet, then choose which tab in that spreadsheet you want to use in Worksheet, then click Continue. Ensure you have the proper headings in the sheet, as those will populate in your action settings, and add a sample data to be imported.

5. Test the Trigger

Click Test Trigger so Zapier can check for a successful connection between the two platforms.

Select a transaction to test. Then click Continue with selected record. If the test is successful, it will move on to the next step, creating an Action. Click here to see the steps for creating an Action.

Google Form

If you want registrants through a Google Form to automatically get Accelevents tickets, follow the steps below on how to set up the trigger for a Google Form.

1. Choose the App

Create a new Zap, click Trigger, then search and select Google Forms from the pop-up.

2. Select the Trigger

Select New Form Response from the Event dropdown, then click Continue. Each time a response is submitted, Zapier will relay the information to Accelevents to give a ticket to the person who submitted the form.

3. Connect Your Account to Zapier

If you've previously used Google Forms for your Zaps, you can select the account from the dropdown or click + Connect a new account. Once selected, click Continue.

4. Choose the Form

Choose your Google Form file under Form, then click Continue.

5. Test the Trigger

Click Test Trigger so Zapier can check for a successful connection between the two platforms.

Select a transaction to test. Then click Continue with selected record. If the test is successful, it will move on to the next step, creating an Action. Click here to see the steps for creating an Action.

Part 2: Action

1. Choose Accelevents App as the Action

Search for the latest Accelevents app. If there is no indication of whether it's the latest one, just pick any, and then it will give you the option to use the updated version after selecting it.

2. Select the Event

Choose Import Ticket Holder/Buyer as Action Event, then click Continue.

3. Connect Your Accelevents Event to Zapier

Click Choose. If you've previously connected events, you should see them in the dropdown. Select the event or click + Connect a new account to connect a new event. If this is your first time, 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.

  • You should see the event connected to your zap. Click Continue.

4. Select the Ticket Type and Information to Import

In the Action menu, assign the ticket type that attendees will receive. This menu will also populate all the order form fields available for mapping. Note that custom fields are not available for mapping. Click on each field and select which data to import to that specific field.

5. Test the Zap

Click Test step to see if your zap works.

Check your event if an order was created for the test.

6. Turn on the Zap

If the test was successful, you could now activate the Zap. Click Publish. Any new data from the other app (e.g., Google Sheets) will be added to Accelevents as a new order.

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