Integration with Cvent

Updates

• December, 01, 2021 - Added the Default field “Profile image”. This field is passed from Cvent to Touchcast by default.

• March, 10, 2022 - REST APIs and Participation tracking.

General Information

The Cvent - Touchcast integration allows to:

• pass registrants data from Cvent into Touchcast when the registration for an event is done via Cvent.

• Pass participation data from Touchcast back to Cvent based on the established criteria.

If using webhooks for sending registration data from Cvent to Touchcast is not an option, it is still possible to enable integration and pass the data via APIs (REST APIs; SOAP APIs option will be deprecated starting April 2022 as eventually Cvent will stop supporting it). 

It should not be advised though due to the frequency of data synchronization (see below) and the webhook usage should be the preferred method.

Data Synchronization

The frequency of data syncing from Cvent to Touchcast:

1. Via Webhook - ~5-15 minutes. For example, if an attendee registers on Cvent, they will be able to log in to the Touchcast page in approximately 5 minutes after registration on Cvent.

2. Via APIs - ~ 30 minutes. If the attendee registers on Cvent, they will be able to log in to Touchcast within 30 minutes.

3. Can also manually update to reduce this wait time.

Data sync for participation tracking (from Touchcast to Cvent) happens with a 5-15 minutes delay.

Example of Use Cases

1. Attendees are registered through Cvent Registration and they will need to log in to Touchcast to watch the event/network during the event. All attendees have the same level of access/ agenda.

2. Attendees are registered through Cvent and they will need to log in to Touchcast to watch the event/network during the event. Attendees are grouped by custom access to tracks/sessions, each attendee is assigned only one group (track). 

3. Event Manager wants the Participation Status of attendee on Cvent to be updated automatically when a certain criteria is triggered on the Touchcast page.

Connecting the Events Between Cvent and Touchcast

Using Webhook

On Touchcast:

1. Go to Showtime Settings -> Integrations -> Cvent.

2. Expand the tab and select the checkbox.

3. Choose the environment:

   1. If you have a Cvent Sandbox account and want to test this integration on a mock event, use the Sandbox option.

   2. If you want to plug data from a real Cvent event, choose Production.

4. Cvent API type - select NONE from the dropdown, if you don’t need to use REST APIs for Participation tracking.

5. Cvent event ID - this  is the same thing as eCode and here is how it can be retrieved.

6. Enable Cvent Webhook

On Cvent:

1. Go to My Profile -> Integrations -> Push API Integrations (note that webhook must be enabled for the Cvent account for this).

2. Create integration

   1. Name - create a relevant name, e.g. Touchcast Summit

   2. Type - Webhooks

   3. Default Endpoint - copy the link from the Touchcast webhook endpoint field

   4. Connection type - Token based

   5. Copy authentication token from Touchcast and paste into the authentication token field

3. Synced Objects

   1. Attendees - yes

   2. Sessions - no

   3. Speakers - no

4. Integration points - select and keep the following:

   1. Invitee/Guest Event Registration Cancelled

   2. Invitee/Guest Event Registration Modified

   3. Invitee/Guest Registered for Event

5. Go back to the list of events and select your event.

6. Select Integrations - Push API integrations

7. Add Webhook - select the webhook that was created.

Using REST APIs (Participation Tracking)

REST APIs should be used when the participation status of event attendees on Showtime needs to be automatically passed and updated on Cvent.

This should be done in combination with enabling webhook for receiving registration data from Cvent (see above).

To enable REST APIs, the event planner will need to invite Touchcast developers to the Cvent workspace. Read more about it on Cvent.

Step-by-step instructions.

On Cvent:

1. Make sure REST APIs are enabled for the Cvent account.

2. From Cvent Admin click Integrations -> REST API

3. In the new tab that opens click Manage API access

4. Create Workspace - select the data that you would like your developers to have access to in their applications.

5. Invite Touchcast developers to join the workspace. Contact your Touchcast representative to find out this information.

6. The Touchcast developers will create the application to ensure this integration.

On Touchcast:

1. Select REST in the Cvent API Type dropdown

2. Fill out the Cvent event ID- this  is the same thing as eCode and here is how it can be retrieved

3. Cvent Client ID and Secret - retrieve this information from the Application that Touchcast developers created OR ask Touchcast to provide it.

4. Participation tracking - select the one that fits your use case

   1. On login - the attendee will be considered a participant as soon as they log in to the Touchcast event page.

   2. X minutes after login - the attendee will be considered a participant X minutes after they log in to the Touchcast event page.

      1. Participation Duration, minutes

   3. X minutes of watched videos

      Open

      

      Showtime Integration Settings - Cvent

Once the integration is running, and the criterion set for participation is met, the status of Attendee on Cvent will be automatically changed from “Event Participant - No“ to “Event Participant - Yes“ under Attendees → Attendee List section.

Open

Cvent Attendees tab

Mapping the Fields

Default fields

The following fields are mapped by default. You don’t need to make any manual adjustments for these fields to pass from Cvent into Touchcast: 

However, if some of the fields need to be unmapped, it is possible to do that (all except email and Profile Image URL).

Additional fields 

The following additional fields are available for manual mapping. That is, if you want to pass any of the fields below from Cvent to Touchcast, you will need to create a field on Touchcast and select the Cvent field to map it to from the dropdown. Depending on whether you are using webhook or REST API’s the list of these fields will be different.

Webhook:

• Status  

• RegistrationType  

• RegistrationDate  

• CanceledDate  

• LastModifiedDate  

• ContactId 

• InviteeId  

• SourceId  

• CCEmailAddress  

• WorkPhone 

• EventId  

• EventCode  

• EventTitle  

• GroupLeader  

• Credit  

• InternalNote  

• InvitedBy 

• ConfirmationNumber 

• RegistrationTypeCode 

• ReferenceId  

• QuestionId  

• QuestionCode  

• Answer  

• GuestDetail  

• GuestId 

• MiddleName  

• Phone  

• EmailAddress 

• OrderDetail  

• OrderDetailItemId  

• OrderDetailId  

• OrderNumber  

• ProductName  

• Quantity  

• Amount  

• AmountPaid  

• AmountDue 

• Participant  

• WorkAddress1  

• WorkAddress2 

• WorkAddress3  

• WorkCity 

• WorkState  

• WorkStateCode  

• WorkPostalCode  

• WorkCountry 

• Gender  

Rest APIs:

• RegistrationType

• RegistrationDate

• LastModifiedDate

• ContactId

• FirstName

• LastName

• Company

• Title

• CCEmailAddress

• WorkPhone

• SourceId

• EventId

• GroupLeader

• InvitedBy

• ConfirmationNumber

• RegistrationTypeCode

• ReferenceId

• QuestionId

• MiddleName

• Phone

• EmailAddress

• ConfirmationNumber

To create the additional field on Touchcast, go to Users -> Registration fields -> Add a field:

1. Create a field label

2. Define the field type - you will use Textbox in the majority of cases

3. Skip Field Placeholder and Mandatory checkbox

4. Display on Profile - check this box if you are enabling user profiles for the event and want this field to be displayed on the user profile on Touchcast. If not checked, the field will still come through and be populated in the CMS

5. Cvent property - choose the desired field from the dropdown

6. Skip the Choose step field

7. Save

Custom fields

Custom fields can be used for the Cvent Registration. They do not appear in the Cvent property dropdown from the section above unless manually added.

If there is a need to use a custom field, use the following instructions:

1. Create the field on Cvent. Copy the field name exactly as it is.

2. Go to the Integrations tab.

3. Under Cvent custom fields add the new field and paste the copied name  exactly as they appear on Cvent.

4. Go to the Registration fields.

5. Add a field.

6. Complete steps from the Additional fields section - your newly added custom fields will appear in the dropdown at the very bottom of the list.

Managing Custom Access

If custom access to the event content can be managed through Registration Types on Cvent, it’s possible to connect each registration type to one custom access group on Touchcast.

For example, if all attendees are tied to one of the tracks: either EMEA or Atlantic, this can be managed via Registration types.

In order for this to work, Registration types must be set up on Cvent first. To complete the setup on Touchcast:

1. Go to the Integrations tab

2. Under Cvent Registration Types add the new fields and paste the Registration Type names exactly as they appear on Cvent.

3. Go to User Management -> Groups.

4. Create a group.

5. Map the group to the Registration type from the dropdown.

When registration types are mapped to custom access groups, it is applied to both Agenda Groups and  Resources Groups. Implemented with v2.2

Integration in Action

Once the integration is set up, the new registrants data will start coming through into the Allowlist Emails tab on Touchcast:

In order to import all the existing registrations into Touchcast (in case they happened prior to setting up the integration) there is an option on Cvent to manually push out all registrations that should be used.

If the attendee cancels their registration on Cvent, their status on Touchcast will be changed to Pending and they will lose access to the event page.

Out of Scope/Next Versions

• Integrations on the sessions or speakers level.