Integrating Cvent with CrowdCompass

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Integrating Cvent with CrowdCompass can save you a lot of time. But if you don't keep the following guidelines in mind when setting up the integration, you could end up with bad data, and the angry bosses, extra glasses of wine, and tears that come with it.
NOTE: For full instructions on enabling the integration, consult the guide

1 Know what will and will not sync. The only Cvent objects that can be pushed into CrowdCompass are:
NOTE: Are you collecting guest information or using Source ID to identify registrants in Cvent? Ensure email is required for all guests and registrants, since attendee data will not be transferred without an email address.

2 Ensure travel is enabled, if necessary. Flight or hotel information entered in Cvent can automatically sync to your app, if you’ve turned on the Hotel Request Form and Air Actual Request Form. This data will only appear to relevant attendees in the My Travel section within the side nav of your app. It is also read only. Updates to flight or hotel information need to be made in Cvent.
  
3 Let us know as soon as possible. The earlier we know if you will need to turn on the integration, the better. Because the integration works best with a very straightforward Cvent build, learning about a need for an integration after you've implemented a custom workaround in Cvent will make everything trickier.

4 Keep workarounds to a minimum. Because the CrowdCompass fields that Cvent maps to are fixed, custom workarounds may negatively impact the integration. For example, if you're using registration questions for sessions in Cvent, that data will not be pulled into CrowdCompass.

5 Build your event in Cvent. Add registrants, sessions, groups (registration types or admission items in Cvent), and anything you want to sync in Cvent before integrating with CrowdCompass. Some people make the mistake of adding some content in Cvent and some in CrowdCompass. The integration works best if everything is first loaded in Cvent. That way it can all be managed in the same location.

6 Choose your synced content wisely. For personalized agendas to sync to the app, both attendees and sessions must be pushed to CrowdCompass. You cannot have schedules without attendee records


7 Determine if you need enrollment rules synced. If you’ve set up your sessions to include capacities or only appear to certain attendees in Cvent, consider having those same rules apply to your app. Otherwise, attendees will be able to view the full event agenda in the app, even if you've limited their visibility in registration, as well as add sessions to their in-app agenda without registering for those sessions in Cvent. 

With Session Enrollment enabled, attendees can register for sessions through the app while taking your requirements into account. Though it’s important to know there are some caveats. Attendees are unable to add themselves to a waitlist, go through the registration approval process, or pay for a session through the app (they’ll instead be prompted to sign up and pay online). You'll have the option to enable this feature when activating the integration in Event Management.

8 Consider your attendee profile settings. If you are syncing attendees from Cvent, you can give them the option to choose whether they'll display on the in-app attendee list or not during registration. Their selection will sync over with their profile depending on your integration settings. Follow these steps to configure your attendee list.


9 Double-check your sessions. Although Cvent allows for Sessions to be created even when they are missing an end date and time, CrowdCompass does not. In order to make sure your sessions are pulled over properly, ensure that each of your sessions have this vital info. Avoid using data tags in the titles and descriptions as well. These are not supported in CrowdCompass. That means all attendees will see is the name of the data tag. Also, keep in mind, that session categories will not sync over. 

10 Double-check your speakers and attendees. Make sure your profile images are 300x300 pixels. Other sizes may sync, but these dimensions look the best. If using social media URLs, these need to be 255 characters or less as well as a complete link (such as http://twitter.com/CrowdCompass). Handles (@CrowdCompass) and hashtags (#CrowdCompassRocks!) in this field will result in the speaker or attendee not being carried over to CrowdCompass.

11 Remove copied attendee groups, if necessary. If you copied a past CrowdCompass event to create your new event, previous attendee groups will have copied over too. If you are syncing registration types or admission items from Cvent, make sure that you delete the old attendee groups from your new event before activating the integration. To do so, select your new event in the EventCenter. From the Attendees section of the Event Checklist, click Groups. Then click the trashcan icon beside a previous group and OK.

12 Make updates in Cvent. Once the integration is on, all updates to synced content should be made in Cvent. Any changes made to synced content in the EventCenter will be overwritten the next time the integration runs.
 
NOTE: Data not syncing? Refer to this article in the Cvent Community. Need to change what's syncing or turn off the integration entirely? Follow these instructions.  

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