Integrating Deem with Your Flex Event

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With the Deem Travel Integration, you can prompt attendees to book flights in Deem after they register. Once bookings have been made, Deem Travel will keep attendees up-to-date on their flight details, and allow them to perform key actions such as checking in to their flight, finding and comparing hotels, and communicating with their travel agent. Follow these steps to set up the integration in Deem, then follow these steps to configure your settings in Cvent.
 
NOTE: This is an additional feature. Contact your Account Manager for more information.

Setting Up the Integration in Deem

1 Add your groups. Open console.deem.com in your browser and log into the Deem Administration console.

Next, add two groups in Deem. These groups will be used to categorize the attendees who are directed to Deem from Cvent. One group is for attendees who have a Deem profile, and the other is for those who do not.

For Group Use, select Service Rules.

In the Group Parameters section, select "User," "Dynamic Group Name," and "Equals" for the three dropdowns, respectively.

Enter the dynamic group name in the last textbox. This is the group name you will enter while setting up the integration in Cvent. Make sure to enter a short name that does not contain special characters.

Click Save.

Repeat these steps to add your second group.

2 Add a rule to your groups. After adding the two groups, you must add a Travel rule to each one. Depending on your account's settings, you can use the rule to set up alternate airports, hotel per diems, and more.

To add a Travel rule, click Rules, then Service Rules.

Under the Travel column, click Add for one of the new groups.

Check the box next to "Activate Rule." Then check the box next to "Enable Travel with the following options and selected providers," and finish setting up the rule with your desired settings.

Deem Travel Rules

Click Save.

Repeat these steps to add a Travel rule for your second group.

3 Apply your changes. After adding the groups and rules, you must apply your changes to make them permanent. To do so, click the link in the top-right corner, (#) changes not applied.

Apply Changes

Review the changes, then click Commit.

You will see a message confirming the changes. You can now integrate Deem with your Cvent event.



Setting Up the Integration in Cvent

1 Add the feature to your account, if necessary. Before you can set up the Deem Travel Integration in an event, the integration must first be enabled for your Cvent account. To do so, contact your Account Manager. Once the integration has been enabled, you can activate it for any of your events moving forward.

2 Add Travel for your event. After the integration has been enabled for your Cvent account, log in and select your event.

From the left-hand navigation, click General, then Event Features.

In the Features section, click + Add next to Travel.

 
Add Travel Feature

3 Configure your basic settings. After enabling Travel, you'll configure your integration settings. From the left-hand navigation, click Travel, then Air Travel.

The Air Request Setup tab opens by default. Click the tab to the right, Deem Travel Setup, then Edit.

In the Default Airport field, enter the default airport that should be used to search for flights and select its name from the dropdown that appears. Then select whether or not to allow alternate destination airports.

Fill out the Earliest and Latest Departure Dates and Times for the outbound and return flights.

 
Deem Basic Settings

4 Configure your field mappings. Next you'll customize your field mappings, which allow you to select the fields from Cvent that will be transferred to Deem for invitees who do not have a Deem profile. 

In the Field Mappings section, the following columns will be displayed:
  • Deem Field - The name of each Deem field.
  • Field Action - Indicates whether dynamic or static information will be passed to Deem. With the "Map to" option, you can select a Cvent contact field or custom contact field to map to the corresponding Deem field. The information that is transferred will be different based on the invitee. With the "Value" option, you can enter a specific value to map to the corresponding Deem field. The information that is transferred will be the same for all invitees.
  • Value - The Cvent field or static value that is mapped to the corresponding Deem field.

For each Deem field, select "Map to" or "Value" from the Field Action dropdown. In the Value column, select the Cvent field you want to map to the corresponding field in Deem, or enter the value that should apply to everyone.
 
Field Mappings

When you're done, click Save.

5 Access the post registration pages. From the left-hand navigation, click Registration, then Registration Process.

Select a registration path from the dropdown, if applicable. In the Post Registration section, click Customize to the right of the page you want to add the Deem Flight Booking widget to.

6 Add the Deem Flight Booking widget. To the right of the canvas, click Build.

From the Registration Information section, drag and drop the Deem Flight Booking widget onto the canvas.

User-added image

Additional settings will appear to the right. Adjust the Header, Instructional Text, and "Go to Deem" Button Text, if desired.

In the Deem Setup section, establish if the widget will appear to all attendees, or if it will be hidden from attendees with air actuals.

Then select which policy should be used for regular and guest group members. A regular group member is an invitee with a profile already established in Deem. A guest group member is an invitee without a profile in Deem. Your options include:
  • Send a blank value - The rules of how an attendee can book travel will be handled by Deem.
  • Select an existing policy - Choose from a dropdown list of predefined dynamic groups already created in Deem.
  • Create a new policy - Manually enter the name of the desired dynamic group in the "New policy name" textbox. The dynamic group must be created in Deem and the policy name must match the Dynamic Group Name entered in Deem for it to work.
Deem Flight Booking Widget Settings

When you're done, click Save to preserve a draft and Publish to make your changes visible to attendees.

Repeat these steps for each registration path you want to add the Deem Flight Booking widget to.

7 Understand the attendee experience. Attendees cannot book flights until they finish registering. Upon navigating to Deem from the post registration page, attendees will either enter their login details or create a Deem profile. 

Once logged in, they can search for flights and select the ones they want to book. Attendees can then review the estimated cost of their flights and submit their payment to complete the booking.

 

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