Eventcore Integration Overview

When attendees register for your Event Cloud event using the Eventcore registration system, Event Cloud needs to set up a profile sync to pull the registered users from Eventcore into the Event Cloud system. This article shows examples of how information that you collect during registration flows into Event Cloud and is used during your event (for example, by populating attendee profiles or by creating filters that attendees use when searching the Community).

Best Practice: As you plan your event registration, consider the ways you’d like attendees to use Attendee information in Event Cloud, from session permissions to filters available within the Attendee Community. Identifying these upfront will help you determine what information to collect during registration.

 

Using the Eventcore API

Before beginning the Eventcore integration process, you’ll need to verify that Eventcore will be using their REST API service to provide the attendee data to Event Cloud. If for any reason, this is not the preferred method, please ensure both Eventcore and Event Cloud agree on the API to be used.


Please note which authentication methods are selected for users to register with. The most common are creating a Username and Password and LinkedIn. There may be cost implications for more than one authentication method. This will be the same method that attendees use to access Event Cloud.

Redirect URLS

Before Eventcore can provide API details to Event Cloud, they need the following Redirect URI’s from the event administrator

  • (If applicable) Local Host:
  • (If applicable) UAT:
  • Prod:
  • (If applicable) Password Reset URL:

Please provide this information to your Event Cloud Integration Manager.

 

Eventcore Registration types vs. Event Cloud User Roles and Custom Roles

Event Cloud has a list of standard User Roles that determine access within the Event Cloud platform: Admin, Speaker, Expo, Staffing Lead, Staffer, Track Owner, and Session Owner. All users in Event Cloud must have at least one User Role but can have multiple, such as Speaker and Attendee or Admin and Track Owner.

Event Cloud uses Custom Roles to determine session and meeting permissions. These are added for each event and are unique. Users can have multiple custom roles as well. If you will be restricting sessions to specific users, then you will use custom roles for those specific permission groups. For setting up meetings that specific users can schedule or attend, you will use custom roles to set those meeting permissions.

Eventcore Registration types come over to Event Cloud with the user profile. Based on your unique requirements, this will determine which User Roles and Custom Roles each registrant gets. This means that it’s not always a 1 to 1 relationship. For example:

  • An employee registration type could receive an Attendee User Role and an Employee Custom Role, so that they have access to the Attendee module in Event Cloud and access to sessions only scheduled for Employees.
  • Another common registration type is Speaker, and this type will typically send the user to Event Cloud with two user roles: Attendee and Speaker. Speakers may not need any custom roles.

It is important to think about this as you determine your registrant types in Eventcore.

 

Standard Fields

Below are some examples of standard Eventcore registration pages and their corresponding Event Cloud profile fields. Your event registration might look something like this:

regpage_sampleSTANDARD.jpg

For reference, here’s a list of the standard fields in Eventcore (in addition to these, you can collect additional information during registration by collaborating with Eventcore on your event registration pages).

Eventcore Standard Registration fields:

  • OID (Unique Attendee ID)
  • RegistrantID
  • UniqueID
  • RegistrantStatusUserType
  • FirstName
  • LastName
  • Title
  • Company
  • BusinessEmail
  • LoginMethod
  • LoginEmail
  • CheckedIn
  • DateAccountCancelled
  • DateAccountCreated
  • FirstCheckedIn
  • LastCheckedIn

Those fields are then pulled into Event Cloud via an API between Event Cloud and Eventcore. Here’s an example of Event Cloud’s standard fields displayed in Admin > Users > Profile Fields in Event Cloud:

standardfields_sample1.jpg

Note that the fields in Event Cloud have names that may be different from the names Eventcore uses, so one of the most important tasks during the Integration process is completing a Profile Sync Mapping spreadsheet where you’ll specify which fields names in Eventcore map to which standard fields in Event Cloud.

 

Custom Fields

Custom fields in Event Cloud are any additional fields you choose to add other than the standard ones that are always available pictured above. For example, you might choose to ask during registration if a registrant requires any additional accommodations:

regpage_sample_ADDL_ACCOMjpg.jpg

That Eventcore field would then be mapped to a custom field that you created in Event Cloud:

hubb_fields_hearing_assist.jpg

 

Why registration fields matter to your Attendee Experience

The data you collect during registration has a direct bearing on the attendee experience within Event Cloud. By collecting information during registration that is useful during the event, your attendees will have a seamless process of logging into Event Cloud and seeing their individual User profiles already populated with all the information you determined during the integration process. Here’s an example of an attendee profile in Event Cloud’s Community:

updatedprofile.JPG

You can allow attendees to filter on any of the profile fields with a Radio List or Dropdown, which allows attendees to find and meet with others who share their interests or location. Here’s an example of filtering options in the Community. Note that the filters you see listed here come directly from fields in Event Cloud that you marked as filters in Admin > Users > Profile Fields:

example_filters.jpg

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