Cvent

Are you using Cvent for registration and/or content management and using Guidebook for your mobile app? With our Cvent integration, you can import attendees from Cvent into your guide’s users list. You can also sync your sessions, speakers, and/or exhibitors to quickly build out your guide.

Information for the Cvent Integration

Before you can initiate the Cvent content sync integration for your guide, you will need the following information from your Cvent account: 

1. Client ID
2. Client Secret
3. Client Region
4. Cvent Event ID

Create a new Application on the Cvent Developer Portal

Navigate to https://developer-portal.cvent.com/applications

Click on the Create application button on the top right-hand side of the page.

Select the scopes that are appropriate for which data you’d like to be imported into Guidebook.

You will need to select the event/events:read scope for your integration to sync with Builder.

• If you would like to import attendees, you will need the event/attendees:read scope
• If you would like to import sessions, you will need the event/sessions:read scope
• If you would like to import speakers, you will need the event/speakers:read scope
• If you would like to import exhibitors, you will need the event/exhibitors:read scope
• If you would like to import preset schedules, you will need the event/session-enrollment:readscope

Go back to the Applications page. You should now have a new application set up.

A Client ID and Client secret have been automatically generated for you. Leave this page open as we will need that info shortly.

Setting Up the Cvent Integration in Guidebook Builder

Now that you have the information needed to link Cvent to Guidebook, let’s log in to Builder and navigate to your guide dashboard. Click on the Integrations card. 

Click the blue “Set Up” button for the Cvent integration. 

Input your Client ID and Client Secret from the application you just created in the Cvent Developer Portal, then select the region that your event will be happening in and click the “Search Cvent” button.

This will fetch a list of events in your account, which you can select from the Event dropdown menu.

After selecting your event, choose whether you would like to sync all available information — sessions, speakers, exhibitors, and attendees — or just a selection. Don't forget to click “Save”!

For each type of imported content, the following fields will be pulled from Cvent: 

• Attendees — ID, first name, last name, email, registration type
• Sessions — ID, title, start time, end time, description, category, location
• Speakers — ID, first & last name, biography, location, profile picture
• Exhibitors — ID, name, description, location, profile logo, banner
• Preset Schedules — attendee ID, session ID

After clicking Save, the integration will take a few minutes to sync. Click the blue “Continue editing while you wait” button. 

You’ll see that the Cvent integration is “Pending” on the integrations page. 

Within a few minutes, refresh your page, and you’ll see that the Cvent integration now shows as “Connected.”

Managing the Integration

Once you’ve successfully set up the Cvent integration, your selected content will sync from your Cvent event to your guide every two hours until the end of the event. In the integrations section, you can check the last time the sync occurred. 

When you click the “Connected” button, you have the option to manually sync information from Cvent. You can also view your configuration or disconnect the integration. 

Why is the Cvent integration useful?

Quite simply, it automates the process of importing users and content into your guide. Your attendees will be uploaded into one of our most robust feature sets, Audience Management, which contains tools that allow you to invite, sort, and manage all of your guide’s users.

Your sessions will be imported into the schedule module. Your speakers will be imported into the speakers module. Your exhibitors will be imported into the exhibitors module.

The integration allows you to use Cvent and Guidebook without duplicating any work. 

FAQs

How much does it cost?

This feature is available for use on all guides at no additional cost.

What does the “Pending” status mean?

This means that your sync is in progress. You’ll typically only see this message for a few minutes after your initial sync. If you still see the “pending” status after 15 minutes, please feel free to send us a note at integrations@guidebook.com.

What specifically will sync from Cvent?

Depending on what you selected when setting up the integration, attendees' email addresses will sync into the Users list of your guide in Audience Management, the schedule will sync into the Schedule feature, the speakers will sync into the Speakers feature, and the exhibitors will sync into the Exhibitors feature.

What happens after attendees are synced to Guidebook? 

Attendees will be added to the Users list within Audience Management with a status of "Created." Invitations can then be sent by clicking "Bulk Invites > Invite users who haven't logged in."