Integrating Zapier with RingCentral Events

The Zapier integration with RingCentral Events allows you to automate the process of importing registrants from external systems (like Eventbrite) into your RingCentral Events. This guide explains how to set up the integration and start syncing registrants.

What is Zapier?

Zapier is an online automation tool that connects your favorite apps, such as Gmail, Slack, Mailchimp, as well as RingCentral and a lot more. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to build the integration. Zapier offers a free plan with limited functionality, while you'll need a paid subscription for advanced features.

How does the integration with Zapier work?

Zapier lets you create “Zaps," automated workflows with a trigger and one or more actions. When you set up and activate a new Zap, it will run its action(s) every time the trigger event occurs.

Zapier can import registrants from external systems (e.g., Eventbrite) into your RingCentral Events as Magic Link invites. You can connect RingCentral Events to thousands of apps via Zapier. Visit the Zapier website for a full list of supported apps.

Setting up Zapier

1. Create and publish an event in your RingCentral Events Dashboard.
2. Create and publish your external registration page (e.g., Eventbrite).
3. Register one test attendee for every ticket type on your external registration page. This is essential for creating your "Zap" in Zapier later on.
   Note: A new Zap needs to be created for each ticket type.
4. In the RingCentral Events, retrieve the integration code for each ticket by navigating to the Event Dashboard > Registrations > Tickets. Hover over the listing and click the Copy icon to copy URL for each ticket.
   
   
   Then, copy and paste the alphanumeric code from the ticket URL (after the "=" sign) as your integration code into Zapier.
   
   
   
5. In a new browser tab, open Zapier and create a new Zap.
   
   
   
6. In the Zap Editor, click 1. Trigger to search and select your third-party registration platform (e.g., Eventbrite).
   
   
   
7. Under Event, select New Attendee Registered and click Continue. Connect your third-party credentials if prompted. The app should appear under Account when linked correctly.
   
   
   
8. Provide specific event details depending on the registration platform. For instance, when using Eventbrite's New Attendee Registered trigger, you'll be prompted for Organization, Event Status, and Event fields. These fields will appear on the right side under Trigger.
   
   
   
9. After clicking Continue, you will be prompted to Test a Trigger. This only takes a few seconds to make sure everything has been connected properly. Troubleshoot any errors, and repeat the test until successful before moving to the next step.
10. Here's where the test registrations from Eventbrite (step 3) come into play. After Zapier loads the Find Data section, scroll down or use your browser's find tool (cmd+f or ctrl+f) and search 'ticket_class_name' to make sure you have loaded the correct ticket type you are working on. After confirming, click Continue.
    
    
    
11. This is step 2 on Zapier, we will now connect your event on RingCentral Events to Zapier. In the Zap Editor select 2. Action, search and select 'RingCentral Events'.
    
    
    
    
12. Under Event, select Create Redeem. When ready, click Continue and confirm your RingCentral Events credentials which will show up under Account when correctly linked. We recommend to login to your RingCentral Events dashboard beforehand to make this step 12 quick and easy. 
    
    
    
13. Navigate to the Event Dashboard > Registrations > Tickets page in your RingCentral Events' dashboard in a new tab to copy the corresponding ticket integration code. This can be found in the ticket's URL as mentioned in Step 4. Enter the code in the Persona_code field under Action at the next step. 
14. Fill in the information under Action as shown in the legacy Customize Create Redeem page below and click Continue.
    
    
    This is what the new Action section looks like, the information to enter is the same as shown in the above animation:
    
    
    
15. Perform a final test in Zapier to troubleshoot and ensure success. Once successful, turn on the Zap.
16. Repeat the process for each ticket type on your external registration system. Create a new Zap for each ticket. For example, if you have 2 tickets on your Eventbrite event, you want to create the same two tickets on your RingCentral event and two separate Zaps, one for each ticket.   

What's next?

As attendees register for your event on your third-party registration system, the registration is automatically imported into RingCentral Events as a Magic Link invite. Go to your Event Dashboard > Registration > Magic Link Invites > Manage invitations to review the list of imported invitees and to manually send your invites.

To learn how to send Magic Link invites and about invitation statuses, refer to our guide on Using Magic Links.

To learn how to customize the Magic Link invitation email, refer to our guide on Customizing automated emails.