This guide explains how the integration with Zapier works and how to configure a Zap to export from or import registrations to RingCentral Events.
What is Zapier?
Zapier is an online automation tool that connects your favorite apps, such as Gmail, Slack, Mailchimp, RingCentral, and many 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.
For RingCentral Events, Zapier supports the following triggers and actions:
-
Get Event Registrations (trigger): When someone registers for your event, Zapier will collect their registration and user profile data.
- User first name
- User last name
- User email
- User country (based on their IP address; may be inaccurate)
- User website, LinkedIn, Twitter, bio (if added to the user profile)
- Ticket name
- Price
- Charge ID
- Refunded
- Blocked
- Created at
- Updated at
-
Create Redeem (action): Zapier will create redeem data with the ticket code to import the registrations into your RingCentral Events as Magic Link invites.
Note: Zapier does not retroactively import existing registrations.
As a result, you can connect RingCentral Events to various apps via Zapier. Visit the Zapier website for a full list of supported apps.
Exporting registrations
To export registrations from your event on RingCentral Events to a third-party platform (we'll take Google Sheets as an example):
- In your Zapier account, create a new Zap.
- In the Zap Editor, click Trigger and select RingCentral Events as your app.
- Under Trigger event, select Get Event Registrations.
- Under Account, click Sign in and authenticate your RingCentral Events account. Your RingCentral Events credentials will be displayed here when correctly linked. Once ready, click Continue.
Tip: Log in to your RingCentral Events account beforehand to make this step quick and easy.
- Under Event Slug, enter your event slug. Once ready, click Continue.
Tip: You can copy your event slug from your event landing page URL https://events.ringcentral.com/events/EVENT-SLUG-IS-HERE/. To learn more about the event slug, refer to our guide on Changing event URL slug.
- Next, test your trigger. Review the recent records (registrations) and select one of them. Click Continue with selected record.
Important: To complete the test, your event on RingCentral Events should have at least one registration. If you haven't received any registrations yet, make a test one and proceed with testing.
- Now, you will be prompted to configure your Action. Select Google Sheets as your app.
- Under Action event, select Create Spreadsheet Row.
- Under Account, click Sign in and authenticate your Google account. Your Google credentials will be displayed here when correctly linked. Once ready, click Continue.
- Select your drive, spreadsheet, and sheet where the registration information should be added. Map your column headers to the corresponding RingCentral Events data points.
Important: Your sheet should have clearly labeled columns with a descriptive name in the first row. For more rules and recommendations, refer to the Zapier's guide Work with Google Sheets in Zaps.
- Next, test your trigger. Once ready, click Publish to finalize setting up your Zap.
Now, when Attendees register for your event, registrations will be automatically added to your designated Google Sheet.
Importing registrations
To import registrations from a third-party platform (we'll take Eventbrite as an example) into your event on RingCentral Events as Magic Link invites:
- In your Zapier account, create a new Zap.
- In the Zap Editor, click Trigger and select Eventbrite as your app.
- Under Trigger event, select New Attendee Registered.
- Under Account, click Sign in and authenticate your Eventbrite account. Your Eventbrite credentials will be displayed here when correctly linked. Once ready, click Continue.
- Next, select your Organization, event status, and event from which the registrations should be pulled. Once ready, click Continue.
- Next, test your trigger. In case you have multiple ticket types, select a record with the correct ticket type (check record details and look for 'ticket_class_name'). Once ready, click Continue with selected record.
Important: To complete the test, your Eventbrite event should have one test registration for every ticket type. If you haven't created any registrations yet, make a test one and proceed with testing.
- Now, you will be prompted to configure your Action. Select RingCentral Events as your app.
- Under Action event, select Create Redeem.
- Under Account, click Sign in to authenticate your RingCentral Events account. Your RingCentral Events credentials will be displayed here when correctly linked. Once ready, click Continue.
Tip: Log in to your RingCentral Events account beforehand to make this step quick and easy.
- In the persona_code field, enter the RingCentral Events ticket integration code.
Tip: In the RingCentral Events, retrieve the integration code for each ticket by navigating to the Event Dashboard > Registration > 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. - Map first_name, last_name, email, and headline to the corresponding Eventbrite fields. Once ready, click Continue.
Note: Mapping the headline field is optional.
- Next, perform a final test. Once ready, click Publish to finalize setting up your Zap.
- Repeat the process and create a new Zap for each ticket type. For example, if you have 2 tickets on your Eventbrite event, you need to create the same two tickets in RingCentral Events and two separate Zaps, one for each ticket.
As Attendees register for your event via your third-party registration system, registrations will be automatically imported into RingCentral Events as Magic Link invites. 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.