Integrating Cvent with RingCentral Events

This guide explains how to install and map the Cvent app on your Organization account and configure your Cvent account.

What is Cvent?

Cvent provides software to planners for event management, marketing and attendee engagement. To learn more about Cvent plans and products, refer to their website. 

How does the integration work?

Currently, our integration with Cvent supports:

1. Importing registrations from your Cvent events: When someone registers to your event on Cvent, we import these registrations into RingCentral as Magic Link invitations.
2. Pushing Magic Links from RingCentral to Cvent: If you wish to send your emails from Cvent, you can specify the field on your registration object that should receive RingCentral's magic link.
3. Automatically export the attendee's status from RingCentral Events to Cvent when participants join the event on RingCentral.

The integration syncs every ten minutes. This is required due to API rate limiting on Cvent's side. We are currently syncing First Name, Last Name, Email between the platforms. 

Requirements for Cvent integration

To set-up the integration with Cvent, you will need:

• Your event account ID

• A Cvent API user configured on your account:

  • The username for that user
  • The password for that user
  Note: Make sure you are using the API User and not the Cvent web user. You can work with your Cvent representative to enable your API access. You can find more details here.

You can check this Cvent article on creating Internal Information, as you can create them for a single event or as default (for all events).

Installing & mapping Cvent

To install the Cvent app on your Organization account: 

1. In your Organization Dashboard, go to the Apps tab.
2. Click Discover More on App Store.
   
   
   
3. In the App store, you can find Cvent under the CRM integrations category.
   
4. On the Cvent page, click Install app.
   ✔ You will be prompted to confirm your choice. Click Install to continue.
   
   
   
5. In the new window, click New authentication.
   
   
   
6.  Enter your Cvent credentials:
   • Your environment (production or sandbox account)
   • Cvent Account ID
   • Cvent API user username
   • Cvent API user password
     
7. Click Add, then Next.
   Note: Make sure you are using the Cvent API user. Using the web user will pass the authentication step, but the workflow will not work correctly after being set up.
8. [Optional] To push Magic Links from RingCentral Events to Cvent, enter the corresponding Cvent field.

   Note: In order to configure a field for Magic Links in Cvent, you will need a Question to be set up under Website & Registration > Internal Information. Add a Single Line Answer and set the Question Code to something you'd like (e.g. ringcentral-magic-link). It is this code that RingCentral will use in order to update the Magic Link for the user.

   You can set up a question at the Organization level as well in Cvent (which will be applied to all events in Cvent), by navigating to Admin > Events > Invitee Management > Internal Information and adding a Single Line Question as above (it will need to have a unique question code, for example, default-ringcentral-magic-link).

   Warning: This must be the exact Question Code value (with no spaces on the end); we are not able to validate that these field names are correct while configuring the integration.
   
   
   
9. [Optional ]To automatically export attendee status from RingCentral Events to Cvent, enable the Export Attendee Status checkbox.

   Note: We are using the cventapi.CheckIn method, which results in the "Event Participant" field in Cvent (under Invitee Management > Invitees and registrants) to be changed to "Yes". In order to map with the correct event in Cvent, we use the RingCentral TicketID (called "Admission Item" in Cvent) mapping (configuration details below).

   The attendee status is automatically updated when a participant joins the event. This currently only works for participants who were imported into RingCentral from Cvent (if a participant enters an event, but they aren't already a Cvent participant their status would not be updated).

   
   
   
10. Click Finish and you're now ready to start using the Cvent integration!

Setting up your events in Cvent

To map your Cvent registrations to the right tickets in RingCentral Events, you will need to follow these steps:

1. 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.
   
   
   
2. In Cvent, go to Event details > Admission Items. Edit the Admission item for your event.
   
   
   
3. Change the Name field to correspond with your RingCentral events ticket name. Enter the Ticket integration code in the Code field, then click Save.
   
   
   
4. Any new registration created for that Cvent admission item will automatically be added to RingCentral as a magic link invitee.
   Note: The automatic import happens every hour, so new registrations might be delayed by up to an hour. Similarly, it might take up to an hour before your registrations appear in your RingCentral account after enabling the integration.
5. In RingCentral Events, go to Event Dashboard > Registrations > Magic Link Invites > Manage Invitations. Your registered users will be listed here.