Setting up Airtable on RingCentral

  • Updated

 

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What are the capabilities of the RingCentral<>Airtable integration?

  • Export registrations from RingCentral → Airtable
  • Export attendee status (would update the registrations with “Attended” status)
Note: Custom registration form questions are not exported to Airtable.

Which plans are the Ringcentral<>Airtable integration currently available on?

The Airtable Integration is available on all RingCentral plans.

Setting up Airtable

To get started, you will need to connect your Airtable app to your RingCentral Organization. You can access the app store by going to your Organization Dashboard and heading to the Apps tab. Then click on Discover More on App Store. 

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1. Click Install app to add the Airtable app to your Organization:

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2. Click Install at the next prompt:

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3. Click New authentication:

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4. At the next prompt name the authentication (we suggest using your organization's name) and enter your PTA (Personal Access Token) in the API key field; then click Create:

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Note: As of August 1st 2023 Airtable has deprecated the use of API Keys. This means users will no longer be able to use their API key to authenticate with. Instead of API Keys you will need to use your PAT (Personal Access Token). For more detailed information on the changes affecting you please see Airtable's Help page: Creating and using API keys and access tokens.

When creating the PAT (Personal Access Token) to use with the Airtable app please make sure you assign the 5 Scopes as shown in the below screenshot. In terms of Access the token should have access to the Bases and Workspaces you intend your RingCentral event data to be synced to.

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The Scopes should be:

- data.records:read
- data.records:write
- schema:bases:read
- schema.bases:write
- webhook:manage

5. Once the authentication is complete click Next:

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6. Provide your Airtable 'Base ID' and click Next:

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Note: a full breakdown of Airtable urls – including how to find Base ID, Table ID, etc can be found in this Airtable guide: Finding Airtable IDs. Below is more info on the required Airtable IDs: 

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7. Provide your Airtable 'Table ID' and click Next:

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8. If you wish to export RingCentral registrations to Airtable, type in the corresponding Airtable field names and click on Set to "your field name" as shown below. Once configured, click Next:

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Note: These fields need to exactly match the headers in Airtable and need to be typed manually. Add the field names for all the fields you wish to sync, these will be populated on the provided table when someone registers for an event in RingCentral.

If you wish to export attendee status from RingCentral, add the corresponding Airtable field name and set it as explained above.

Note: if this field is a multi-select picklist field, at least one option will need the value Attended, see below for how it looks like in Airtable:

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9. At the last step if you have mapped the Status field in step 8 then make sure the Attendee Status checkmark is selected. If you don't wish to sync attendees' status then leave the checkmark unselected: Screenshot 2023-11-13 at 1.47.27 PM.png

10. Click Finish and you are done! The Airtable app is now installed.

Testing the Airtable Integration

We can now test the app's functionality. First, you can create a registration in RingCentral to ensure it is pushed to Airtable. To do that, you can navigate to your event's registration page.

Open the registration page in an Incognito/Private browsing mode if you're logged into your Organizer account and register for the event with a test account.

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Once you register for an event, it will be also pushed to Airtable. If this reservation already exists in the Airtable, it will get updated with new information. If the registrants attends the event the registration will get updated with status "Attended."

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And that's how you integrate Airtable with RingCentral!