ⓘ This article is for Event Organizers
Guidebook → Expo Pass one way attendee data sync
Expo Pass has the capability to integrate with Guidebook and sync data for attendee registration prior to the live event. This ia a one-way sync of attendee data from Guidebook → Expo Pass.
A one-way sync means that data is pulled from Guidebook to Expo Pass and not vice versa. The sync from Guidebook to Expo Pass will translate over any new or updated records (if a previous sync had been done).
Any updates to attendee data or new attendees added in Expo Pass, will not be reflected in Guidebook. This will need to be manually done by the Event Organizer.
This process will need to be done at least 2 business days prior to your event. Any registrations after the sync is complete will need to be manually updated/added in both Expo Pass and Guidebook.
Live Event Registrations
❗ Important: Live Event Registrations
If you are using the Guidebook QR code on the badge, the attendees will be required to register via Guidebook, and then manually added as an attendee with all of the data needed into Expo Pass. Once they are added, they can then Check In and get a badge.
The reason for this is Guidebook will need to create the QR Code raw data that goes on the Expo Pass Badge.
HERE is how to manually add attendees
If you are not using a Guidebook QR Code on the badge, and only want the pre-event data sync, you will be able to choose your onsite registration experience.
Register via Guidebook and be manually added to Expo Pass
Register via Expo Pass Onsite and be manually added to Guidebook
Please work with your Specialist as soon as possible to ensure you have a plan and your sync scheduled for your event!
Fields that Expo Pass supports syncing over from Guidebook are:
First Name (required by Expo Pass)
Last Name (required by Expo Pass)
Email
Position (Job Title in Expo Pass)
Company
💡 Note: Please let your specialist know which of the above fields you will want mapped to Expo Pass.
Required fields that are not visible in Guidebook
These will map to Expo Pass behind the scenes to a custom attendee fields. Both of the fields below will need to be created as Custom Attendee Fields and read exactly as written below prior to the data sync:
Badge QR Code
This is a custom attendee field in Expo Pass for the raw QR code data that will need to be created PRIOR to the data sync
Guide ID
This is a custom attendee field in Expo Pass that is the unique ID for each Guidebook attendee
Guidebook API Key and URL
Lastly, you will need to get the Guidebook API Key and URL to send to your Specialist for Expo Pass to be able to do the sync. The API Key is the “password” that allows Expo Pass to access your Guidebook data.
To access your API Key in Guidebook:
Click on your user name in the upper right corner of the page.
Select "Manage Your Account"
Click on "API Key" near the top of the page just below where you name appears.
Click the "New Key" button.
Click "Show Token" and then click the copy to clipboard icon.
Send that API key string to us along with the guide ID.
Guidebook URL:
This is the event url that should look something like the following with 6 digits at the end: https://builder.guidebook.com/#/guides/201615/
Send Info to your Specialist
Once you have completed everything above, your Specialist will need the following from you:
List of Attendee Fields to be synced from Guidebook to Expo Pass (see above for what is supported)
Guidebook URL
Guidebook Number (this is the 6 digit number in the URL)
Guidebook API Key
Date at which you would like the sync to happen (this must be a business day that Expo Pass is open)
💡 Tip: For any Guidebook specific questions, please reach out to them directly.