ⓘ This article is for Event Organizers
Expo Pass can easily work with Zapier for automated data flow from sources outside of Expo Pass. You can use Zapier to control where event data comes from and where it goes; giving you the ability to use multiple third-party applications with ease.
Want to use another registration platform? No problem! What about getting an email when a VIP attendee arrives? We can do that too! Using Zapier as a “middle-man” allows web applications that might not have been able to talk to one another, do just that, communicate!
❗ Important: Third-party applications must be available on Zapier for automated data flow to work and you must have a Zapier Account.
Expo Pass must "invite" the Event Organizer through Zapier to access Expo Pass data. Please reach out to Event Success to receive an invitation.
Below you will find a basic overview of Zapier, information to get you started, as well as links to different ways you can utilize Zapier for your Expo Pass event!
Zapier 101
Let's get to the basics: What is Zapier and how do you use it?
HERE is the Zapier Quick Start Guide.
Zapier is a tool that helps you automate repetitive tasks between two or more apps—no code necessary. When an event happens in one app (trigger), Zapier can tell another app to perform (or do) a particular action (action). When a Zap runs, each action it completes counts as one task.
Key Terms:
Zap: An automated workflow that tells your apps to follow this simple command: "When this happens, then do that."
Trigger: an event that starts a zap (when this happens)
Trigger Event: the event that happens in your trigger app that signals Zapier to start your Zap
Action: what your Zap does for you after the Trigger (then do that)
Action Event: What do you want your Zap to do after the Trigger
Task: When a Zap runs, each action it completes counts as one task
Mapping Fields: map which data fiend from your trigger app goes into your data field on your action app
Getting Started
Please refer to the article HERE to see what options Expo Pass has for Triggers, Actions and what data points can be pulled for each.
💡 Note: the applications must be available on Zapier for the automation to work.
Expo Pass must send the Event Organizer who is logging into Zapier an invitation in order to see Expo Pass on Zapier. Please reach out to your Specialist for this.
❗ Important: Before you begin, you will need to create any Custom Attendee Fields in Expo Pass that you would like to map that are not included in our Standard fields
All Custom Attendee Fields created in Expo Pass for a Zapier Integration must be Text field type. Multiple or Single Choice fields will not work.
💡 Expo Pass Standard Fields:
First Name, Last Name, Company, Job Title, Phone, Street, City, Zip Code, State, Country
There are 3 ways to utilize Zapier and Expo Pass to automate Zaps for event registration:
1. Pull attendee data from any external application on Zapier into an Expo Pass event
2. Push attendee data from your Expo Pass event out to any application in Zapier
3. Push attendee data from one Expo Pass event to another Expo Pass event using Zapier
Once you choose which instance applies to your of the 3 above, let's set up your first Zap!
Follow the steps below:
For this example, we will be pushing attendee data from one Expo Pass event to another Expo Pass event
💡 Tip: Zapier works with thousands of apps, but available triggers and actions may vary by app. To learn more about what's possible with an app on Zapier, search for the appin their App Directory.
Please refer to the article HERE to see what options Expo Pass has for Triggers, Actions and what data points can be pulled for each.
1) Pick an app as your Trigger:
2) Choose your trigger event (the thing that happens in your Trigger application that signals Zapier to start your Zap):
3) Login to the account for the app you chose above:
For Expo Pass, you will need Grant Access once you enter your login credentials
❗ Important: When using Expo Pass in your Trigger or Action of a Zap, you must login with the Expo Pass Event Owner credentials.
If you login with an Event User credentials, your conferences will not populate.
When entering login credentials, it must be the Event Owner email and password for Expo Pass ONLY to populate the events.
4) When using Expo Pass as the application, select the event in Expo Pass where the trigger event will happen:
5) Click test and Zapier will test the Trigger to make sure the event is connected correctly. Click Continue:
6) Now that your Trigger is set up, it's time to set up your Action(s):
Select the application you would like your Trigger data to be pushed into:
7) Choose your Action Event (what you want your Zap to do after the trigger) and click Continue:
Please refer to the article HERE to see what Expo Pass has for Triggers, Actions and what data points can be pulled for each.
When using Expo Pass as the Action App, here are the different options for the Action Event:
Create Attendees
This action will register new attendees in an event
This action will also update attendee data if an email address or custom ID already exists in an event
Update Attendees
This action will update existing attendee data in an event
8) Login to the application:
If you are using Expo Pass to Expo Pass, you will not need to login again. You can simply select your account.
For Expo Pass, if you want an event from a different login/ Event Owner, you can click "Connect a new account".
❗ Important: When using Expo Pass in your Trigger or Action of a Zap, you must login with the Expo Pass Event Owner credentials.
If you login with an Event User credentials, your conferences will not populate.
When entering login credentials, it must be the Event Owner email and password for Expo Pass ONLY to populate the events.
9) Select the event in Expo Pass where you would like the Action Event to happen:
10) Choose your Event Type:
When choosing your Event Type, you will have a 2 options:
Badges without Custom ID: you are not providing a Custom Attendee ID, and would like Expo Pass to create one for you
First Name, Last Name, and Email Required
Badges with Custom ID: you are providing a Custom Attendee ID
First Name, Last Name, and Custom Attendee ID Required
11) Now you will map the data fields from your Trigger app to the data fields in your Action app and test your Zap:
❗ Important: When creating Custom Attendee Fields in Expo Pass to be mapped within Zapier, you MUST choose Text as the type of Custom Attendee field in Expo Pass.
Field Mapping through Zapier with a Custom Field that is Single or Multiple Choice will not work.
12) Once the Zap has been tested, and works, you can now turn on your Zap:
❗ Important: Only LIVE data can be pushed and pulled using Zapier. Any data before the Zap is setup will not transfer over - this will need to be added into Expo Pass manually.
There must be a live trigger event that sparks the live action event in the Zap for a data transfer to occur.
Zapier Triggers
For anything Zapier specific, please refer to: