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Swoogo Integration with Expo Pass
Swoogo Integration with Expo Pass

How to sync data from Swoogo to Expo Pass through our integration.

Kacie Ferguson avatar
Written by Kacie Ferguson
Updated this week

β“˜ This article is for Event Organizers

Expo Pass has the capability to integrate with Swoogo and sync data for attendee registration. Below are the steps to follow for dynamic and/or manual data syncing.


Connect Your Swoogo Event to Expo Pass

First you will need to enter the information to connect your Swoogo Event to Expo Pass.

❗ Important: we only support syncing one event from Swoogo to one event in Expo Pass at this time. We cannot map over multiple Swoogo events into one Expo Pass event.

1. Login to Expo Pass and click on your event.

2. Make sure you have created any Custom Attendee Fields in Expo Pass that you plan on mapping over from Swoogo.

2. Click on Event Settings under Details --> Integrations --> Swoogo Connect.

πŸ‘‰ If the Connect button on the Swoogo Integration tile is not clickable, please reach out to Success to have this feature enabled.

  • You will see a screen with 3 Swoogo data points we must get from your account.

3. In a new tab, open your Swoogo event that you want to map with your Expo Pass event.

4. The first two fields, β€œSwoogo Account Key” and β€œSwoogo Account Secret”, can be found on the Swoogo website in the API Credentials section.

  • In Swoogo, click on your profile in the top right corner

  • Select "My Profile"

  • Click on the "API Credentials" tab

5. Copy the Swoogo Account Key and paste it into Expo Pass.
6. Copy the Swoogo Account Secret and copy it into Expo Pass.

7. The last field is the "Swoogo Event ID"

  • In Swoogo, go to your Event list page

  • The left most column of this table titled "ID" is your Swoogo Event ID

  • Find the Event ID for the Swoogo event you wish to link to your Expo Pass event and copy it into the Expo Pass Swoogo integration under Swoogo Event ID.

❗ Important: This is all of the account and event information we need to start mapping your data. Once you complete the account information, you will have to delete the connection and start over if you want to choose another event, losing any data that has been synced to Expo Pass.


Deleting Your Swoogo Event Connection:

By clicking on the trashcan button, you are deleting the Swoogo Connection that you have set up. This will delete any data in Expo Pass that has been synced over from Swoogo.

Photography Event - Settings - 6 March 2024 (2).mp4 [crop output image]

Setting Up and Syncing Swoogo Data to Expo Pass

Now that you have connected your Swoogo Event to your Expo Pass event, it's time to map you Swoogo data fields to align with your Expo Pass data fields.

This controls how the data will sync over from Swoogo to Expo Pass (not vice versa - that's next).

πŸ’‘NOTE: When setting up and syncing data from Swoogo to Expo Pass, if you have any registrants already in Expo Pass, this could cause duplicates.

Before mapping your fields, if you have any data you need mapped to Expo Pass that is not included in our Standard Fields, you will need to first create those Custom Attendee Fields.

  • πŸ‘‰ Standard fields include: First Name, Last Name, Email, Job Title, Company, Street Address, City, State, Country, Zip Code, Phone Number

❗ Important: When doing this, you MUST choose Text as the type of Custom Attendee field in Expo Pass. Mapping through integrations will not work with Single or Multiple Choice fields.


Let's Map your Fields

πŸ‘‰ Expo Pass currently supports mapping all Swoogo field types into Expo Pass as long as your Expo Pass Custom Attendee Fields are text field type.

  • Mapping Swoogo fields to an Expo Pass Single or Multiple Choice field will not work.

1. Click on the Edit button next to Field Mapping. This is where you will map which fields from Swoogo you want to align with your Expo Pass data fields.

  • Make sure to include all fields that will be printed on your badges

❗ Important: Expo Pass requires First Name, Last Name and Email to be synced over. These cannot be edited.

2. Once all fields have been mapped, click SAVE.

Photography Event - Settings - 6 March 2024.mp4 [crop output image]

Now it's time to set up your data syncing!

πŸ’‘ Note: Expo Pass syncing from Swoogo captures new registrants, updated registrant data, cancellations and permanently deleted registrants in Swoogo.

Attendee Data:

1. Auto-Sync: enable auto-syncing of registrant data by toggling ON. This will sync any NEW registrants from that point forward, not existing.

  • When this is enabled, any Swoogo registrants altered in the Swoogo platform will automatically report their changes to Expo Pass. This includes new registrants, edits made to old registrants, and registrant deletions.

2. Manual Sync: If you would like to sync existing registrant data, click on the Sync to Expo Pass button. This is a manual sync of all current data in Swoogo.

  • This action can create new attendees in Expo Pass, update attendees already in Expo Pass, and delete attendees from Expo Pass no longer found in Swoogo.

  • Manual syncing is instant when you click on this button. You can always come back to this later If you are not ready to sync right now.

3. Click SAVE.


Optional: Setting Up and Syncing Expo Pass data to Swoogo

This feature allows you to control how data is sent from Expo Pass to Swoogo. It is optional and therefore disabled by default.

❗ Important: when this feature is enabled, Expo Pass will become able to override data in Swoogo. You then run the risk of losing data within Swoogo if updates are made within Expo Pass to existing Swoogo synced registrants.

Before mapping your fields, if you have any data you need mapped from Expo Pass that is not included in our Standard Fields, you will need to first create those Custom Attendee Fields.

❗ Important: When doing this, you MUST choose Text as the type of Custom Attendee field in Expo pass. Mapping through integrations will not work with Single or Multiple Choice fields.

  • πŸ‘‰ Standard fields include: First Name, Last Name, Email, Job Title, Company, Street Address, City, State, Country, Zip Code, Phone Number

❗ Important:Expo Pass DOES NOT SUPPORT the following types of Swoogo fields to be mapped from Expo Pass into Swoogo (these are supported coming from Swoogo to Expo Pass).

  • Radio List

  • Drop Down List

  • Checkbox List

  • Sessions

  • Upload

  • Password

Let's Map your Fields

1. Click on Expo Pass to Swoogo and toggle ON Enable Sync to Swoogo Feature

2. Click Edit next to Field Mapping. This is where you will map which fields from Expo Pass you want to align with your Swoogo data fields.

πŸ’‘ Note: no field mapping is defined by default and that this field mapping is managed separately from the opposite sync direction (Swoogo to Expo Pass).

  • Expo Pass suggests mapping the same fields that are set up in the Swoogo to Expo Pass sync to ensure the best data syncing.

3. Click Save when you have mapped all of your fields.

Photography Event - Settings - 6 March 2024 (1).mp4 [crop output image]

Now it's time to set up your data syncing!

You can do an either/or of Attendee Data and Badge Print Data or you can enable both - totally up to you!

Attendee Data:

Let's start with Attendee Data:

1. Auto-Sync: enable auto-syncing of attendee data by toggling ON. This will sync any edits made to existing Swoogo registrants synced to Expo Pass.

  • When this is enabled, any Swoogo registrants that were synced to Expo Pass and altered in the Expo Pass platform will automatically report their changes to Swoogo.

❗ Important: This DOES NOT INCLUDE new attendees created in Expo Pass, deleted in Expo Pass, or edits made to attendees created in Expo Pass.

2. Manual Sync: If you would like to sync Swoogo synced registrants in Expo Pass to Swoogo, click on the Sync to Swoogo button.

  • When this action is done, Swoogo registrants that were synced to Expo Pass and altered in the Expo Pass platform will automatically report their changes to Swoogo.

    • This DOES NOT INCLUDE new attendees created in Expo Pass, deleted in Expo Pass, or edits made to attendees created in Expo Pass.

  • Manual syncing is instant when you click on this button. You can always come back to this later If you are not ready to sync right now.

Badge Data:

❗ Important: This will only sync badge print times for attendees that were Swoogo linked aka synced over from Swoogo to Expo Pass and have badge print times.

1. Auto-Sync: enable auto-syncing of attendee badge print times in Expo Pass to Swoogo by toggling ON.

  • This will sync any badge print times from that point forward. It will not include existing data.

2. Manual Sync: If you would like to sync Swoogo synced registrants with badge print data to Swoogo, click on the Sync Badge Prints.

  • When this action is done, Swoogo registrants that were synced to Expo Pass and have a badge print time will be synced over to Swoogo.

    • This DOES NOT INCLUDE attendees created in Expo Pass with badge print times.

  • Manual syncing is instant when you click on this button. You can always come back to this later If you are not ready to sync right now.


Attendee Cancellations and Refunds

If you need to cancel a registrant, it must be done in Swoogo. You will not be able to remove an attendee from Expo Pass.

When you cancel a registrant in Swoogo and the data syncs back to Expo Pass, it will result in a soft delete. What does this mean?

If the registrant was synced to Expo Pass and then canceled in Swoogo, it will move the registrant to Removed Attendees in the Attendee section. It will also remove the Swoogo Event ID and Registrant ID associated with the attendee.

❗ Important: If you were to restore the attendee AND they registered again in Swoogo, you will end up with a duplicate since the attendee that was restored in Expo Pass no longer has Swoogo ID associated to them.

In the event you cancel an attendee in Swoogo and want to add them again, re-register them via Swoogo and the data will sync over. Do not restore the attendee from Expo Pass.

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