More of a visual learner? Check out our video:
"Ticket Purchased" is now "Checkout complete"
"New Attendee" is now "Attendee registration started"
"New Talk Attendee" is now "Talk added to attendee schedule"
We know how important capturing data can be for the success of your event, so we’ve partnered with Zapier to offer 3 Zaps (event-based triggers) to help you monitor your event and never miss an update.
We currently offer three Zaps through Zapier:
⚡️Attendee registration started:
An attendee is created as soon a user submits their email into a call to action box. This can happen at the beginning of the registration process, or further down the line. Because of the different entry points and processing time of the Zap, you may receive varied data. If they entered it as their first step, you might only receive the email.
Think of this Zap as a “someone has signaled interest in my event, and they’ve begun the registration process” flag.
This is triggered when an attendee completes the registration/checkout process. Because this only sends at the very end of the registration process, you are guaranteed the attendee's complete registration information.
This Zap is useful if you want a consistent attendee data payload, and are only interested in knowing about attendees who complete the registration process.
⚡️Talk added to attendee schedule:
This Zap will let you know anytime an attendee signs up for a session. You will receive a Zap for every sign-up, which means that if an attendee signs up for two sessions, you would receive two Zaps for that attendee.
This Zap is useful if you want to keep an eye on how popular certain sessions are or want to see when people are signing up.
Keep in mind that some triggers may display example data during setup. The Ticket Purchased trigger will always display example data during set up but will fetch real event data when the Zap is live.
Other triggers may display example data if there is no data to pull from the event (e.g. if you were to test the New Attendee trigger before any attendees are registered).
Ready to get started?
To set Zapier up, you can navigate to our API Settings section (Event setup > API settings). We’ve even included some integration combination ideas that we think you may find useful.
Having troubleshooting issues? Please check out our other Zapier articles HERE.
Accounts with multiple events
If you have more than one event in your HeySummit account, you can set up event-specific Zaps using the filter feature.
- In the Zap configuration page, click the "+" to expand the Action options. Actions are additional steps that take place after the data has come in from HeySummit, but before it's sent to your third-party app. In this case the action will be to select a specific event.
- Select Filter from the action options.
There are 2 ways to set up an event-specific filter:
1. Use your event name. Note: be extra careful that spelling, punctuation and spacing exactly match your event name.
2. Use your event ID. There are two ways you can retrieve this information. If you are using the "Attendee registration started" or "Talk added to attendee schedule" Zaps, you can grab the event IDs from the test as the test data we send through for those Zaps is real sample data from your event.
If you’re using the "Checkout complete" Zap, a bit more is required. First, set up the Zap in such a way that you receive and save the Event ID. In the example below, we set up a "Checkout complete" Zap to add attendee information into a Google sheet when they complete registration. We also add save the Event ID:
From there, we turn on the Zap and run through registration on our event to retrieve that Event ID. We then go back to edit and add the filter to the Zap.
- Create a filter to only continue if the Event ID exactly matches the Event ID or Event name.
Click Continue to save this filter. You may see an error that "The Zap would not have continued". If this happens when setting up the "Checkout complete" Zap, don’t worry, this is expected and happens because the test data that we send is example data. Once the Zap is live however, it will receive data from your account, and will have no issues.
Top tip: We recommend setting up your Zap, and then running through registration on your event to ensure everything is set up how you want it before going live.