Installation and configuration

This guide outlines the steps required to configure the Cvent integration with the Cloud Dashboard. It ensures all necessary setup tasks are completed so the integration operates seamlessly. The process includes actions to be completed in both, some of which can be performed in parallel.

Setting Up REST API Access

You only need to set this up once. It is account wide.

Cvent documentation refers to "developers." For this process, this simply means the person responsible for setting up API access. You do not need to be a software developer to complete these steps.

Cvent Documentation References

• Inviting API Users
• REST API Quickstart

Step 1: Access the REST API Area in Cvent

1. Log in to your Cvent account.
2. Go to Admin.
3. Under Integrations, select REST API.

If you do not see REST API under Admin, you may need Account Administrator permissions or REST API access enabled by Cvent Support.

Step 2: Create a Workspace

1. Click Create Workspace.
2. Enter a name (example: iMIS Integration).
3. Select the appropriate permissions under Event (called Scopes):
   • admission-items:read
   • attendees:read
   • contacts:read
   • contacts:write
   • custom-fields:read
   • donation-items:read
   • events:read
   • orders:read
   • quantity-items:read
   • sessions:read
   • transactions:read
4. Click Save.

Step 3: Invite Yourself (API Access User)

1. Open your newly created Workspace.
2. Go to the Developers tab.
   • If your email address is not listed here, proceed with step 3.
   • If your email address is already listed here, click the three dots to the right of your email address in the Actions column and click Edit. Select the newly created Workspace, then click Save.
3. Click Invite Developers.
4. Enter your work email address.
5. Select the workspace.
6. Click Send.

You will receive an email invitation from Cvent. Follow the link in the email to continue.

Step 4: Create an Application (Generate Client ID and Secret)

1. Log into the Cvent API portal at developers.cvent.com.
2. Go to Applications.
3. Click Create Application.
4. Select Machine to Machine as the application type.
5. Add a name for the application.
6. Leave Termination Protection off unless required by your organization.
7. Select the required scopes.
8. Click Save.

Cvent will display your Client ID and Client Secret. Copy and store them securely.

⚠️

IMPORTANT

• Treat your Client ID and Client Secret like a password.
• Do not share credentials through unsecured email.
• If credentials need to be replaced, create a new application in Cvent and update Cloud accordingly.

Setting Up a Webhook

Do the following to set up a webhook:

1. Log in to the Cvent app.
2. Make sure at least one event is created.
3. Select Admin from the nine squares in the top right.
4. Go to Integrations > Push API Integrations.
5. Click Create Integration:
   • Name - ASI
   • Type - Webhooks
   • Default Endpoint - https://cvent.cloud.csiinc.com/api/webhooks
   • Connection Type - Token based
   • Authentication Token - Found on the Cloud Dashboard under Account
6. Click Save.
7. Click Edit.
8. Update the Activate the configuration for setting to Yes.
9. Check the Synced Objects.
10. Click Save.
11. Check the Integration Points.
12. Add at least the following integration points:
    • Invitee/Guest Registered for Event
    • Invitee/Guest Event Registration Cancelled
    • Invitee/Guest Event Registration Modified
    • InviteeSubstitutedInAnEvent (if you plan on substituting registrants)
13. Click Save.
14. All new events will now have the integration upon creation. Any existing events must be updated:
    1. Go to Events > [your event] > Integrations.
    2. Click Setup for Webhooks.
    3. Click Add Webhook.
    4. Select the previously created integration/configuration from the drop down.
    5. Click Save.

Enabling Custom IDs for Each Event

Do the following to enable custom IDs for each event:

1. In an event, navigate to Registration > Registration Process > Open Site Designer.
2. From the Registration Page drop-down, click the gear icon next to the Registration Path(s).
3. Scroll to the External Data Source section and select Cvent in the drop-down.

Working on the Cloud Dashboard

Do the following on the Cloud Dashboard:

1. Go to the Cloud Dashboard.
   • Username: Your iMIS username.
   • Password: Your iMIS password.
   • Cloud ID: See Getting Started Guide: iMIS Power Suite.
2. Select Cvent from either Your Apps or from the left banner under Connectors.
3. If you do not see Cvent, then you may need User Assignments to be updated.
   1. Select Update User Assignments.
   2. Under Cvent, add the desired user and select Assign User.
4. If you click on Cvent via the side banner, you will be presented with a sub-menu (Overview, Events, Registration iPart, Account, Logs). Overview is most common. If you are setting up your account, click Account.

Setting Up Your Cvent Account

After navigating to the Cvent Account page, scroll to the bottom and click Edit Account, then select the Cvent REST API tab (do not use Legacy SOAP API).

Enter the following credentials:

• Client ID: The Client ID generated in Cvent (see Setting Up REST API Access, Step 4).
• Client Secret: The Client Secret generated in Cvent.
• REST API URL: Enter the URL that matches your Cvent account region:
  • North America: https://api-platform.cvent.com
  • Europe: https://api-platform-eur.cvent.com

Click Save to complete the configuration.

Important! These fields must be filled in order for the Cloud application to work properly.

Cvent Events

The Events page allows you to add or edit events, provided they are setup in Cvent.

Adding an Event

Do the following to add an event:

1. Click Add New.
2. Multiple fields will appear:

   • Cvent Event Code: This will be the event code created by Cvent for the specific event. Based on your account setup, you can use the SELECT button to select the event from Cvent that you want to setup. You are also able to manually enter your Cvent Event Code.

     Note: If the event is Pending, then click Include inactive events after clicking Select to have it appear in the search.

   • iMIS Meeting Code: This is the meeting/event code from your iMIS event that has been setup that you want to link with Cvent. You will be able to use the SELECT button to select your iMIS event. You are also able to manually enter your iMIS Event Code.

     Note: You do not need to setup an Event in iMIS for this integration to work, but you need to enter a distinct meeting code.

   • Registrants IQA Path: This allows you to specify the iMIS query for the list of registrants allowed to register for this meeting. You must have a query that matches the result set for Cvent Standard Service. A SELECT button is also active for this data point and is recommended.

     Note: For information on creating or importing a sample Cvent query, see Registration IQA query.

     1. The select button will open the IQA screen.
     2. Go to the desired Cvent query.
     3. It is recommended to run the query to make sure it works before selecting it.
     4. As a reminder, after clicking Find, the query should return one result if the person is allowed to register and no results if they are not allowed to register.
     5. Once tested, click Close then Select.

   • Allow Anonymous Registration: This will allow the user to register for the event from within the Cvent application without regard for who they are or whether they are allowed to register or not.

Viewing the Event in iMIS

After the user registers with Cvent, the registration will appear as an activity of type meeting. This may be able to be viewed from a contact's Participation tab. If it is not visible on the Participation tab, an IQA query will have to be created.

Note: Participation tabs may be set up differently depending on the panel(s) that create the page. Therefore, even if the activity was successfully imported to the account, it may not appear on this page and a query may need to be made.

Creating the Query

Do the following to create the query:

1. From iMIS, go to RiSE > Intelligent Query Architect.

2. Select the folder the IQA query will reside in.

3. Select New > Query.

4. (Summary tab) Enter a Name.

5. (Sources tab) Add the NetContactData and CsActivity sources with the following join: NetContactData.Id = CsActivity.Id

6. (Filters tab) Add the following filters, all with In Search? set to Optional:

   1. [NetContactData] Id
   2. [NetContactData] First Name
   3. [NetContactData] Last Name

   Tip: Continue adding search filters that will enable you to search for the desired contacts.

7. (Display tab) Add in the following display properties:

   • (required) [CsActivity] Activity Type
   • (required) [CsActivity] Description
   • (optional) [NetContactData] Id
   • (optional) [NetContactData] Full Name
   • (optional) [CsActivity] Transaction Date

8. Click Apply.

9. Click Save.

When running the query, enter in the information of the registrant. If they are registered in Cvent and the Cloud Cvent integration product is properly set up, the activity should appear in the query.

Troubleshooting

If issues come up, review the following to troubleshoot:

Member Unable to Register via RiSE Content Item

If a member receives a message stating "Could not confirm registration information for iMIS ID: [iMIS ID]", then the Registrant query path does not allow them to register.

This query path can be checked by navigating to Cloud Cvent application > Events > [specific event] > Registrant IQA Path. If the member is allowed to register, the IQA query should return one result when the member's information is entered into it.

Registrations Not Appearing in iMIS

Checking the Cloud Logs will show whether or not the webhook is being called, and if so, with what information.

In the Cloud Cvent application, navigate to Overview > Logs, then use the banner to select Webhook.

Here, you will be able to determine whether the webhooks from Cvent to Cloud are being activated. If there are no webhooks on the logs, double check the Cvent Event's Webhook Integration as well as the Cloud Cvent application's Cvent code.

Whitelist the Cvent App IP Addresses

In the remote event that your webhooks may not be working, Cvent may have to whitelist the following IP addresses in your Cvent account settings in order for the Cvent app to successfully communicate with the Cvent APIs:

Full list of Cvent App Outbound IPs: 23.96.220.94, 23.96.219.103, 23.96.221.106, 23.96.219.121, 23.96.227.203, 157.55.166.62, 157.55.166.169, 157.55.170.179, 157.55.171.196, 23.96.220.116, 52.162.107.25