Passkey Integration User Guide. Cvent, Inc 1765 Greensboro Station Place McLean, VA

Transcription

1 Passkey Integration User Guide 2018 Cvent, Inc 1765 Greensboro Station Place McLean, VA

2 Contents Passkey Integration User Guide... 3 Key Terms... 3 Enabling Passkey Integration for Your Account... 4 Enabling Passkey for an Event... 4 Setting Up the Integration in Passkey... 5 Setting Up the Integration in Cvent... 6 Connecting Your Cvent and Passkey Events... 6 Verifying Successful Event Linking... 6 Setting Up Attendee Mappings...7 Fields Synced Automatically Between Cvent and Passkey... 8 Registering for Events and Booking Hotel Rooms

3 Passkey Integration User Guide Welcome to the Passkey Integration User Guide! In this user guide, you will learn the basic steps to setting up the Passkey integration in your Cvent account. Passkey is a provider of web-based applications that automate the processes of making hotel reservations and managing group housing. With this integration, registrants can make hotel reservations in your organization s Passkey room block at the end of the Cvent registration process. Passkey makes it easier to sync event and hotel details automatically to Cvent. For more information, please contact your account manager. Key Terms Cvent Planner: The event planner responsible for setting up the event in Cvent and connecting the Cvent and Passkey events. Passkey Planner: The event planner responsible for setting up the Passkey event. While setting up the event in Passkey, the planner adds hotel, room, and attendee types. 3

4 Enabling Passkey Integration for Your Account Before setting up the integration, first enable it for your Cvent account. To do this, contact your account manager. Your account manager will then work with technical teams to enable the integration for your account. The Passkey integration can only be set up for new events created after January 11, Events created before cannot be integrated. To use Passkey in an event, set up the integration prior to launching the event. NOTE Enabling Passkey for an Event Events > Event Details > Travel > Hotel Accommodations To integrate the two applications, first make sure you have a corresponding event set up in Passkey. Then you will need to enable Two-way Passkey integration when you are creating an event in Cvent so reservation data can be synced between the two systems. To do this: 1. Under Travel, click Hotel Accommodations and select Two-way Passkey integration. Your event can now integrate with Passkey. 2. Click Next and continue setting up your event. 4

5 Setting Up the Integration in Passkey The Passkey planner is the hotel person responsible for setting up the Passkey event on the hotel side. The Passkey planner sets up the event in Passkey, and provides the Open Event Passkey URL to the Cvent planner. The Passkey planner configures the Passkey event and sets up room blocks and business rules. Once this is done, they go to Website > Event Website > View All URLs in Passkey, and copy the Open Event Passkey URL. They will then give this URL to the Cvent planner. The Passkey planner needs to also set up the event to make sure that data is returned to Cvent. To do this, the Passkey planner will go to Details > Registration > Add a Provider and add Cvent as a registration provider, enable Event Connector for Cvent registration, and add passkeycallback?ackno=[[resacknum]]&bridgeid=[[bridgeid]]&eventid=[[eventid]]&type=[[resstatus]] as the Callback URL. 5

6 Setting Up the Integration in Cvent Connecting Your Cvent and Passkey Events Event Details > Travel > Hotel Accommodations > Passkey Setup To set up the Passkey integration for your event in Cvent, you will need to get the Open Event Passkey URL from the Passkey planner. Once you have the Open Event Passkey URL from the Passkey planner, add the URL in the Passkey Event URL field on the Passkey Setup tab and click Connect. Your event will now be connected with both Passkey and Cvent, and available hotel and room block information will be returned to Cvent. You can also choose to customize the following: Add Request Link Text: Add link that displays on the Registration Confirmation page. Edit Request Button Text: Edit link that displays on the Registration Confirmation page. Attendee Landing Page: Passkey event page that users are sent to after clicking Add Request. Verifying Successful Event Linking Event Details > Travel > Hotel Accommodations > Hotels After connecting your event between Passkey and Cvent, hotel details from Passkey, including hotel name and address, will automatically populate in the Hotels tab. Verify that you see this information to make sure that your events have connected properly. Once your events have connected, hotel details cannot be edited within Cvent. When events are linked between the systems, only reservation details will be synced, while hotel information stored at the event level will not be synced to Cvent. 6

7 Setting Up Attendee Mappings Event Details > Travel > Hotel Accommodations > Attendee Mapping You can customize your room blocks with an admission item or registration type. Once your Cvent and Passkey events are connected, you can set up attendee type mappings by admission item or registration type. This makes sure that attendees will be able to redirect to Passkey and book lodging through Passkey. 7

8 Fields Synced Automatically Between Cvent and Passkey A number of fields are synced between Passkey and Cvent, including hotel and reservation details. Hotel Details: Hotel Name Hotel Address Duplicate names cannot be used in Passkey or information will not be synced. Only unique hotel names can be associated with an individual Passkey event. The same hotel name can be used across events. NOTE Reservation Details: Reservation Status Reservation Name Room Type Room Rate Room Charge Smoking Room ADA Room Number of Rooms Check-In Date Check-Out Date Passkey Acknowledgement Number Created Date Last Modified Date Each attendee can have only on reservation. Reservations can be modified and the changes will be returned to Cvent. Once a reservation is canceled in Passkey, the attendee also has to cancel their Cvent registration before making another reservation in Passkey. NOTE 8

9 Registering for Events and Booking Hotel Rooms The Passkey integration is now enabled and invitees can register for your event in Cvent. Once they have registered, they will be taken to a registration summary page to click Finish. From there, they can continue on to book their hotel room in Passkey. Registrant information will populate automatically when the registrant chooses a hotel and hotel room. Once registration is complete, registrants will be taken to a confirmation page that includes their reservation details. 9