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 Two-Way Passkey for an Event... 4 Enabling One-Way Passkey for an Event... 5 Setting Up the Integration in Passkey... 6 Enabling Default Callbacks in Passkey...7 Setting Up the Integration in Cvent... 8 Connecting Your Cvent and Passkey Events... 8 Setting Up Attendee Mappings... 9 Verifying Successful Event Linking... 9 Setting Up Hotel Request Setup... 9 Fields Synced Automatically Between Cvent and Passkey...11 Registering for Events and Booking Hotel Rooms

3 Passkey Integration User Guide Welcome to the Passkey Integration User Guide! In this guide, you will learn the steps to setting up the Passkey integration in your Cvent account. Passkey is a provider of web-based applications that automates the process of making hotel reservations and managing group booking. With this integration, registrants will be able to make hotel reservations in your organization s Passkey room block at the end of the Cvent registration process. Passkey makes it easier to automatically sync event and hotel details 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 event in Passkey. While setting up the event in Passkey, the planner adds hotel, room, and attendee types. 3

4 Enabling Passkey Integration for Your Account To set up the integration, you have to first enable it for your Cvent account. To do this, contact your account manager. The account manager will then work with technical teams to enable the integration for your account. The two-way Passkey integration can only be set up for new events created after January 11, For events created on or before that date, one-way Passkey integration can be enabled. For more information, go to page 5. To use Passkey in a Cvent event, set up the integration prior to launching the event. Enabling Two-Way Passkey for an Event Cross Events > Create New Event > Step 2: Select the Event s Features Make sure you have a corresponding event set up in Passkey in order to successfully integrate the two applications. Once you do, you will need to enable two-way Passkey integration when creating your event in Cvent so reservation data can be synced between the two systems. To do this: 1. Under the Travel section, 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 Enabling One-Way Passkey for an Event Event Details > General > Event Configuration For events created on or before January 11, 2018, only a one-way Passkey integration can be enabled. To do this: 1. On the Event Features tab, click Edit. 2. Under the Travel section, click Hotel Accommodations and select Passkey Housing System. 3. Click Save. 4. Go to Website & Registration > Registration > Registration Settings and on the Travel tab, click Edit. 5. Under Hotel Requests, select whether to allow hotel requests. If No, continue to page If Yes, under Hotel Request Setup, enter the event s code in the Passkey Event Data field. The Passkey event planner will send you the event s code. 7. Click Save. Your event can now integrate with Passkey. 5

6 Setting Up the Integration in Passkey The Passkey planner is the person responsible for setting up the inventory and booking details. The Passkey planner also provides the Open Event Passkey URL to the Cvent planner. Once the Passkey event has been created, the planner will go to Website > Event Website > View All URLs in Passkey, and copy the Open Event URL. They will then give this URL to the Cvent planner. Only the Open Event URL in Passkey should be given to the Cvent planner. Using Custom Event URL s will not properly sync data across applications. 6

7 Enabling Default Callbacks in Passkey The Passkey planner will also need to set up the event to make sure that data is sent back to Cvent. To do this, the Passkey planner will go to Details > Registration > Add a Provider and add Cvent Events as a registration provider. Once the provider has been added, the planner will toggle on the Event Connector to enable it for Cvent registration as well as enable callbacks. Because Cvent Events has default callbacks available, a modal will pop up on the screen asking if the default callbacks should be enabled. Clicking Yes will automatically provide the Callback URL. Ensure that there are no extra spaces or paragraph returns in the Callback URL. 7

8 Setting Up the Integration in Cvent Connecting Your Cvent and Passkey Events Event Details > Travel > Hotel Accommodations To finish setting up the Passkey integration for your event, you will need to enter the Open Event URL from Passkey into Cvent. To do this: 1. On the Passkey Setup tab, click Edit. 2. Enter the Open Event URL in the Passkey Event URL field. 3. Click Save. Your event is now connected to both Passkey and Cvent. Available hotel and room block information will be returned to Cvent. You can also customize the following: Add Request Link Text: This displays on the Registration Confirmation page. Edit Request Link Text: This displays on the Registration Confirmation page. Passkey Page: The Passkey event page (e.g., Welcome Page or Lodging Page) that users are sent to after clicking Add Request. Attendees can only have one reservation. 8

9 Setting Up Attendee Mappings Event Details > Travel > Hotel Accommodations On the Attendee Mapping tab, you can also set up attendee type mappings by admission item or registration path. Assigning attendee types can help organize attendees in a way that could offer different room rates and room availability per type. Once attendee mappings are set up, attendee types, hotel name, and hotel room changes cannot be made in Passkey. Newly added room types will not be synced into the integration. Verifying Successful Event Linking Event Details > Travel > Hotel Accommodations The hotel details from Passkey, including hotel name and address, will automatically populate in the Hotels tab. If you do not see this information, this means your event did not connect properly. Once your event has been connected, hotel details cannot be edited within Cvent. When an event has been integrated between the two systems, only reservation details will be synced. Hotel information stored in the Passkey event will not be synced to Cvent. Setting Up Hotel Request Setup Event Details > Travel > Hotel Accommodations On the Hotel Request Setup tab, you can select which pieces of hotel information will be displayed on hotel requests. 9

10 Customizing Hotel Request Text You can customize the text your invitees will see on the registration page. To do this, go to Website & Registration > Website > Language Management: 1. On the Desktop tab, click Advanced Search and enter lbl_reg_0041 in the Text ID field. 2. Click Search. 3. Under Action, click then enter your text in the Custom Text field. 4. Under Action, click. 10

11 Fields Synced Automatically Between Cvent and Passkey The following 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. 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 All reservation changes will be returned to Cvent, but if a reservation is canceled in Passkey, the attendee has to also cancel their Cvent registration before making another reservation in Passkey. 11

12 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 can go to Passkey to book their hotel reservations through a link on the registration confirmation page. When booking 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. To make sure reservation data syncs with your event, have invitees register within your event only. If invitees register using links provided by Passkey or using the Room List Manager in Passkey, reservation data will not sync. 12