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

Transcription

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

2 Contents WebEx Integration User Guide... 3 Enabling WebEx Integration in Your Account... 4 Setting Up WebEx Integration... 5 Adding a Configuration... 5 Integrating WebEx in an Event... 6 Associating a Meeting to an Admission Item or Session... 6 Managing Attendees...7 Synchronizing Attendees...7 Retrieving Participants... 8 Working with s...10 Appendix A - Enabling Single Sign-On for WebEx

3 WebEx Integration User Guide Welcome to the WebEx Integration User Guide! In this user guide, you will learn the basic steps to setting up WebEx integration within your account. With WebEx integration, you can do the following: Communicate WebEx meeting information to Cvent registrants Pass meeting attendees to WebEx from Cvent Mark participants in Cvent based on WebEx attendance Associate a WebEx meeting to any admission item or session in Cvent Get the latest meeting data at any time Choose when you want information to be sent to or from WebEx for an admission item or session For more information, please visit the Cvent Community. If you use Single Sign-On to log into your company s WebEx website, refer to Appendix A - Enabling Single Sign-On for WebEx to enable Single Sign-On for your WebEx integration. 3

4 Enabling WebEx Integration in Your Account To begin setting up your configuration, you must have WebEx turned on in your Cvent account. For more information, please visit the Cvent Community. Once WebEx integration is turned on for your account, the WebEx Integration section link will appear in Admin > Integrations. Before adding a configuration, make sure the logged-in user is an administrator or has full access to Account Integrations and Event & Survey Integrations. You can update the access level of the permissions here: Admin > Users > Manage > Account User Roles > Administrators. 4

5 Setting Up WebEx Integration To integrate Cvent and WebEx, you must first create a meeting in WebEx. To create a meeting, go to Adding a Configuration Admin > Integrations > Integrations > WebEx Integration After creating a meeting in WebEx, you must add a configuration in Cvent. This allows you to associate a WebEx meeting to an admission item or session in an event. 1. Click Create Integration. 2. Enter the name of the configuration. 3. Enter the host URL provided by WebEx. Make sure the host URLs are the same in Cvent and in WebEx. 4. Select the type. 5. Select whether this will be the default configuration. If you set this as the default, it will automatically be selected when you set up WebEx integration in an event. 6. Enter the username and password provided by WebEx. These should belong to the host of the meeting or a site administrator. 7. Click Save to authenticate your log-in credentials with WebEx. If the login details are authenticated, you can proceed to associate a WebEx meeting or session within one of your events. If the login details cannot be authenticated, double-check you entered the correct information. If the authentication continues to fail, please visit the Cvent Community. The WebEx integration requires a WebEx Event Center account type. Other account types may not fully integrate with Cvent. There is no limit to the number of configurations you can create. 5

6 Integrating WebEx in an Event After you have added at least one configuration, you can begin to associate a WebEx meeting to any admission item or session. Within your WebEx meeting, you must turn off the default setting that automatically deletes sessions after they occur. This will allow Cvent to retrieve participant data once the session has occurred. Associating a Meeting to an Admission Item or Session Events > Event Details > Agenda Items > Admission Items Events > Event Details > Agenda Items > Sessions 1. Select an admission item or session. 2. On the WebEx Meeting tab, click Edit. 3. Select which configuration of the WebEx account to sync. The configurations listed have been set up in Admin > Integrations > Integrations > WebEx Integration. 4. Enter the WebEx meeting number. You can find your meeting number in WebEx. 5. Select whether the meeting is active. 6. Select whether to automatically send registrants to WebEx (see page 7). If you selected Yes, a checkbox will appear. Select whether to register each attendee for the meeting in WebEx and send confirmation s. If the registration is successful, WebEx will send each attendee a confirmation Select whether to automatically retrieve participants from WebEx (see page 8). If you selected Yes, select the date and time to retrieve participants on. 8. Click Save. After your settings have been saved, you will see the WebEx meeting details and status. You can refresh these meeting details at any time. TIP For the most accurate results, we recommend you retrieve participant information 24 to 48 hours after the meeting. 6

7 Managing Attendees Events > Event Details > Agenda Items > Admission Items Events > Event Details > Agenda Items > Sessions On the WebEx Meeting tab for and admission item or session, you can view when attendees were last synchronized and when participants were last retrieved. Synchronizing Attendees This occurs when Cvent registrants are pushed to WebEx and any WebEx registrant that is not in Cvent, will have the option to be removed. By synchronizing attendees, you can view a list of people who attended the meeting in WebEx. You can also track no-shows in WebEx. 1. Select an admission item or session. 2. On the WebEx Meeting tab, click the WebEx dropdown and select Sync Attendees. This will synchronize attendee information with WebEx participants. 3. In the Confirmation pop-up, select your sync method. 4. Select whether to register each attendee for the meeting in WebEx and send confirmation s. If the registration is successful, WebEx will send each attendee a confirmation Click Confirm to synchronize attendee information with WebEx participants. If the sync was successful, you will see a confirmation message. You will not be able to sync attendees if the event is in Pending status, or if the WebEx meeting is inactive. 7

8 Retrieving Participants By retrieving participants, you can view a list of people who attended the meeting in WebEx. If you are in a session, you can also mark those WebEx participants as participants in Cvent. 1. Select an admission item or session. 2. On the WebEx Meeting tab, click the WebEx dropdown and select Retrieve Participants. This will retrieve participant information from WebEx. 3. In the Confirmation pop-up, review your meeting details and click Confirm to retrieve the list of participants. If the retrieval was successful, you will see a confirmation message. You will not be able to retrieve participants if the event is in Pending status, or the WebEx meeting is inactive. 8

9 Matching WebEx Participants with Attendees After retrieving WebEx participants, you need to match them with attendees in Cvent. If they do not have a match, you should register them for the event. 1. Locate any attendees with a dropdown next to their name. 2. Click the dropdown and select Search for a Match to search for any attendees that may match the person s registration record. If a match is found, click Select to match the attendee with the registration and mark them as a participant of the session. 3. If a match is not found, click Register New to register the attendee. 4. Enter the invitee information and click Register. 5. On the Invitee Information page, click Actions and select Modify Registration. 6. Complete the registration. On the last page, make sure you uncheck the option to Send a confirmation to the registrant. Otherwise, two confirmation s will be sent to the invitee. 7. Click Finish. Attendees that do not have the dropdown options Search for a Match and Register New have already been matched and registered by Cvent. 9

10 Working with s Events > Promotion & Communication > > Event s Events > Promotion & Communication > > Session s Within a Registration Confirmation or an Event Reminder , you can include data tags that display information about your WebEx meeting. 1. On the Content tab, click Edit. 2. Click Insert and then click. 3. Select WebEx from the Category dropdown and select a data tag. If you are in an event , click the arrow to expand the data tag you want to add and then select your WebEx meeting. This will add your meeting number to the data tag. 4. Click OK to add the tag to your In the Content tab, click Save. For this example, we selected WebEx Meeting Agenda. Data tags are not available for guest s. 10

11 Appendix A - Enabling Single Sign-On for WebEx To integrate WebEx integration with Single Sign-On integration, make sure you have completed the following: Set up Single Sign-On for your Cvent account Provided Cvent with your WebEx sitename (e.g., cvent.webex.com) Then, Cvent will reach out to WebEx to apply Cvent s Delegated Partner Authentication certificate to your WebEx site. Cvent will contact you when this has been set up. Once this is finished, you will need to sign in to your WebEx Administration Tool account ( webex.com/admin) to enable Host and Site Admin for the Cvent partner entry. To do this, go to Common Site Settings > Partner Authentication and select Host and Site Admin, then click Save. Your Cvent username must match your WebEx username. Then, you will need to Single Sign-On into Cvent and go to Admin > Integrations > Integrations > WebEx Integration and click Create Integration. Make sure to enter the URL of your WebEx account (e.g.,cvent.webex.com) as the Host URL and select Single Sign-On as your Authentication Method. Once you have finished entering you details, click Save. 11