Bizzabo

Sessionboard users can connect their events with Bizzabo to sync session and speaker data from Sessionboard to Bizzabo. This one-way integration is a user-friendly process that facilitates data transfer to Bizzabo once users have approved and scheduled their sessions in Sessionboard.

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Connect integrations

Integrations are connected on the organization level in Sessionboard.

After logging in, click “Organization Dashboard” to access your event’s organization:

Or, from your event, you can click Back to organization:

Select the ‘Settings’ module to locate ‘Integrations’.

There, you can connect new or manage existing integrations. To connect a new integration, click the “Connect” button below the integration.

For Bizzabo, enter the client ID, client secret, and account ID associated with your event.

Enable continuous sync to create/update records on a regular interval (approx. 30 minutes) so that admins don’t have to force sync them. The admin can still manually push a sync if they want to update between the sync intervals.

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Map events

Once the integration is connected, you will want to select ‘Map Events’. Select the Sessionboard Event from the dropdown list, then choose the Bizzabo Event in the right-hand dropdown.

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Mapping session fields

Once your events have been connected, your next window will allow you to map your designated session fields. Within the dropdown, be sure you have selected the correct event that you wish to map the session fields for.

The default field ‘Title’ will populate within the session field mapper. You will be able to map additional fields by selecting “Add Field Mapping”. You will then be able to select the Sessionboard field and the destination field in Bizzabo that you wish to be mapped to.

Mapping Locations & Bizzabo Tags:

Please ensure that the values of your ‘Rooms’ in Sessionboard align with your Bizzabo ‘Main Location’ names.

If you are mapping any fields to Bizzabo Tags, please ensure the values align exactly as you have them in Sessionboard.

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Mapping speaker fields

Once your session fields are mapped, you will then be prompted to map your speaker fields. The default fields will populate within the speaker field mapper. You will be able to map additional fields by selecting “Add Field Mapping”. You will then be able to select the Sessionboard field and the destination field in Bizzabo that you wish to be mapped to.

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Remove mapping

To remove event mappings, go to your Organization > Settings > Integrations > Settings.

This will open the mapping window. A list of existing mappings will be displayed. Click “Disconnect” to disconnect specific mapped events.

Note

Removing a mapping will not disconnect the integration. Other mapped event pairs will continue to sync on request.

Mapping criteria

1. More than one event can be mapped per Sessionboard organization.
   1. NOTE: Within your Sessionboard organization, only one Consumer Key & Secret can be utilized. If you would like to map more than one event from Sessionboard into Bizzabo, please ensure that every event in Bizzabo is associated with the same Client ID, Secret, and Account ID.
2. At least one Sessionboard event must be mapped to Bizzabo for the sync option to appear in the UI.
3. Once a Bizzabo event has been mapped to a Sessionboard event, neither can be re-mapped to another event.

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Syncing sessions and speakers

Before you start a sync, please make sure you have reviewed and accepted the sessions you want to sync to Bizzabo. Sessions must be accepted to be synced.

You’ll also want to ensure that sessions have rooms (locations) assigned if you want those to sync with the associated session.

To ensure seamless data syncing, Bizzabo requires a unique email per contact. Please be sure all your speakers have a unique email before initiating the sync.

Also, verify that the time zones in both events match before syncing. To do this in Sessionboard, go to the Details page and confirm a timezone.

• If you need to change the timezone in Sessionboard, please get in touch with support@sessionboard.com for assistance

Note

Sessions and/or speakers will not be removed from Bizzabo if speaker and/or session statuses are changed in Sessionboard. Admins will have to manually delete the session/speaker record in Bizzabo.Similarly, deleting a a session or speaker from Sessionboard, won’t delete it from Bizzabo. You’ll need to manually delete it from Bizzabo.

Synced Fields

Sessionboard will endeavor to sync as much data between systems as possible. It is important to use system fields when possible to collect information about your sessions and speakers to ensure they will be successfully matched.

Below is a list of standard fields that will be synced. Fields with an asterisk (*) are required.

Sessions

Sessions will be synced as sessions in Bizzabo. Speakers will be associated with their sessions.

• Title (Session Title in Bizzabo)*
• Speakers
  • The speaker role in Sessionboard will carry over to Bizzabo as ‘Speaker Label’ (Speaker & Moderator only)

Speakers

Speakers will be synced to Bizzabo as Speakers and listed in Contacts showing association with their contact role.

• First Name *
• Last Name *
• Email *

Custom Participant Roles

Bizzabo supports the following Speaker Labels:

• Speaker
• Panelist
• Keynote
• Moderator

Your standard Sessionboard Moderators will sync as Moderators with the associated speaker label in Bizzabo.

If you would like to have ‘Panelist’ or ‘Keynote’ sync to Bizzabo as the speaker label please be sure that you create the custom participant role in Sessionboard within the Speaker category. They must have an exact match of ‘Panelist’ and ‘Keynote’ in order for them to sync to Bizzabo. Please see this article on how to create your Session Participant Roles.

Initiate sync

1. Go to Program > Collect & Review > Agenda.
2. Click Options, then Sync to Bizzabo (event: …). The ID is the Bizzabo event the sync writes to.
   1. A message will flash at the bottom of the screen, confirming that the sync has started.
   2. When the sync is complete, another message will flash, confirming that data has been synced.

Resync Behavior

On resync, new sessions and speakers that have been added to the agenda in Sessionboard will be sent to Bizzabo. Any updates that are made to previously synced fields (such as correcting a speaker’s title or changing a session time) will also be applied.

To sync only some sessions, go to Program > Collect & Review > Agenda, select them, then click More > Sync to Bizzabo (event: …).

Disconnect Integration

To disconnect from the integration, go to your Organization > Settings > Integrations

1. Locate your connected integration and click the three-dot icon beside Settings
2. Click “Disconnect Integration.”
3. Confirm that you are sure before deleting the integration.

Once the integration is disconnected, you can reconnect using a separate API key or reuse the same credentials.

Disconnecting the integration will disconnect all mapped events. Previously-synced sessions will not be able to be resynced even if you remap the same events. The integration should only be disconnected if you intend to sync to a new organization.

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FAQ

Which direction does data sync?

One way, from Sessionboard to Bizzabo. Sessions and speakers you approve and schedule in Sessionboard are pushed to Bizzabo; changes made in Bizzabo are not brought back into Sessionboard.

What credentials do I need to connect?

The client ID, client secret, and account ID associated with your Bizzabo event. Enter them at the organization level under Organization > Settings > Integrations.

How often does the sync run?

With continuous sync enabled, records are created and updated on a regular interval of approximately 30 minutes. You can also push a manual sync at any time from Program > Collect & Review > Agenda > Options > Sync to Bizzabo (event: …).

What happens in Bizzabo when I delete a session or speaker in Sessionboard?

Nothing is removed from Bizzabo. Deleting a session or speaker in Sessionboard, or changing its status, does not delete the record in Bizzabo — you delete it there manually.

Can I map more than one event?

Yes, more than one event can be mapped per Sessionboard organization, but every Bizzabo event must be associated with the same client ID, client secret, and account ID. Once a Bizzabo event has been mapped to a Sessionboard event, neither can be re-mapped to another event.

Why are session times wrong in Bizzabo?

Check that the time zones in both events match before syncing. In Sessionboard, confirm the timezone on the event’s Details page. If you need to change it, contact support@sessionboard.com.

Still having issues?

Email support@sessionboard.com and include the connection name, the mapped event, and the session or speaker that did not sync. Do not send your client secret.