This page contains the setup guide and reference information for the OpenWater integration.

OpenWater is a submission management platform used by professional associations and academic conferences to collect, review, and manage proposals — such as session submissions, paper abstracts, award nominations, and speaker applications.

Prerequisites

An active OpenWater account with API access
A configured Program (solicitation) in OpenWater with sessions published to the Session Gallery
An API key and domain provided by OpenWater

Setup guide

Step 1: Set up the OpenWater integration in Swapcard

Sign in to your Swapcard account.
Navigate to your Event page within the Communities section.
In the left navigation bar, go to Event Builder, then select Integrations.
On the integration selection page, choose OpenWater from the list of integrations.
To activate the integration, you will need the following parameters:
1. Domain — your OpenWater instance domain (e.g., your-organization.secure-platform.com)
2. API Key — supplied by OpenWater
Enter the Program ID of the OpenWater program you want to sync.

Your OpenWater event has been successfully linked with your Swapcard event.

You have the flexibility to adjust your integration settings according to the specific data requirements. It's crucial to highlight that the synchronization will only begin when you manually start the integration process and finish the necessary mapping.

Supported sync modes

The OpenWater integration supports the following sync modes:

Feature	Supported?
Full Refresh	Yes

Supported streams

This integration supports the following OpenWater streams:

Sessions — Scheduled time slots in the conference program (imported as Swapcard sessions)
Applications — Accepted submissions assigned to sessions (imported as Swapcard sessions)
Applicants — OpenWater user accounts who submitted applications (imported as Swapcard people)

Sessions and Applications are sourced from a single Session Gallery Report API call. Applicants require individual API calls per user to retrieve profile data.

OpenWater API documentation is accessible here.

Capturing deleted records

The OpenWater integration does NOT capture deletions. When a record is deleted in OpenWater after a sync, it will not be removed from Swapcard. Deleted records must be MANUALLY removed from Swapcard.

Custom Fields

The OpenWater integration provides both standard fields and dynamic (custom) fields for mapping. Dynamic fields are automatically discovered from the form templates configured in the OpenWater program:

Session Form Template — provides dynamic fields for Sessions and parent session fields on Applications
Submission Form Template — provides per-round dynamic fields for Applications
User Profile Form Template — provides dynamic fields for Applicants

Each dynamic field is identified by its alias as defined in the OpenWater form template. The field label shown in the Swapcard mapping UI is derived from the field's name property in the template. For Address fields, each subfield (street, city, state, zip, country, etc.) is exposed as a separate mapping field.

Streams supporting fields

Sessions

Field Name	Label	Type
`name`	Session Name	string
`typeName`	Session Type	string
`scheduler.sessionStartTimeUtc`	Session Start Time	date
`scheduler.sessionEndTimeUtc`	Session End Time	date
`scheduler.roomName`	Room Name	string
`scheduler.dayName`	Day Name	string
`scheduler.timeSlotName`	Time Slot Name	string
`hasApplication`	Has Application?	string

Additional dynamic fields are available based on the Session Form Template configured in OpenWater (see Custom Fields).

Applications

Field Name	Label	Type
`item.application.name`	Application Name	string
`item.application.categoryName`	Category Name	string
`item.startTimeUtc`	Start Time	date
`item.endTimeUtc`	End Time	date
`session.scheduler.roomName`	Room Name	string
`session.scheduler.dayName`	Day Name	string
`session.scheduler.timeSlotName`	Time Slot	string
`session.typeName`	Parent Session - Type	string
`session.name`	Parent Session - Name	string

Additional dynamic fields are available:

Parent Session fields — dynamic fields from the Session Form Template, available on each application with the label prefix "Parent Session". These allow surfacing session-level custom data on the application record.
Round fields — for each round in the program, scalar properties (status, winner notes, winner types, average score) and dynamic fields from the Submission Form Template are available with the label prefix "{Round Name} Round".

Applicants

Field Name	Label	Type
`email`	Email	string
`firstName`	First Name	string
`lastName`	Last Name	string

Additional dynamic fields are available based on the User Profile Form Template configured in OpenWater, with the label prefix "Profile" (see Custom Fields).

Limitations & Troubleshooting

Connector limitations

Session Gallery Report preparation

The Session Gallery Report is prepared asynchronously by OpenWater. For programs with large amounts of data, the report preparation may take longer.

Changelog

Version	Date	Subject
0.1.0	2026-03-02	Initial release

Enhancement

Please be aware that any enhancements to this integration, which encompass any requirements not covered by the existing integration state, will be subject to custom development processes and associated costs.

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