Zapier
Zapier is a no-code solution, an external tool that connects two apps together. It's compatible with many common tools, but it's recommended to first check on their website to see if the connection with your app is possible.
Below are some tips for connecting Swapcard with another app (when compatible). If you have further questions, please contact the Zapier support team.
A trigger is an event that starts a Zap. For example, if you want to send a text message each time you receive an email, the trigger is ‘new email in inbox’. Learn more about using triggers in Zaps.
A Zap is an automated workflow that connects your apps and services together. Each Zap consists of a trigger and one or more actions. When you turn your Zap on, it will run the action steps every time the trigger event occurs.
An action is an event a Zap performs after it is triggered. For example, if you want to send a text message each time you receive an email, the action is ‘send a text message’. Learn more about using actions in Zaps.
A task is an action your Zap successfully completes. For example, if your Zap has an action to create new Google Contacts, each contact that is created will count as one task. Learn more about tasks in Zapier.
What Zapier is not meant for
Zapier counts a task each time an action is executed. For example, if your trigger is “people added to Swapcard”, Zapier will count you a credit for each people/attendee added. The free plan allows 5 zaps and 100 tasks per month. Learn more on the Zapier pricing here.
Zapier may not be the ideal choice for importing session analytics and behavior data due to its limitations. While it is technically possible, the high volume of data involved can quickly consume your Zapier credits.
To import data into Swapcard
Step 1: Authenticate Email by Zapier and Swapcard.
Step 2: Pick one of the apps as a trigger, which will kick off your automation.
Action | Description |
Add a Person as Attending a Session | Add a person as attending a session (session bookmarked in their profile) |
Add or Remove a Badge to a Person | Add or remove a badge to a person. |
Add or Remove a Person as Exhibitors Member | Add or remove a person as exhibitors member. |
Create Exhibitor | Create a new exhibitor. |
Create Person | Creates a new person. |
Update Person | Update a person. |
Update Person Groups | Update a person's group. |
Find a Person | Find for a person by a specific field. Optionally, create a person if none are found. |
Search Planning by Id | Find a session by id. |
💡 To import people, we recommend selecting “Find or Create a Person” as the emails are stored at the community level. If a person has already registered with an email in another event, the action to trigger is “Update a Person” (the second step in the zap).
Step 3 :Choose a resulting action from the other app.
Connect the second app. You will have to generate an API key from your Swapcard organizer account.
Define the mapping in the action section:
Step 4: Select the data you want to send from one app to the other.
Please note that in Swapcard:
The email is unique per user
The clientID is the id coming from your external tool and it should be unique per user and community
Create your groups in advance so you can assign the right one on the mapping page
Photourl is the profile picture (it should be a direct url, no Google Drive)
JobTitle is the job title field
Organization is the company field
Barcode will be used for the badge qr code
IsVisible should be true so the attendees appear on the attendee’s list
IsUser should be true so the attendees can access their event by logging in
Custom fields is a section showing all your custom fields
To export data
To export data you have different triggers possible:
Note that exporting data can be highly tasks consuming.
Trigger | Description |
New Activity | Triggers when a new activity occurs in the last 24 hours. |
New Event | Triggers when a new event is created. |
New Exhibitor | Triggers when a new exhibitors is created. |
New Group | Triggers when a new group is created. |
New Meeting | Triggers when a new meeting is created. |
New Person | Triggers when a new person is created. |
New Planning | Triggers when a new session is created. |
New Planning Bookmarked | Triggers when a new session is bookmarked. |
Updated Person | Triggers when a person is updated. |
Add filtering
If you want to import or export following specific conditions, you can click on the “+” and select Filters. There you can define what is the condition.
How to Attach a Swapcard Ticket to a New Person
How to Attach a Ticket to a Person Added Through Zapier
If you're using Zapier to automate your workflow, you may have encountered the need to attach a ticket to a person that was added through Zapier. This can be done easily with just a few simple steps.
Step 1: Locate the Person in Your Contacts
Before you can attach a ticket to a person, you need to make sure they are already in your contacts. If you have just added them through Zapier, they should already be there. If not, you can manually add them by going to your contacts and clicking on the "Add Contact" button.
Step 2: Open the Person's Profile
Once you have located the person in your contacts, click on their name to open their profile. This will bring up all of their information and any tickets that are currently attached to them.
Step 3: Click on "Attach Ticket"
In the person's profile, you will see a button labeled "Attach Ticket" near the top of the page. Click on this button to begin attaching a ticket to this person.
Step 4: Select the Ticket to Attach
A pop-up window will appear with a list of all your available tickets. Select the ticket you want to attach to this person and click "Attach".
Step 5: Confirm the Attachment
After selecting the ticket, you will be brought back to the person's profile where you will see the ticket listed under their information. This confirms that the ticket has been successfully attached to this person.
How to Configure Swapcard Registration with Zapier
If you are using Swapcard for your event registration, you can easily integrate it with Zapier to automate the process of adding new attendees to your event. This will save you time and effort, and ensure that all your attendee information is accurately captured.
Step 1: Configure Registration Mode
The first step is to make sure that your registration mode is set to Swapcard Registration.
Step 2: Create Tickets on Swapcard
In order for Zapier to assign tickets to new attendees, you will need to create at least one ticket on Swapcard. This can be done in the "Tickets" section of your event dashboard.
Step 3: Set Up Zapier
Now it's time to head over to Zapier and create a new zap. A zap is a connection between two applications that allows them to communicate with each other.
Step 4: Select Trigger
The trigger is the event that will initiate the zap. In this case, we want the zap to be triggered when a new attendee is added to your event.
Step 5: Select Swapcard as Application
Next, you will need to select Swapcard as the application that you want to connect with your trigger application.
Step 6: Select "Create Person" as Action
Now you will need to select the action that you want Zapier to perform when the trigger event occurs. In this case, we want Zapier to create a new person (attendee) on Swapcard.
Step 7: Map Required Fields
In order for Zapier to create a new person on Swapcard, you will need to map all the required fields. These are the fields that are necessary for creating a new person, such as email, first name, last name, and client ID.
Step 8: Assign Ticket
Finally, you will need to select the ticket that you want to assign to the new person on Swapcard.
That's it! Your zap is now set up and ready to go. Whenever a new attendee is added to your event, Zapier will automatically create a new person on Swapcard and assign them the selected ticket. This will save you time and ensure that all your attendee information is accurately captured.