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How to import/export your Swapcard data with Zapier ?
How to import/export your Swapcard data with Zapier ?
Updated over a week ago

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.

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