Introduction
Our native integration with Swoogo is the fastest (and easiest) way to keep your registrants, speakers, sessions, speaker assignments to sessions and sponsor booths in sync between the two platforms. This article will explore the set-up, advanced customizations, limitations and use-cases for this integration.
Use-cases/ Requirements to use the native integration
The native integration is right for your event if your Swoogo event's set-up meets the following criteria:
Registrants
You are using Swoogo's registrant feature
You want to bring over all, or just a portion of your registrants based on registrant type or a specific value in a Swoogo custom field (note: ideally the Swoogo custom field should be of type text, and not any complex data types like objects)
You want to divide people into Brella user groups based on their Swoogo registrant type (and not using some Swoogo custom field/ other default Swoogo field)
Your event doesn't allow ticket transfers (after you open access to Brella), OR ticket transfers are performed by cancelling the old registrant and creating a new registrant for the new person
Updates to invites are supported, however, if the same registration is transferred to another person after a person joins the event on Brella, this is not supported via the native integration at present
You do not want to segment/ limit registrants by their status in Swoogo (at present, we bring over all statuses, except for waitlisted and cancelled).
You do not need to delete registrants from Brella automatically (you can still do this manually)
Speakers
You are using Swoogo's speaker feature
You want to bring over all, or just a portion of your speakers based on a specific value in a Swoogo default or custom field (note: ideally the Swoogo custom field should be of type text, and not any complex data types like objects)
Sessions
You are using Swoogo's sessions feature
You want to bring over all, or just a portion of your sessions based on a specific value in a Swoogo default or custom field (note: ideally the Swoogo custom field should be of type text, and not any complex data types like objects)
You are using Swoogo's tracks field to divide your sessions by location or theme (making sure that each track doesn't have any overlapping sessions within it) — Brella has a track-based schedule, and sessions within a single track cannot overlap
You want to automatically assign speakers to a session
Note: The speaker integration must be set-up and running prior to setting up the session integration
You do not want to automatically delete sessions in Brella (this can be done manually, if they are deleted in Swoogo)
You do not need to bring over session registrations from Swoogo
If you do require this, please inquire about our managed integrations or API integrations — support for this within the native integration will be added in H2 2024
Sponsors
You are using Swoogo's sponsors feature
You want to bring over all, or just a portion of your sponsor booths based on a specific value in a Swoogo default or custom field (note: ideally the Swoogo custom field should be of type text, and not any complex data types like objects)
You do not need to automatically sync rich media (eg: products, interactive items like slide decks etc.) — these can be set-up by you or your sponsor admins in the Brella sponsor portal
You are using Swoogo's sponsor levels — the level/ category mapping is performed automatically and cannot be customized in Brella
You do not want to automatically delete sponsors in Brella (this can be done manually, if they are deleted in Swoogo)
Limitations
At present, the native integration only supports bringing data from Swoogo into Brella.
If you require a bi-directional sync (or need to send data over to Swoogo), please inquire about our managed integration packages from your Customer Success Manager, or consider using our API or Zapier integration offerings.
At present, the native integration can only perform non-destructive actions for safety purposes. In other words, deleting items is not supported. This feature will be added in H2 2024 after gathering customer feedback and usage data.
At present, session registrations/ RSVPs cannot be transferred via the native integration — this feature will be added in H2 2024.
At present, each organization in Brella only supports a single Swoogo API credential (so you cannot connect multiple Swoogo workspaces/ organizations to a single Brella organization).
You can, however, connect registrants, speakers, sponsors and sessions multiple Swoogo events to a single Brella event (provided that all of the events in question exist within the same Swoogo organization/ workspace).
Set-up: Authentication
After the native integration feature has been enabled for your organization (please ask your Brella Customer Success Manager to do this for you), visit the "Integration credentials" section within your organization
A note:
Credentials are set-up at the organization level, and not at the event level — this means that the same credential can be re-used for all of your events!
Click on the green "Add new" button, which will open a modal similar to this screenshot:
First, pick "Swoogo" as the "Service" and give your credential a memorable name. Then, visit your Swoogo Admin Panel to get your Client ID and Client Secret.
In Swoogo, click on your name in the top right hand corner of the screen, and navigate to "My Profile".
Then, navigate to the "API Credentials" sub-tab and you will find the "Consumer Key (API Key)" and "Consumer Secret (API Secret)".
The "Consumer Key (API Key)" goes in the "Client ID" field in Brella, and teh "Consumer Secret (API Secret)" goes in the "Client Secret" in Brella
A note:
Make sure that you paste the complete values into Brella — and that there are no unnecessary spaces at the beginning and the end of each one.
Another note:
If you press the "Regenerate Consumer Key And Secret" button in Swoogo, these two values will change, and the old ones will become invalid — if you have already pasted the old values into Brella and created the credentials, you will need to re-do these steps, or your integrations will stop working.
Click on the "Create" button to create and save your credentials. These are now usable by any event within your organization.
A note:
As mentioned in the "Limitations" section of this article, at present, each organization in Brella only supports a single Swoogo API credential (so you cannot connect multiple Swoogo workspaces/ organizations to a single Brella organization).
You can, however, connect registrants, speakers, sponsors and sessions multiple Swoogo events to a single Brella event (provided that all of the events in question exist within the same Swoogo organization/ workspace).
Set-up: Syncs
After setting up the credentials, you are now ready to set-up syncs which will do the heavy lifting and keep your data, well, in-sync, with Swoogo (which is they they are called syncs).
We currently support four types of syncs:
Registrants from Swoogo to Brella
Speakers from Swoogo to Brella
Sessions from Swoogo to Brella (including speaker assignments)
Sponsors from Swoogo to Brella
Another sync is coming soon (current ETA: H2 2024):
Session Registrations from Swoogo to Brella
Many syncs to rule them all
You can set-up multiple syncs of the same type — each with different conditions and mappings — or even pulling data from different Swoogo events (that exist within the same Swoogo workspace/ organization).
For example, you could have one registrant sync that pulls in your "VIP" registrant type (with a specific set of field mappings), and another registrant sync which pulls in your "General" registrant type (with a separate set of field mappings).
To set-up your first sync, navigate into your Brella event, and click on the "Native integrations" menu item in the sidebar. Then, click on the green "Configure" button on the "Swoogo" card.
This will open up your Swoogo integration dashboard. Go ahead an click on the green "Create new sync" button to get started.
This will open up a modal with the syncs available to you:
Pick a sync type and select your previously configured credential — then click on the "Start configuration" button to begin setting up the sync!
Setting up a sync is a three-step process:
Basic Setup
Field Mapping
Trigger
Set-up: Basic Setup (Step 01) of a Sync
During the first step, you should:
Give your sync a memorable name to help you identify it later (especially if you plan on having many syncs)
Good examples of names include "Reg sync from Swoogo event 123456", or "Reg - My Event Name in Swoogo". The only limits are your imagination — and the 50 character limit.
Ensure that you selected the correct credential/ connection
Add the Swoogo event ID corresponding to the event from which you want to bring data over to Brella
(Optional) Set-up filters to only bring over data that matches specific criteria.
Finding your Swoogo event ID
You will need to navigate back to Swoogo and find your Swoogo event's ID — this can be found under the ID column of your Swoogo events list (it's usually a 6 digit number):
(In the screenshot below, the "Brella (Demo 1-custom integration)" event has the ID "123456", and the "Brella Demo" event has the ID "120450").
Enter this number into the "Swoogo Event ID" field in the Brella sync set-up — then click on the green "Next step".
What about the filters?
This is an advanced feature, and is not covered in the basic set-up of this sync. Please see the "Set-up: Filters" section down below for more information on setting up filters.
Set-up: Field Mapping (Step 02) of a Sync
During the second step, you should:
Map your fields in Swoogo to the corresponding fields in Brella
We support bringing over data from both default and custom fields (beginning in c_) in Swoogo
Brella does have a nascent custom fields implementation as well. This is not yet supported in this native integration. We hope to add support for this in H2 2024.
How to map your data
Every sync has at least one "default" mapping — the "Swoogo ID" to "External UUID". You can't edit this, and it is required in order for the integration to keep track of items that have been brought over.
Some syncs (eg: Sessions from Swoogo to Brella) may have other default fields as well, for example, the start-time and end-time, which you cannot edit/ customize. This is to ensure that the integration functions as intended.
To begin mapping the fields you can customize, click on the "Add new mapping" button.
This will create a new mapping card.
Within this card, you can:
Select whether you want to map a "Default Swoogo field" (supported fields are pre-defined by us), or whether you want to map a "Custom Swoogo field" (these are custom fields which begin with c_ (eg: c_129481).
If you are unsure where to find the internal name of a specific custom field in Swoogo, please reach out to your Swoogo contact for assistance.
Decide which field goes to which Brella field (the supported fields in Brella are pre-defined, however, you can also type custom values here).
A Note:
Custom fields in Swoogo with the type "Object" are not fully supported yet — mapping a custom field with the object type to Brella will flatten the object into a single value.
Set-up: Trigger (Step 03) of a Sync
The third (and final) step of setting up a sync is deciding how often it triggers, or if you just want to run it once manually.
Syncs currently support three trigger types:
Minutely (every minute)
Hourly (every hour)
Daily (every day)
If you already have data in Swoogo, we recommend pressing the green "Sync existing records" to pull over any existing data.
Then, simply press the green "Activate pull" to have it activate and run at your desired interval (determined by the trigger type).
Editing an existing sync
You can always click "Configure" on any existing sync to edit it.
Things to remember:
Any changes to filtering or field mapping will only impact data pulled through / updated from this point forward — it cannot impact data already in Brella (unless those records are also updated in Swoogo). We typically recommend against changes to the field mapping or filtering in a pull while it's running.
If you absolutely need to make a change to the field mapping/ filters, you should:
Turn off the existing pull
Delete all the relevant data from Brella
This data is not recoverable! If you delete invites in Brella, after they have joined the app all associated meeting data, leads, sessions etc. for those attendees will be permanently lost.
Create a new pull with the desired (correct) field mappings/ filters.
Advanced: Filtering
If you only want to bring over specific registrants, you can set-up filtering in the first step of your sync.
Turn the "Filter records from Swoogo" toggle to the "on" position to enable filtering.
Then press the "Add new filter" button to add your first filter. This will create a filter card.
The filter card allows you to:
Filter Swoogo records using one of the pre-defined "Default fields" from Swoogo or a "Custom field" (beginning with c_". The available default fields to filter from are:
reg_type_id
company_name
You can define any specific value in the "Value" column. Please define only a single value for a single filter card.
If you want to bring over multiple reg_type_ids, for example, create individual cards for each one.
The "Operator" field has pre-defined operators you can use to match the data:
Equals
Not equals
Contains
Starts with
Ends with
A note:
While you can chain multiple filters together, you could end up with conflicting logic that results in no results being returned. If you test out a sync and it pulls nothing over, you would need to create a new sync to try again (as the running a sync the second time will only look for records that have an updated_at timestamp after the previous/ first run).
Logging
Each run of the integration generates a log row. At present, this consists of:
Run ID: The ID of the run — if you are contacting support for troubleshooting, please offer up the Run ID.
Status: The status returned by the Swoogo API — if there was an error, you would see it here. 200 means the API didn't return an explicit error (this does not always mean that there was any data to return)
Sync type: Whether the sync type is registrants, sessions, speakers or sponsors
Actions: This will allow you to edit the sync
More data will be added in the future.
Additional reading
What's happening behind-the-scenes when each sync runs: