Sessionboard users can connect their events with ExpoPlatform and sync session and speaker data from Sessionboard to ExpoPlatform.

This one-way integration is a user-friendly process that facilitates data transfer to ExpoPlatform once users have approved their session submissions and confirmed speakers in Sessionboard.

Connect Integration

Integrations are connected on the organization level in Sessionboard.

After logging in, click “Go to org” to access your event's 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 ExpoPlatform, enter the API key and base URL associated with your event. Ensure the URL has no trailing spaces or symbols after the domain name.

Map Events

Once the integration is connected, a window will appear prompting you to map your ExpoPlatform events with Sessionboard ones. Select the ExpoPlatform event from the dropdown list, then choose the Sessionboard event in the right-hand dropdown.

Click “Add Mapping” to complete the mapping process.

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.

Mapping Criteria

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

Remove Mapping

To remove event mappings, go to Organization -> Integrations and click Settings.

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

NOTE: Removing a mapping will not disconnect the integration. Other mapped event pairs will continue to sync on request. However, removing a mapping will remove the sessions, speakers, and associated data from the previously-connected EP event. This is so we can sync them to the new event when it is mapped.

Syncing Sessions and Speakers

NOTE: Sessions and/or speakers will not be removed from ExpoPlatform if speaker and/or session statuses are changed in Sessionboard. Admins will have to manually delete the session/speaker record in ExpoPlatform.

Before initiating a sync, ensure that you have reviewed and accepted the sessions that you want to sync to ExpoPlatform. Sessions must have a date and time to be synced and be in the future.

You’ll also want to ensure that sessions have rooms (locations), tags, formats (types), and languages if you want those to sync with the associated session.

Note that a language must exist in ExpoPlatform to be synced. If the language does not exist there, the session will be set as English.

Sessionboard is not able to sync speakers to existing contacts in ExpoPlatform. To ensure a seamless syncing of data, we require you to delete/disconnect contacts within ExpoPlatform that have similar email addresses as speakers within Sessionboard.

Also, verify that the timezone matches in both events before syncing. To do this in Sessionboard, go to the Details page, then select a timezone based on GMT offset.

If you need to change the timezone in Sessionboard, please contact support@sessionboard.com for assistance.

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

Title *
Description
Starts At datetime *
- Sessions that are dated in the past will not be synced to ExpoPlatform.
Ends At datetime *
- Sessions that span multiple dates are not supported in ExpoPlatform and will be synced as the same calendar day
- Sessions that have passed will not sync.
Language *
- The language must exist in ExpoPlatform. If it does not, English will be selected.
- Field names can not be edited once you have begun syncing to a partner system. To edit a field name, we recommend creating a new field name and associating it with the session before re-syncing.
Tags
- Field names can not be edited once you have begun syncing to a partner system. To edit a field name, we recommend creating a new field name and associating it with the session before re-syncing.
Format *
- Session Type
- Field names can not be edited once you have begun syncing to a partner system. To edit a field name, we recommend creating a new field name and associating it with the session before re-syncing.
Tracks
- Field names can not be edited once you have begun syncing to a partner system. To edit a field name, we recommend creating a new field name and associating it with the session before re-syncing.
Locations
- Field names can not be edited once you have begun syncing to a partner system. To edit a field name, we recommend creating a new field name and associating it with the session before re-syncing.

Speakers

First Name *
Last Name *
Email *
Title
Company Name
Website
Mobile Phone (Tel)
Biography
Address
Zip (Postcode)
Headshot
Facebook URL (Page)
LinkedIn URL (Page)
Twitter URL (Page)

Initiate Sync

Go to Sessions - Agenda.
Under Options, click “Sync to ExpoPlatform”
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.
3. If there is an issue, a message will appear verifying the number of sessions and speakers that were attempted to sync and that successfully synced. Please check that your sessions have all the required fields and contact us if your issue persists.

Resync Behavior

Currently, syncing is a one-step process. There is no ability to sync individual sessions or speakers.

On resync, new sessions and speakers that have been added to the agenda in Sessionboard will be sent to ExpoPlatform. 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.

Deleting sessions or speakers in either platform will not affect data in the other platform. Once a session has been deleted in ExpoPlatform, it will not sync again from Sessionboard.

We recommend editing your data in Sessionboard prior to initiating a sync, then in the partner platform post-sync.

Disconnect Integration

To disconnect from the integration, go to Organization -> Integrations

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

Once the integration is disconnected, you can reconnect using a separate API key or base URL, 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.