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How to Sync Attendance Data and Survey Data with Airtable?
How to Sync Attendance Data and Survey Data with Airtable?

Learn how you can have your Zoom attendance data automatically sent to an Airtable page.

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Written by Brandon Chen
Updated over a week ago

Set up the Airtable integration with Virtually

In order to integrate with Airtable, you'll need these three fields:

Setting Up Your Tables

  1. Within your Virtually account, go to "Settings"

  2. Scroll down until you see "Your Airtable Account"

  3. Go to our sample template and create a new Airtable base and table with these exact fields as type "Single line text" except for "Session Rating" which should be a number.
    ​
    ​You'll need to create these exact fields for the export to work correctly:
    ​
    ​Attendance Data Table
    - Attendee Name
    - Attendee Email
    - Session Date
    - Attendee Join Time
    - Attendee Status
    - Excused
    - Guest
    - Session Name
    - Session Tag
    ​
    ​Survey Data Table
    - Attendee Name
    - Attendee Email
    - Session Date
    - Session Name
    - Session Tag
    - Session Rating // NOTE: this type should be a number
    - Session Comment
    - Submission Date
    ​
    ​Important: Any typos or field type mismatches will also prevent the export from working correctly. Please double check for case mismatches and any misspellings.
    ​    ​

Getting your Airtable Personal Access Token

  1. Sign into https://airtable.com/create/tokens (make sure you're logged into the same account you used to create the tables above).

  2. Click the "create new token" button

  3. Give the token a name that you can use to differentiate from other tokens (e.g. Virtually Auth Token)

  4. In the "Scopes" section, select both data.records:read and data.records:write.

  5. In the "Access" section, select the base you want your attendance and survey data to be sent to.

  6. When all is done, you should see something like the above. Go ahead and hit "Create token".

  7. You should see a pop-up with your token's value. Make sure to copy this so you can store it in Virtually, as Airtable won't show it again. You can also optionally store it in another safe place, like a password manager, for easy access back to it.

  8. You should now see the new auth token in your dashboard

  9. We'll use the new value you created in the next section.

Getting your Airtable Base ID

  1. Go to https://airtable.com/api

  2. Sign in if you're not signed in and click on the Airtable page to which you'd like to export data.

  3. Now copy the part of the URL which has "app" at the start, until the first forward slash ("/"). For example, if your Airtable URL is https://airtable.com/appRt3wnABCeEGVhl/tblentT1hmw2yofUs/viwbSlxRaqK2lKTqN?blocks=hide, your Base ID would be "appRt3wnABCeEGVhl".

Getting your Airtable Table Name

  1. This one's easy! Just go to the sheet you want to use and copy the title in the tab at the top. Please note that this field is case sensitive, so you must copy it exactly. For example, this would have a name of "Template":

Adding to Virtually

  1. Navigate to the "settings" tab in your Virtually admin dashboard.

  2. Click on "Integrations" at the top.

  3. Scroll down to the "Airtable" section in "Not connected" and click "Connect"

  4. Paste the Personal Access Token and Base ID you obtained in the previous steps and hit "Save". (The token should start with the prefix pat and the Base ID should start with the prefix app.)

  5. Now, click "Add" for the Attendance data and input the name of the table. In our example above, our table was named "Template" so we would add that name. Important: if you change the name of the Airtable table in the future, you must change its name in Virtually as well.

6. Repeat for "Post-event survey data". We recommend setting up another Airtable sheet to track this data.

Testing the Connection

  1. Once you have everything set up, just click "Send test data" for each table you wish to test. You should see the following toast after a few seconds:

2. Navigate to the appropriate table and check that you have sample entries loaded into Airtable.

3. If either of the above didn't work, please double check the above steps and reach out to hi@tryvirtually.com.

Manually Sync Attendance Data

To sync data to Airtable simply open up a recent attendance report and click the menu drop-down button:

Now, click "Export attendance data to Airtable" or "Export survey data to Airtable" to send this attendance/survey report to your Airtable base.

Automate Exports to Airtable

If you have everything set up above, Virtually will automatically export attendance data to your Airtable at the end of each event.

Here's a quick video showing this feature in action:

From there, we encourage you to build out dashboards in Airtable to showcase the data however works best for your organization!

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