Cvent is a cloud-based enterprise event management platform that offers software solutions to event planners for online event registration, venue selection, event management and more. This article will show how to set up the connection to your Cvent account. After setting up the connector, the information from the Cvent events and participants will automatically flow into CRM as Events, Event Participations, and new or updated contacts.
Cvent offers both North America and EU API endpoints. You can use either endpoint to connect to ClickDimensions.
There is an additional charge from Cvent for using their API to connect with Click. Please contact your Cvent account manager for more information.
- Click's CRM
Navigate to the Cvent Connector
To get started, navigate to Settings and Support > ClickDimensions Settings > ClickDimensions Integrations Settings > Event and Meeting Connectors.
A new screen will pop up to show you all of your current Event connectors with their status, settings, and dates of creation/updating. Click Add New connector here.
Then choose between the two Cvent Connectors: Cvent (New) and Cvent (Legacy).
The Cvent (New) connector uses Cvent's new REST API, while the Cvent (Legacy) Connector uses Cvent's legacy SOAP API, which Cvent will be deprecating by 12/31/2025. The end-user experience is the same for both the Legacy and New connectors.
We strongly recommend using the Cvent (New) connector for any new connectors. If you have an existing Cvent (Legacy) connector, you will need to replace it with a Cvent (New) connector by 12/31/2025.
On the next window you will fill out your general settings and required Cvent API information.
When configuring a Cvent (New) connector, you will be asked for your Cvent User email, Client ID, and Client Secret:
If you are configuring a Cvent (Legacy) connector, you will be asked for your Cvent Account Name, API User name, and Cvent API Password:
General Settings
Connector Name: Input the name for how your connector will display in the Connector's Settings Window. (Customers will not see this name)
Reminder Email Address: Supply an email address here to notify when the connection expires. Cvent will ask you to re-authenticate your credentials one year after setting up the connection with Click.
Time Range: The Time Range is the time period used for syncing future event data. It is setup by default to 90 days. You can extend the time range to 6, 9, 12 or 18 months.
Default Action for Automatic Contact Creation: This will determine the default behavior for newly synchronized events and event participations.
- No Action: Only the event and event participation records will be created and contacts will not be generated automatically.
- Create Contact: New registrants will be created as contacts if their email address is not already present in your environment.
The default action can be overridden by the 'Action for Contact Creation' field on the Event records after they are created.
This field provides the same options and if it is updated on an Event record, then it will be applied to all future syncs for the event and will not be applied retroactively to event participations created before the update.
Fill the Cvent API Connection Information
In order for the connector to work, API access must be turned on in your Cvent account. If you do not have API access or are unsure please contact your Cvent Account Manager or Cvent Customer Care (1-866-318-4357).
You will need different information for a Cvent (New) connector which uses Cvent's REST API than for a Cvent (Legacy) connector which uses Cvent's legacy SOAP API.
When configuring a Cvent (New) connector you will need the User Email, Client ID, and Client Secret:
User Email: This is the email address for your Cvent user that has access to the Cvent REST API.
Client ID: Request this information from Cvent.
Client Secret: Request this information from Cvent.
If you are configuring a Cvent (Legacy) connector you will need the Account Name, Cvent API User Name, and Cvent API Password:
Account Name: This is your Cvent Account Name (found within the Cvent Administration Profile page)
API Username: Request this information from Cvent
API Password: Request this information from Cvent
Now press Add.
Once the connection to Cvent is established, the connector will pull Event Records and Event Participations into your CRM for webinars from the previous 90 days, and this initial sync will not create contacts. Afterwards, the connector will attempt to update upcoming events within the next 90 days every 60 minutes. Only present and upcoming events will be updated, so past events will not update during this scheduled sync. It is also possible to manually start a sync with the 'Sync Events' button, and please check our article here for more details.
Issues after Initial Setup
After completing the initial setup of your connector, you should begin to see Event records being created within CRM. If these records are not syncing, then you can check the Error Log to confirm if there may be any issues or errors occurring during the syncing process. If errors start occurring shortly after the initial setup of your connector, then you can try the following checks:
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Are the errors indicating an issue with accessing your account? If so, then please check if you are still able to log in to your account to ensure that the credentials are correct and to confirm that you are not using a trial account. Trial accounts have restrictions that may prevent our service from being able to properly connect.
- Delete and re-add the connector and then wait for an hour. Sometimes an issue can occur during the initial syncing process and deleting and re-adding the connector will allow us to retry the process. The hour wait time will help ensure that any cached details are cleared and will not affect the connection and also gives the Event records time to try syncing again.
FAQs
Why won't my archived events sync to CRM and Click?
According to Cvent (page 6 of this document), only active events are able to sync from their API. Archived events would therefore be excluded from any sync to Click.
| Feature Added: 2023.07 |
| Feature Updated: 2023.10 |
| Click Version Need: 2023.07 |