Eventbrite - Upshot - Integration

This guide will outline how to setup and use the Eventbrite integration with your Upshot account. This integration will allow users to import session and register data, into Upshot, of those individuals that have booked onto your sessions via Eventbrite.

• Linking your Eventbrite and Upshot accounts
• Adding the Eventbrite ID to a particular session
• Populating the session details
• Fetching the Register
  • Tips
• Submitting the Register
• Frequently Asked Questions (FAQ's)

Linking your Eventbrite and Upshot accounts

To link your Eventbrite and Upshot accounts:

• Log into both your Eventbrite and Upshot accounts
• On Upshot, go to Admin > Integrations
• Click Activate under Eventbrite *
• When your integration is active it will look like the below

*if the option to Activate the Eventbrite integration is not currently displayed please contact support@upshot.org.uk

Note (i): Only users with the System Admin can link your Upshot and Eventbrite account.

Note (ii) An Upshot account can only be linked to one Eventbrite account at a time

Adding the Eventbrite ID to a particular session

Once the integration is activated users will now be able to add a Booking system ID, found on Eventbrite, to a session they create on Upshot.

It is this ID, that will import into Upshot the associated Eventbrite session information (date, time, location) and those that have booked onto the session.

The booking system ID on Eventbrite can be found on an events ‘Dashboard’ page.

There is a section called Share> Event URL

This link can be copy and pasted into the booking system ID displayed above.

Alternatively, users can just copy and paste the numbers at the end of the events URL.

Recurring /Series Events

If, on Eventbrite, the event you have created is a recurring event / a ‘series’, users can either choose to import all events from the series at once or just a single instance.

Importing a series is the same steps as above, finding the link from the dashboard and adding to Upshot as described below.

When you have a recurring event on Eventbrite, users will have the option to select a single ‘instance’ of this event.

Clicking on the instance will take you to the dashboard for that instance, using the link from here will just import that sessions details onto Upshot.

Populating the session details

Once the Booking System ID has been added click Get Eventbrite Data.

This will automatically populate the Date, Time, Duration, Title and Location of the session.

The Title will be the ‘Event title’ from Eventbrite, this can be removed if not needed on Upshot.

The Additional Session Information will also be prepopulated with the information found under an event's 'Summary' on Eventbrite, as well as the Eventbrite ticket URL. This can be beneficial if organisations are sharing their session calendar, providing participants with the link to book onto sessions directly through here.

Note (i): If there are multiple Locations within your Upshot account that match the Eventbrite location, users will be prompted to choose the relevant one. A 'match' is identified as those with the same 'First line of address & Postcode'.

Note (ii): If on Eventbrite the Location is listed as an ‘Online Event’ rather than a ‘venue’, on Upshot the location will be listed as ‘unknown’ and will need to be manually amended before being able to submit.

Users can then click Save or Save and add register as before.

Fetching the Register

On the register page users can click the Fetch register from Eventbrite button to import all attendees that have booked onto this session via Eventbrite.

Note: The register can be fetched multiple times but be aware that this refreshes the whole register and removes any manual amendments that users may have already made.

Attendees will be identified as either:

• Existing Upshot attendees
• New attendees to be created in Upshot
• Possible existing attendees to verify

Attendee 'Categories'

Existing Upshot attendees:

The integration matches attendees to existing Upshot profiles primarily through the 'default' data fields of ‘First Name, Last Name and Email’ – following that ‘Gender, Postcode and Phone Number.’

New attendees to be created in Upshot:

The attendee profiles created on the system will record as a minimum the First name, Last name and email address of attendees as these are Eventbrite default fields.

If organisations collect the following additional information on Eventbrite for individuals registering for an event this will also be added to their newly created Upshot profile:

No other fields of information will be automatically added to the profiles on Upshot, but these profiles can be updated manually within the system later.

Users can also later identify those new attendees that have been added to the system via the Eventbrite integration. This information would be found on the 'Summary' on an attendees profile or in a export of the People Report under the column titled Added via.

Possible existing attendees to verify:

These are multiple existing profiles within your Upshot account that match the data of the individual that registered via Eventbrite.

To help you identify which is the correct individual a hyperlink is provided to access the attendee’s full profile.

Select the relevant profile you wish to use using the check box.

Tips

To assist with data accuracy and identifying existing Upshot profiles we would recommend that organisations do the following:

• On Eventbrite - ensure your order form is collecting information on 'Each attendee' rather than 'Buyer only'.
• On Eventbrite - add 'Sex' as a question on the order form for an event
• On Upshot - ensure they are collecting the email addresses of attendees on their Upshot account

Submitting the Register

Click ‘Fetch Register’ on the page above.

The user will be taken back to the register page where they can manually amend any of the options within the register as normal.

The register will currently be saved as a ‘draft’, be sure to SUBMIT the register when relevant.

Frequently Asked Questions (FAQ's)

Setting up the integration

What do I need to use this integration on Upshot?

An Eventbrite account. Eventbrite accounts are free to create and from there you can list out any sessions your organisation is running that you would like people to book onto. You can then use that unique Event ID to import the relevant data into Upshot.

If the above is in place, please contact support@upshot.org.uk and we will activate the integration for your organisation at our end.

Can organisations link more than one Eventbrite account to their Upshot account?

Only one Eventbrite account can be linked to an Upshot account at one time, but organisations can manage this integration from the System Admin tab.  If your organisation has multiple Eventbrite accounts, you can choose to activate/deactivate the integration as often as needed to switch between your Eventbrite accounts.

Is there anything that would be helpful to do to ensure the integration works as well as possible?

Yes! To assist with data accuracy and identifying existing Upshot profiles we would recommend that organisations read the following tips, in particular ensuring that their Eventbrite order form is collecting information on 'Each attendee' rather than 'Buyer only.'

Is any data from Upshot shared back to Eventbrite?

No! The integration only works one way, with information from Eventbrite flowing into Upshot, not vice-versa.

What information should I collect or record on Eventbrite?

The information organisations choose to collect or record on Eventbrite is up to themselves as data controllers. Upshot will only import the specific data outlined above.

Adding Sessions

Can Upshot users import a 'series event' created on Eventbrite?

Yes! If, on Eventbrite, the event you have created is a recurring event / a ‘series’, users can either choose to import all events from the series at once or just a single instance. This is described in the section here.

What criteria does the integration use to match the Eventbrite event address with the Upshot 'Location'?

To find a match with an existing Upshot Location, the system looks for a match between the first line of the address and the postcode. If there are multiple matches users will be prompted to choose the correct Upshot Location, if there are no matches a new Location will be automatically created.

Does the integration enable users to record online sessions?

Yes! When importing these sessions, the Upshot 'Location' will show as 'Unknown' - users will need to select a relevant location to submit their register as normal. A new location called 'Online' could be added by following the steps here.

Fetching the register

When fetching the register, what information is used to match with an existing Upshot profile?

The integration matches attendees to existing Upshot profiles primarily through ‘First Name, Last Name and Email’ – following that ‘Gender, Postcode and Phone Number.’

When fetching the register, will existing attendees have their registration information (Email, Phone number) automatically updated via the integration?

No, if an existing profile is found then the integration will not update their existing details.

When fetching the register, what information will be be imported from my order form on Eventbrite for any new attendees created on Upshot?

Only particular Eventbrite default fields (First name, Last name, Email address, Gender, Cell Phone, Home Phone and Address details) will be imported into any newly created attendee profile on Upshot. No other Eventbrite default fields or custom fields on your Eventbrite order form will be imported.

In some instances it may be helpful to aim for the majority of attendees to be added to, or on, Upshot before them being 'fetched' by the integration.

This would ensure the attendees have all the relevant information on their profile on Upshot for reporting purposes, while also allowing organisations to then minimise their order form on Eventbrite rather than asking a series of registration style questions for every single event.

Attendees can be added to Upshot beforehand in one of three ways listed here.

If my Upshot registration form contains 'required' fields that are either not collected on Eventbrite, or cannot be imported into Upshot as they are a custom field, will any 'new attendees' still be able to be created?

Yes, for any new attendees created on Upshot at the 'fetch register' stage they will be created regardless of whether they have all the information against any 'required' fields you have set on your Upshot registration form.

When fetching the register, if an attendee has cancelled their ticket/booking on Eventbrite, will they still be added to my Upshot register?

No, when fetched the Upshot register will only import those with 'active' tickets.

After fetching the register, can I add additional attendees to it (i.e. those that had not booked on Eventbrite)?

Yes, once the register has been fetched users can interact with it as usual, removing attendees or adding new ones from their database.

Can I fetch the register multiple times in the run up to an event?

The register can be fetched multiple times but be aware that this refreshes the whole register and removes any manual amendments that users may have already made.