passkey integration user guide - force.com
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Cvent, Inc 1765 Greensboro Station Place McLean, VA 22102
www.cvent.com
2 ©2018 Cvent,Inc.
Key Terms ..................................................................................................................................................................................................................... 3 Enabling Passkey Integration for Your Account ................................................................................................................................................ 4
Enabling Two-Way Passkey for an Event .................................................................................................................................................... 4 Enabling One-Way Passkey for an Event .................................................................................................................................................... 5
Setting Up the Integration in Passkey .................................................................................................................................................................. 6 Setting Up the Integration in Cvent .......................................................................................................................................................................7
Connecting Your Cvent and Passkey Events..............................................................................................................................................7 Setting Up Attendee Mappings ..................................................................................................................................................................... 8 Verifying Successful Event Linking ............................................................................................................................................................... 8 Setting Up Hotel Request Setup ................................................................................................................................................................... 8
Fields Synced Automatically Between Cvent and Passkey .........................................................................................................................10 Registering for Events and Booking Hotel Rooms ...........................................................................................................................................11
3 ©2018 Cvent,Inc.
Passkey Integration User Guide Welcome to the Passkey Integration User Guide!
In this user guide, you will learn the basic steps to setting up the Passkey integration in your Cvent account.
Passkey is a provider of web-based applications that automate the processes of making hotel reservations and managing group housing.
With this integration, registrants can make hotel reservations in your organization’s Passkey room block at the end of the Cvent registration process. Passkey makes it easier to sync event and hotel details automatically to Cvent.
For more information, please contact your account manager.
Key Terms • Cvent Planner: The event planner responsible for setting up the event in Cvent and connecting
the Cvent and Passkey events. • Passkey Planner: The event planner responsible for setting up the Passkey event. While setting
up the event in Passkey, the planner adds hotel, room, and attendee types.
4 ©2018 Cvent,Inc.
Enabling Passkey Integration for Your Account Before setting up the integration, first enable it for your Cvent account. To do this, contact your account manager. Your account manager will then work with technical teams to enable the integration for your account.
The two-way Passkey integration can only be set up for new events created after January 11, 2018. For events created on or before that date, one-way Passkey integration can be enabled. For more information, go to page 5.
NOTETo use Passkey in an event, set up the integration prior to launching the event.
Enabling Two-Way Passkey for an Event Cross Events > Step 2: Select the Event’s Features
To integrate the two applications, make sure you have a corresponding event set up in Passkey. Then you will need to enable two-way Passkey integration when creating your event in Cvent so reservation data can be synced between the two systems.
To do this: 1. Under the Travel section, click Hotel Accommodations and select Two-way Passkey integration. Your
event can now integrate with Passkey. 2. Click Next and continue setting up your event.
5 ©2018 Cvent,Inc.
Enabling One-Way Passkey for an Event Event Details > General > Event Configuration
For events created on or before January 11, 2018, one-way Passkey integration can be enabled.
To do this: 1. On the Event Features tab, click Edit. 2. Under the Travel section, click Hotel Accommodations and select Passkey Housing System. 3. Click Save.
4. Go to Website & Registration > Registration > Registration Settings and on the Travel tab, click Edit. 5. Under Hotel Requests, select whether to allow hotel requests.
• If No, continue to page 6. 6. If Yes, under Hotel Request Setup, enter the event’s code in the Passkey Event Data field. The Passkey
event planner will send you the event’s code. 7. Click Save. Your event can now integrate with Passkey.
6 ©2018 Cvent,Inc.
Setting Up the Integration in Passkey The Passkey planner is the person responsible for setting up the Passkey event on the hotel side. The Passkey planner sets up the event in Passkey, and provides the Event Passkey URL to the Cvent planner.
The Passkey planner configures the Passkey event and sets up room blocks and business rules. Once this is done, they go to Website > Event Website > View All URLs in Passkey, and copy the Event Passkey URL. They will then give this URL to the Cvent planner.
The Passkey planner needs to also set up the event to make sure that data is returned to Cvent. To do this, the Passkey planner will go to Details > Registration > Add a Provider and add Cvent as a registration provider, enable Event Connector for Cvent registration, and enable default callbacks.
NOTE If the Callback URL needs to be added manually,
enter: https://api.cvent.com/ passkey/v1/ passkeyCallback?ackNo= [[resAckNum]]&bridgeId= [[bridgeID]]&eventId=[[eventID]] &type=[[resStatus]].
Connecting Your Cvent and Passkey Events Event Details > Travel > Hotel Accommodations
To set up the Passkey integration for your event in Cvent, you will need to get the Event Passkey URL from the Passkey planner.
On the Passkey Setup tab, enter the URL in the Passkey Event URL field and click Save. Your event will now be connected with both Passkey and Cvent, and available hotel and room block information will be returned to Cvent.
You can also customize the following: • “Add Request” Link Text: This displays on the Registration Confirmation page. • “Edit Request” Link Text: This displays on the Registration Confirmation page. • Passkey Page: The Passkey event page (e.g., Welcome Page or Lodging Page) that users are sent to
after clicking Add Request.
Setting Up Attendee Mappings Event Details > Travel > Hotel Accommodations
On the Attendee Mapping tab, you can set up attendee type mappings by admission item or registration path. This allows attendees to redirect to Passkey and book lodging through Passkey.
NOTE Once attendee mappings are set up, attendee
types, hotel name, and hotel room cannot be changed in Passkey, and new room types cannot be
added to the integration.
Verifying Successful Event Linking Event Details > Travel > Hotel Accommodations
On the Hotels tab, hotel details from Passkey, including hotel name and address, will automatically populate. If you do not see this information, your event did not connect properly.
Once your event has been connected, hotel details cannot be edited within Cvent. When an event is linked between the systems, only reservation details will be synced, while hotel information stored in the event will not be synced to Cvent.
Setting Up Hotel Request Setup Event Details > Travel > Hotel Accommodations
On the Hotel Request Setup tab, you can select which hotel information to display on hotel requests.
9 ©2018 Cvent,Inc.
Customizing Hotel Request Text You can customize the text your invitees will see on the registration page under the Hotel Request section.
To do this, go to Website & Registration > Website > Language Management: 1. On the Desktop tab, click Advanced Search and enter “lbl_reg_0041” in the Text ID field. 2. Click Search. 3. Under Action, click then enter your text in the Custom Text field. 4. Under Action, click .
10 ©2018 Cvent,Inc.
Fields Synced Automatically Between Cvent and Passkey A number of fields are synced between Passkey and Cvent, including hotel and reservation details.
Hotel Details: • Hotel Name • Hotel Address
NOTE Duplicate names cannot be used in Passkey or information will not be synced. Only unique hotel names can be associated with an individual Passkey event. The same hotel name can be used across events.
Reservation Details: • Reservation Status • Reservation Name • Room Type • Room Rate • Room Charge • Smoking Room • ADA Room • Number of Rooms • Check-In Date • Check-Out Date • Passkey Acknowledgement Number • Created Date • Last Modified Date
NOTE
Each attendee can have only one reservation. Reservations can be modified and the changes will be returned to Cvent. Once a reservation is canceled in Passkey, the attendee also has to cancel their Cvent registration before making another reservation in Passkey.
11 ©2018 Cvent,Inc.
Registering for Events and Booking Hotel Rooms The Passkey integration is now enabled and invitees can register for your event in Cvent. Once they have registered, they can go to Passkey to book their hotel reservations through a link on the registration confirmation page.
When booking in Passkey, registrant information will populate automatically when the registrant chooses a hotel and hotel room. Once registration is complete, registrants will be taken to a confirmation page that includes their reservation details.
To make sure reservation data syncs with your event, have invitees register within your event only. If invitees register using links provided by Passkey or using the Room List Manager in Passkey, reservation data will not sync.
NOTE
Setting Up Attendee Mappings
Verifying Successful Event Linking
Fields Synced Automatically Between Cvent and Passkey
Registering for Events and Booking Hotel Rooms
2 ©2018 Cvent,Inc.
Key Terms ..................................................................................................................................................................................................................... 3 Enabling Passkey Integration for Your Account ................................................................................................................................................ 4
Enabling Two-Way Passkey for an Event .................................................................................................................................................... 4 Enabling One-Way Passkey for an Event .................................................................................................................................................... 5
Setting Up the Integration in Passkey .................................................................................................................................................................. 6 Setting Up the Integration in Cvent .......................................................................................................................................................................7
Connecting Your Cvent and Passkey Events..............................................................................................................................................7 Setting Up Attendee Mappings ..................................................................................................................................................................... 8 Verifying Successful Event Linking ............................................................................................................................................................... 8 Setting Up Hotel Request Setup ................................................................................................................................................................... 8
Fields Synced Automatically Between Cvent and Passkey .........................................................................................................................10 Registering for Events and Booking Hotel Rooms ...........................................................................................................................................11
3 ©2018 Cvent,Inc.
Passkey Integration User Guide Welcome to the Passkey Integration User Guide!
In this user guide, you will learn the basic steps to setting up the Passkey integration in your Cvent account.
Passkey is a provider of web-based applications that automate the processes of making hotel reservations and managing group housing.
With this integration, registrants can make hotel reservations in your organization’s Passkey room block at the end of the Cvent registration process. Passkey makes it easier to sync event and hotel details automatically to Cvent.
For more information, please contact your account manager.
Key Terms • Cvent Planner: The event planner responsible for setting up the event in Cvent and connecting
the Cvent and Passkey events. • Passkey Planner: The event planner responsible for setting up the Passkey event. While setting
up the event in Passkey, the planner adds hotel, room, and attendee types.
4 ©2018 Cvent,Inc.
Enabling Passkey Integration for Your Account Before setting up the integration, first enable it for your Cvent account. To do this, contact your account manager. Your account manager will then work with technical teams to enable the integration for your account.
The two-way Passkey integration can only be set up for new events created after January 11, 2018. For events created on or before that date, one-way Passkey integration can be enabled. For more information, go to page 5.
NOTETo use Passkey in an event, set up the integration prior to launching the event.
Enabling Two-Way Passkey for an Event Cross Events > Step 2: Select the Event’s Features
To integrate the two applications, make sure you have a corresponding event set up in Passkey. Then you will need to enable two-way Passkey integration when creating your event in Cvent so reservation data can be synced between the two systems.
To do this: 1. Under the Travel section, click Hotel Accommodations and select Two-way Passkey integration. Your
event can now integrate with Passkey. 2. Click Next and continue setting up your event.
5 ©2018 Cvent,Inc.
Enabling One-Way Passkey for an Event Event Details > General > Event Configuration
For events created on or before January 11, 2018, one-way Passkey integration can be enabled.
To do this: 1. On the Event Features tab, click Edit. 2. Under the Travel section, click Hotel Accommodations and select Passkey Housing System. 3. Click Save.
4. Go to Website & Registration > Registration > Registration Settings and on the Travel tab, click Edit. 5. Under Hotel Requests, select whether to allow hotel requests.
• If No, continue to page 6. 6. If Yes, under Hotel Request Setup, enter the event’s code in the Passkey Event Data field. The Passkey
event planner will send you the event’s code. 7. Click Save. Your event can now integrate with Passkey.
6 ©2018 Cvent,Inc.
Setting Up the Integration in Passkey The Passkey planner is the person responsible for setting up the Passkey event on the hotel side. The Passkey planner sets up the event in Passkey, and provides the Event Passkey URL to the Cvent planner.
The Passkey planner configures the Passkey event and sets up room blocks and business rules. Once this is done, they go to Website > Event Website > View All URLs in Passkey, and copy the Event Passkey URL. They will then give this URL to the Cvent planner.
The Passkey planner needs to also set up the event to make sure that data is returned to Cvent. To do this, the Passkey planner will go to Details > Registration > Add a Provider and add Cvent as a registration provider, enable Event Connector for Cvent registration, and enable default callbacks.
NOTE If the Callback URL needs to be added manually,
enter: https://api.cvent.com/ passkey/v1/ passkeyCallback?ackNo= [[resAckNum]]&bridgeId= [[bridgeID]]&eventId=[[eventID]] &type=[[resStatus]].
Connecting Your Cvent and Passkey Events Event Details > Travel > Hotel Accommodations
To set up the Passkey integration for your event in Cvent, you will need to get the Event Passkey URL from the Passkey planner.
On the Passkey Setup tab, enter the URL in the Passkey Event URL field and click Save. Your event will now be connected with both Passkey and Cvent, and available hotel and room block information will be returned to Cvent.
You can also customize the following: • “Add Request” Link Text: This displays on the Registration Confirmation page. • “Edit Request” Link Text: This displays on the Registration Confirmation page. • Passkey Page: The Passkey event page (e.g., Welcome Page or Lodging Page) that users are sent to
after clicking Add Request.
Setting Up Attendee Mappings Event Details > Travel > Hotel Accommodations
On the Attendee Mapping tab, you can set up attendee type mappings by admission item or registration path. This allows attendees to redirect to Passkey and book lodging through Passkey.
NOTE Once attendee mappings are set up, attendee
types, hotel name, and hotel room cannot be changed in Passkey, and new room types cannot be
added to the integration.
Verifying Successful Event Linking Event Details > Travel > Hotel Accommodations
On the Hotels tab, hotel details from Passkey, including hotel name and address, will automatically populate. If you do not see this information, your event did not connect properly.
Once your event has been connected, hotel details cannot be edited within Cvent. When an event is linked between the systems, only reservation details will be synced, while hotel information stored in the event will not be synced to Cvent.
Setting Up Hotel Request Setup Event Details > Travel > Hotel Accommodations
On the Hotel Request Setup tab, you can select which hotel information to display on hotel requests.
9 ©2018 Cvent,Inc.
Customizing Hotel Request Text You can customize the text your invitees will see on the registration page under the Hotel Request section.
To do this, go to Website & Registration > Website > Language Management: 1. On the Desktop tab, click Advanced Search and enter “lbl_reg_0041” in the Text ID field. 2. Click Search. 3. Under Action, click then enter your text in the Custom Text field. 4. Under Action, click .
10 ©2018 Cvent,Inc.
Fields Synced Automatically Between Cvent and Passkey A number of fields are synced between Passkey and Cvent, including hotel and reservation details.
Hotel Details: • Hotel Name • Hotel Address
NOTE Duplicate names cannot be used in Passkey or information will not be synced. Only unique hotel names can be associated with an individual Passkey event. The same hotel name can be used across events.
Reservation Details: • Reservation Status • Reservation Name • Room Type • Room Rate • Room Charge • Smoking Room • ADA Room • Number of Rooms • Check-In Date • Check-Out Date • Passkey Acknowledgement Number • Created Date • Last Modified Date
NOTE
Each attendee can have only one reservation. Reservations can be modified and the changes will be returned to Cvent. Once a reservation is canceled in Passkey, the attendee also has to cancel their Cvent registration before making another reservation in Passkey.
11 ©2018 Cvent,Inc.
Registering for Events and Booking Hotel Rooms The Passkey integration is now enabled and invitees can register for your event in Cvent. Once they have registered, they can go to Passkey to book their hotel reservations through a link on the registration confirmation page.
When booking in Passkey, registrant information will populate automatically when the registrant chooses a hotel and hotel room. Once registration is complete, registrants will be taken to a confirmation page that includes their reservation details.
To make sure reservation data syncs with your event, have invitees register within your event only. If invitees register using links provided by Passkey or using the Room List Manager in Passkey, reservation data will not sync.
NOTE
Setting Up Attendee Mappings
Verifying Successful Event Linking
Fields Synced Automatically Between Cvent and Passkey
Registering for Events and Booking Hotel Rooms