Eventbrite Integration Case Study
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CadmiumCD recently integrated their software with the world's most popular registration platform. Here's exactly what the software integration looks like for meeting planners who want to utilize it for their conferences, galas, and trade shows.
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Eventbrite Integration Case Study
- 1. TRACK Through the Wormhole: Integration Case Study Ariyo Shahry ariyo@cadmiumcd.com Michael Doane michael@cadmiumcd.com
- 2. Integrating Eventbrite + eventScribe for CadCon
- 3. Ariyo Shahry Lead Integration Developer at CadmiumCD ariyo@cadmiumcd.com Michael Doane Marketing Manager at CadmiumCD michael@cadmiumcd.com
- 4. Objectives The Basics of a Software Integration Integration Best Practices and Challenges CadCon Integration Case Study (Eventbrite & eventScribe)
- 5. What is a Software Integration?
- 7. Benefits of Integrated Systems
- 9. CHALLENGE #1 Unclear Goals If you don’t know where you’re going, you probably won’t get there.
- 10. CHALLENGE #2 Poor Communication If someone doesn’t own it, it’s going to end up nobody’s problem.
- 11. CHALLENGE #3 User Error If you expect it to work like magic, you’re in for a big surprise!
- 12. Best Practices For a Successful Integration
- 13. BEST PRACTICE #1 Clearly Define Your Goals Make sure your goals are well-defined before the software integration project begins, with measurable success metrics and a solid understanding of your data flow.
- 14. BEST PRACTICE #2 Have a Single Point of Contact Assign one person responsibility over the project to manage timelines, check progress, and make sure all stakeholders are on the same page at all times.
- 15. BEST PRACTICE #3 Test, Test, Test Create a testing plan with multiple people QCing (quality checking) the system for points of failure and processes that may confuse users.
- 17. Intent / Goals of Eventbrite + eventScribe Integration
- 18. Intent / Goals SaaS solution for quick setup and changes + maximum control over data and process. Didn’t need the most robust solution, but something inexpensive and flexible. Wanted users to be able to register, select sessions, and have those choices reflect on eventScribe. Needed changes to appear quickly in all systems (website, app, etc.). After CadCon offer this solution to clients who want a lightweight registration system.
- 19. Intent / Goals Background: CadmiumCD decided to use the Eventbrite registration system for our 2019 CadCon registrations. We also wanted to offer hands-on learning labs for registrants to select during registration. As part of the requirements, these selections as well the registrant’s profile information should be saved on CadmiumCD’s database as automatic plan on the CadCon eventScribe Website and App.
- 20. SaaS Solution Quick Setup + Maximum Control
- 21. Instant Changes Across Systems Registration + Website + App
- 22. How Did We Do It?
- 24. Building the Registration Site
- 25. Creating the Registration Form
- 30. Building the Event Website
- 31. Building the Event Website
- 32. This Guy Was Our Boomawrangler (Yes, Even We Had to Submit Boomerangs)
- 33. The Integration
- 34. Attempt #1 Single Sign On
- 35. How It Worked Solution: CadmiumCD created an integration between eventScribe (CadmiumCD’s attendee facing products) and Eventbrite (SaaS based registration and ticketing platform). We leveraged Eventbrite’s API to log attendees into eventScribe via SSO.
- 36. Why It Didn’t Work for Us It was a bad brand experience logging into Eventbrite from eventScribe and didn’t feel like a native eventScribe experience to users, causing confusion We would need to do more custom development to integrate Eventbrite SSO with eventScribe App Users couldn’t easily make changes to their registered session items We could not generate instant registrant reports without creating another integration to pull data from Eventbrite daily
- 37. Back to the Drawing Board
- 39. How It Worked Solution: CadmiumCD created an integration between eventScribe (CadmiumCD’s attendee facing products) and Eventbrite (SaaS based registration and ticketing platform). We leveraged Eventbrite’s webhooks to automatically be notified when a new registration has been completed or an existing one has been modified. This data coming from Eventbrite would create accounts on the eventScribe system and automatically create a plan based on the user’s selections during registrations.
- 40. The Right Solution for Us eventScribe accounts were instantly created upon registration & attendees sent login email Attendees could login to Website and App with eventScribe details Changes made in Eventbrite reflected in eventScribe, but data was secured and housed in CadmiumCD ecosystem Registration data was instantly sent to eventScribe, so we could easily generate attendee reports in our own system
- 41. Post-Reg Events Lunch Table Selection Integration
- 42. Custom Development Table Selection Tool
- 43. eventScribe Table Selection Integrated with Eventbrite
- 44. Did We Drink Our Own Kool-Aid?
- 45. BEST PRACTICE #1 Clearly Define Your Goals Kind Of – Marketing team and CadCon committee clearly defined goals and intent of integration. We had to do two total integrations to find the solution we were looking for.
- 46. BEST PRACTICE #2 Have a Single Point of Contact Yes! – Ariyo Shahry was the single point of contact that made sure all integration items were carried out in time.
- 47. BEST PRACTICE #3 Test, Test, Test 100% - We tested two different integration options to ensure user experience was consistent with past years and also intuitive. We had customer support systems in place to field questions.
- 48. Wrap Up: What We Learned Today
- 49. Top 3 Challenges with Integrations Unclear Goals Poor Communication User Error
- 50. Software Integration Best Practices Clearly Define Your Goals Beforehand Have a Single Point of Contact Create a Testing Plan to Ensure Success
- 51. Takeaways from CadCon Two total integration projects to find the RIGHT solution (SSO and Webhooks) Instant updates on eventScribe website and app based on selections in Eventbrite Custom development project to build table selection tool with Eventbrite integration
Editor's Notes
- The process of bringing together separate components from different systems so they can function as one. Application-to-application data exchange Communicate business logic, data, and processes without intimate knowledge of IT infrastructure
- Improve efficiency across your organization Improve data visibility Significant IT time/cost saving Improve user experience Efficiency refers to minimizing duplicate efforts across your organization (aka redundancy). Entering the same data into multiple systems is not only inefficient but also prone to problems. Data visibility refers to minimizing data silos and enabling the flow of data among systems and taking advantage of what each system can do with that data. For example, analytic and marketing tools can give you a tremendous insight on the data you already own. IT cost saving is significant when you consider the cost of recreating and maintaining a piece software or technology internally. Integration allows you to use the best system for the job while marinating the visibility of the data. Other cost saving to consider is technical support. When you integrate with 3rd party software you can leverage the existing technical support that those vendors are offering. Integration done correctly can improve the user experience. Consider a Single-sign-on where users can use the same set of credentials to login to multiple platforms. Not only they don’t need to know and remember more passwords but they also login using the same familiar login screen that they always use to login regardless of what system they are using.
- Data security is commonly referred to as the confidentiality, availability, and integrity of data. Data privacy is suitably defined as the appropriate use of data. When companies and merchants use data or information that is provided or entrusted to them, the data should be used according to the agreed purposes. The General Data Protection Regulation (GDPR) (EU) is a regulation in EU law on data protection and privacy for all individuals within the European Union (EU) and the European Economic Area (EEA).
- Eventbrite is quick and easy to set up – create an account, follow directions to create an event, and design the page with all your branding and event details
- Choose what standard field you want to collect from attendees with simple on/off switches
- Click “Add custom question” at bottom of the form These questions support HTML for some custom formatting as well For our purposes, we wanted people to select 1 learning lab per day to guarantee their spots during those sessions. We had to think a lot about how this would work beforehand because we knew we were going to integrate this data with eventScribe.
- We decided to associated a alpha-numeric to each session in brackets, so that we could easily identify these sessions via the API webhook when we send the data into eventScribe.
- Using the content management tools to add static pages, etc. made it easy and customizable… you might even say SaaSy!
- Logging in on eventScribe would redirect you to Eventbrite to sign up
- Technically, in client terms, this was a reworking of the integration, and therefore a NEW project
- Selections made in Eventbrite show up as a blue star in eventScribe (as opposed to the yellow star associated with an attendee selecting that particular session)
- Custom development to create easy 'gala-style' registrations Once signed into eventScribe, apply tickets to attendees, and they can choose seating at events associated with their tickets
- This was tied to Eventbrite - the systems recognized whether an attendee purchased a 1-day or 2-day pass and assigned tickets to the person based on that data Technically, you could sell tickets to an event and use the table selection tool as well, or simply have a custom question option like in learning labs
- We had a team of CadmiumCD users register themselves to go through entire integration process to ensure it was smooth and bug-free