ClearEvent is a robust event management platform that lets you manage your events efficiently. One of its standout features is its capability to export webhooks whenever a registration or ticket order is received, edited, or updated. By leveraging this feature, you can seamlessly integrate ClearEvent with a wide range of third-party systems, such as CRMs like Salesforce, email marketing tools like Mailchimp, and many more via Zapier.
While you can consume or integrate our webhooks directly into any product, we recommend that you use Zapier to integrate and map your data between ClearEvent and these third-party systems.
What data can be exported by a webhook?
ClearEvent allows you to export the following information via webhook:
Data | Exported When | Description |
Registration | Created, Updated | When a registration is first received, it will be exported via webhook. Also, whenever the Registration is updated in ClearEvent (e.g., a pending registration is approved, or edited), a copy of the Registration will be exported via the webhook. |
Ticket Order | Created, Updated | When a Ticket Order is first received, it will be exported via webhook. Also, whenever the Registration is updated in ClearEvent (e.g., a ticket is canceled or refunded), a copy of the Ticket Order will be exported via the webhook. |
Don't see the data you wish to export listed? We'll be enabling more data types soon so please chat with us to let us know what you are looking for.
What you'll need:
An ClearEvent account and active event subscription plan that supports our webhooks feature. If you have a retired subscription plan, it may not support our webhooks feature and may require an upgrade to your current subscription plan. To check if your plan support webhooks, open the Event Manager App > Event Setup section. If you see an "Integrations" tab, you have access to this feature. If not, please chat with us to discuss upgrading your subscription plan.
An active Zapier account.
Access to the system you want to integrate with (e.g., Salesforce, Mailchimp).
Steps to Integrate:
1. Create a New Zap in Zapier
Log in to your Zapier account.
Click on Make a Zap.
In the Search apps field, type in "Webhooks by Zapier" and select it.
Choose the Catch Hook trigger event and click Continue.
Zapier will provide you with a custom webhook URL. Copy this URL to your clipboard. This URL will look something like:
https://hooks.zapier.com/hooks/catch/123456/1szfg23/
2. Set up a Webhook in ClearEvent
Go to https://app.clearevent.com and log in to your ClearEvent account.
Click the Manage Event button to open the Event Manager App for the event you wish to connect through a webhook.
Go to the Event Setup section > Integration tab.
Look for the Webhook URL settings.
Paste the webhook URL from your clipboard your copied from Zapier above.
Choose which events you wish to export to the Zapier webhook endpoint (e.g., "Registration received or updated" or "Ticket Order received or updated".
3. Test the Webhook Connection
In Zapier, click on Test trigger.
Go back to ClearEvent and perform an action that would trigger the webhook (e.g., create or update a ticket order).
Return to Zapier. You should see the test data if the webhook is working correctly. Click Continue.
4. Set up the Action in Zapier
Now, in Zapier, you'll set up the action that should take place when the webhook is triggered. The actions available depend on what the target system supports. For this example, let's assume you're integrating with Salesforce.
In the Search apps field, type in "Salesforce" and select it.
Choose the desired action event (e.g., "Create Record").
Connect your Salesforce account by logging in.
Set up the Salesforce action by mapping the fields from the ClearEvent webhook data to the corresponding Salesforce fields.
Click Continue and then Test & Continue to verify the setup.
5. Activate Your Zap
Once everything is set up and tested, turn on your Zap by toggling the switch at the bottom of the screen.
6. Repeat for Other Integrations
If you wish to integrate with other systems like Mailchimp, add additional Actions in Zapier to map the Registration or Ticket Order data received to the data format expected by those additional systems.
Integration Tips:
When integrating ClearEvent via webhooks, it's essential to ensure that the data flow is streamlined, accurate, and actionable. Here are some tips to help you make the most of this integration:
Define the Purpose:
Before setting up any integration, clearly define what you want to achieve. Do you want to update a CRM with new registrant details? Trigger an email notification? Or perhaps, update an inventory system based on ticket sales? Your purpose will guide the setup.
Filter Webhook Triggers:
Given the variety of events that ClearEvent can notify about, it's important to filter out the ones you're not interested in. This will prevent unnecessary data traffic and reduce the load on the receiving system. This may include filtering our webhooks received for certain registrant or ticket types.
Map Data Fields Carefully:
When integrating with another system, ensure that the fields from ClearEvent correctly map to the fields in the target system. For instance, "Ticket Buyer Name" in ClearEvent should likely map to "Contact Name" in a CRM.
Handle Registration Status Changes:
Given that the status of a registration can change (approved, declined, canceled), set up workflows that act on these changes. For example, if a registration is declined, you might want to trigger an automatic email to inform the registrant.
Monitor for Edits:
ClearEvent allows for multiple edits on both Registrations and Ticket Orders. Be prepared to handle updates. This might involve updating an existing record in another system rather than creating a new one (you don't want duplicates!).
Track Refunds and Cancellations:
If you are attempting to integrate into an accounting system, for financial accuracy, it's crucial to capture any refunds or cancellations. Integrating financial information from ClearEvent with accounting or financial software can be beneficial. Generally, we don't recommend using ClearEvent's webhooks feature for this purpose. Instead, connect your Stripe account directly, either through Stripe's Webhooks integration features or through their data export capabilities.
Webhook Failures:
Webhook integrations can occasionally fail due to various reasons, such as network issues or target system outages. If ClearEvent experiences too many errors calling your webhook endpoint, the webhook will be automatically disabled.
If a webhook becomes disabled:
First, determine and correct the cause of the failure.
Next, go to the Event Manager App > Event Setup section > Integrations tab > uncheck the Disabled Webhook setting and click Save.
Maintain Data Security:
When transmitting data, especially sensitive information like registration details, ensure that the connection is secured via HTTPS. If integrating with systems that store personal data, be aware of GDPR and other data protection regulations.
Regularly Review the Integration:
As both ClearEvent and the target system evolve, there might be changes in data structures or functionalities. Regularly review the integration to ensure it's still functioning as expected and make any necessary adjustments. While ClearEvent makes its best efforts to preserve the format of the exported data, we reserve the right to modify this data format at any time, which may require updates to your webhook integrations.
Document the Integration:
Keep a clear documentation of how the integration is set up, which fields are mapped where, and any custom logic applied. This will be invaluable for troubleshooting or if you or anyone else on your team need to replicate the setup in the future.
Test Thoroughly:
Before going live, test the integration thoroughly with different scenarios. Create, edit, and cancel registrations; issue refunds; and more. Ensure that the target system responds correctly in each case.
Backup Data:
Always have a system in place to back up the data that is being updated. This ensures that in case of any glitches or misconfigurations with your integration workflows, you have a fallback and no data is lost.
Useful Resources:
Zapier's Official Documentation: Zapier has an extensive collection of guides and tutorials. You would want to start with their official documentation, specifically the section on webhooks.
Webhooks by ZapierZapier's Community Forum: The community forum is a great place to ask questions, share integrations, and learn from other users' experiences. Visit the Zapier Community and search for "webhook" to find relevant discussions.
YouTube: There are many tutorials and walkthrough videos available on YouTube that can visually guide you through setting up webhook integrations with Zapier. Just search for "Zapier webhook tutorial" or similar keywords.
Courses & Workshops: Websites like Udemy, Coursera, and Skillshare may offer courses on Zapier integrations. While not all of them would focus solely on webhooks, they can provide a broader understanding of how Zapier functions, which can be beneficial.
When searching for these resources, it's always a good idea to ensure that the content is up-to-date, as platforms like Zapier can evolve, and older methods might become outdated.
Conclusion:
With the power of ClearEvent's webhook feature and Zapier's vast integration capabilities, you can supercharge your event management by connecting it to a multitude of other platforms. Whether it's updating a CRM, sending out a marketing email, or any other action, the possibilities are endless.
Happy integrating!
Still have questions?
Chat with us!