This article provides sync details and integration information regarding data syncs from Global Admin (GA) to the Event Portal (EP), what syncs from Global Admin to the Mobile App (MA), and what syncs from the Event Portal to Global Admin.
Data must be available in Global Admin to sync to the Mobile App successfully.
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Tip: Use Ctrl+F to quickly find specific sync information in the article or browse it by section.
- Synced Fields
Tip: Click the double asterisk (**) link next to a field name to jump to the sync setup instructions.
- Event Portal fields to Global Admin fields (EP > GA)
- Global Admin fields to Event Portal fields (GA > EP)
- Global Admin fields to the Mobile App (GA > MA)
- Setup Steps to enable Sync Integration
- Sync from Event Portal to Global Admin (EP > GA)
- Sync from Global Admin to Event Portal (GA > EP)
- Sync from Global Admin to Mobile App (GA > MA)
- How to Manually Sync Company/Org Profile & Contact Record Data
- How to Manually Sync Conference Data from Global Admin to Event Portal
Sync Schedules and Types
There are two types of scheduled syncs that transfer data to and from the Event Portal and Global Admin:
- The Partial Sync runs multiple times per day, on average approximately every 30 minutes.
- The Full Sync runs overnight, on average, approximately once every 24 hours.
In preparation for the overnight full sync, all partial syncs are paused daily at midnight EST (12:00 AM). Partial syncs are re-enabled at 10:00 AM EST and begin running at 10:15 AM EST.
Both syncs communicate changes made to certain kinds of information. For example, after assigning a booth in Global Admin, the partial sync publishes the exhibitor profile in the Event Portal. However, existing profile data saved in GA only syncs to the Event Portal overnight during the full sync.
Company/Org profile information may be manually synced by expanding the three-dot menu on the organization cover block and clicking the Sync button.
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For events with the conference package enabled, site admins can manually sync session and speaker data by navigating to Admin Panel > Site Building Tools > Events Manager > Sync ThirdParty Events > Sync Events and clicking the Sync Events button.
Data Types per Sync
Data stored in Global Admin syncs to the Event Portal and to the Mobile App. Data in the Event Portal syncs back to Global Admin; however, the Event Portal does not currently sync data directly to the Mobile App.
Types of data updated in each sync include:
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Partial Sync
New data and edits in EP push the listed items to GA during the partial sync throughout the day.
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Full Sync (Nightly - ~24hrs)
Existing data and edits made in GA push the listed items to EP during the full overnight sync once every 24 hours. |
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Manual Sync Exhibitor Data (Org Cover > Sync)
Data added or edited in EP push the listed items to GA upon manually syncing via the Org Cover block. |
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Manual Sync Conference Data (Pull to EP from GA in Events Mgr > Sync Thirdparty Events)
Data added or edited in GA push the listed items to EP upon manually syncing conference data via the Sync Thirdparty Events button. |
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Upon Exhibitor Login
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After Profile Edit & Save (From EP to GA) |
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Non-Syncing Fields
Review the information listed below to discover which fields do not sync to or from EP, GA, and the Mobile App.
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Does not sync from EP to GA
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Company Cover Photo
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Built-In Social Media Fields
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Custom Exhibitor Field selections made in the event portal (**for non-IDP Sites)
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Custom exhibitor fields created or edited in the event portal (**For Non-IDP Sites)
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Product Category List created or edited in the event portal
- Product Listings if the Title exceeds 50 characters
- Sponsorship Assets created or edited in the event portal
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Videos
Does not sync from GA to EP
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Floor Plan Logo
- Videos (Legacy Video function in GA Legacy site has been disabled)
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Brands
- Mapped Fields (Modified in GA): Company/Org Contact Record Data
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- Contact Title
- Contact Company
- Contact Bio
- Contact Address
- Contact Phone
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- Conference
- Room Capacity
- Price
- Introduction
- Learning Objectives
- Methodology
- Notes
- Sponsor
- Sponsor Logo
- Session Sponsor Logo URL
- SubExpo
- Custom Session Info Questions
- Supertracks
- Speaker Custom Info
- Speaker Address
- Speaker Phone
- Speaker Fax
- Speaker Cell Phone
- Speaker Photo URL (if the speaker already has a photo uploaded in EP)
Does not sync from EP or GA to the Mobile App
- Custom Company Fields
- Videos
- Product Listings if the Title exceeds 50 characters.
- External Link Label Field (Located on Digital Listing Category Forms)
- Images uploaded for Press Release and Show Special digital listing category forms.
Event Portal fields that sync to Global Admin fields (EP > GA)
Updates to Company Profile information, Exhibitor Details, Organization Contact details, EDC Upgrades, and Conference data can be synced from the Event Portal to Global Admin.
Review the sections below to learn which Event Portal field names sync to which fields in Global Admin.
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Exhibitor Company/Org Profile Details
Important Notes:
- Push to GA sync is triggered immediately after the org contact edits the field in EP and clicks Save.
- Edits to the Org Contact phone number and address fields made via the Org Member Block sync immediately upon clicking Save.
- All contacts assigned the general contact type will automatically sync to the portal. Sites with contact management enabled can show or hide assigned users on the org member list block.
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Event Portal Field Name |
Global Admin Field Name |
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Address |
Booth Info > Address fields |
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What We Do description field |
Booth Info > Company Description |
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Company Logo (Add Photo) |
Booth Info > Exhibitor Logo |
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Company Name |
Booth Info > FP Company Name |
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Website |
Booth Info > Company URL |
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Phone |
Booth Info > Phone |
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**Product Category Selections |
Booth Info > Categories (checkbox selected) |
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Org Profile Block > Section > Custom exhibitor fields |
**Custom Exhibitor Fields and prior exhibitor selections |
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**Org Member List block (Company Contacts) |
Contacts > Contact Record |
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**Org Member List block contact types |
Contacts > Settings > Contact Types |
Organization Contact Record Data
The Portal's Profile Manager admin panel tool allows for mapping contact fields from GA to profile fields in EP. Users can then edit the fields via the User Profile block, and edits made in EP will then sync back to GA.
Important Notes:
- Contact data updates when performing a manual sync from the org cover block.
Note: Contact records must be associated with a company in GA. EP User accounts that are not associated with a company (excluding conference speakers) in GA cannot be manually synced.
- Data updates during the Partial Sync (~30 mins).
- Data updates during the Full Nightly Sync (~24 hrs).
- Data updates upon joining EP & upon each log-in.
- Updates automatically push to Global Admin upon clicking Save when editing the user profile in EP.
- For pre-existing GA contact records, the profile photo uploaded in EP syncs to GA immediately.
- Replacing an uploaded Profile Photo replaces the photo in GA.
- Deleting Profile Photos in EP does not delete the photo in GA.
- Deleting Profile Photos in GA does not delete the photo in EP.
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Event Portal Field Name |
Global Admin Field Name |
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Profile Photo |
Contact Record > Photo URL |
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**Contact Title |
Contact Record > Title |
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**Contact Company |
Contact Record > Company |
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**Contact Bio |
Contact Record > Profile/Bio |
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**Contact Address |
Contact Record > Address 1 & 2, City, State/Province |
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**Contact Phone |
Contact Record > Phone |
EDC Upgrade Listings
Press Releases, Products, and Show Specials created by Exhibitors in the Event Portal sync to Global Admin. After syncing to GA, these listings can then sync to the Mobile App, if enabled.
Important Notes:
- Initial push to GA triggered upon setup of the integration in the category form (e.g., selecting Product, Press Release, or Show Special for the External Integration ID field) and then clicking Save.
- Synced data includes Title, Description, and First Product Image uploaded (only one).
- Data updates when a company/org Contact logs into the portal and has the Org set as Primary in My Account.
- Allotment values are managed in Organizations Manager > Details Table.
- If a listing is deleted from the Event Portal, it is also removed from GA and the Mobile App.
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Event Portal Field Name |
Global Admin Field Name |
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**Products |
Reports > Exposition > Product Management Reports |
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**Press Releases |
Reports > Exposition > Press Release Reports |
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**Show Specials |
Reports > Exposition > Show Specials Report |
Conference
Conference data related to sessions and speakers in the event portal can be synced to GA. If enabled, this information can then sync to the Mobile App.
Important Notes:
- There is no manual sync to push conference data from EP to GA.
- Push to GA sync initiated upon clicking Save when editing or creating a Session.
- Sessions must have Publish checked in GA to appear in the Mobile App.
- Currently, sessions pushed from EP to GA do not have Publish checked.
- The initial push to GA is initiated if there are existing sessions when the category form is set up and saved.
- Updates to speaker custom info mapped fields in EP are immediately pushed to GA when the user clicks Save after editing their profile.
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Event Portal Field Name |
Global Admin Field Name |
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**Session |
Conference > Session Management |
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Session Title |
Title |
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Session Date |
Date |
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Date & Time (event_start) |
Start Time |
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End Date & Time (event_end) |
End Time |
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Venue |
Room Number |
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Hours |
CEU Credits |
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Session Description |
Description |
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**Item Tags |
Tracks |
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**Event > Event Invitees |
Conference > Session Management > Speakers > List of Speakers |
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**Event Admin Role |
Speaker Type |
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**User Profile Block Custom Field |
Title |
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**User Profile Block Custom Field |
Company Name (Speaker Custom Info) |
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**User Profile Block Custom Field |
Profile/Bio (Speaker Custom Info) |
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Time zone of Event Portal |
Session Time Zone |
Global Admin fields that sync to Event Portal fields (GA > EP)
Updates to Company Profile information, Exhibitor Details, and Conference data can be synced from Global Admin to the Event Portal.
Review the sections below to learn which Global Admin field names sync to which fields in the Event Portal.
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Exhibitor Company/Org Profile Details
Important Notes:
- Data updates when performing a manual sync from the org cover block.
- Data updates during the Partial Sync (~30 mins).
- Data updates during the Full Nightly Sync (~24 hrs)
- Data updates upon login of an Exhibitor Contact if the org is set as the Primary in My Account. (Excludes Booth Floor plan actions)
- The Booth Contact in GA does not sync as the Org Owner in EP for company/org profiles.
- Specify & manage contact types that sync from GA to EP in Admin Panel > Site Building Tools > Organizations Manager > Configuration > Contact Types
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Global Admin Field Name |
Event Portal Field Name |
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Address Fields |
Org Profile Block> Contact > Address fields |
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Company Description |
Org Profile Block > About > What We Do (default label) |
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**Exhibitor Contacts |
Org Member List Block |
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**Exhibitor Contact Types |
Org Member List Block |
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Exhibitor Logo (does not sync SVG file type) |
Company Logo (Add Photo) on org cover block |
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Exhibitor Upgrade Level |
Level on Org cover block |
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FP Company Name |
Org Name on org cover block |
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Company URL |
Profile Block > About > Website field |
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Phone |
Profile Block > Contact > Phone |
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**Custom Exhibitor Fields and prior exhibitor selections |
Org Profile Block > Section > Custom exhibitor fields |
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Floor Plan Action: Booth Assign |
Creates booth profile in approved & published status. |
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Floor Plan Action: Booth Confirm |
Creates booth profile in approved & published status. |
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Floor Plan Action: Booth Move |
Updates existing profile booth ID & label. |
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Floor Plan Action: Booth Vacate |
Unpublishes & unapproves profile if it is a parent booth. Note: The system creates a new profile if a booth is vacated and the company is reassigned to a new booth in GA. Company contacts must visit the My Account page in EP and update the Primary Account field to view the new company profile. |
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**Product Category List & Sub-Category Selections |
Org Profile Block > About > Categories [Field ID: 4] |
Conference
Conference data related to Sessions and Speakers in Global Admin can sync to the Event Portal and the Mobile App.
Important Notes:
- The Publish checkbox must be selected in GA to sync and display the session to EP.
- Data updates during the Full Nightly Sync (~24 hrs).
- Manually sync session data from Admin Panel > Site Building Tools > Events Manager > Sync Thirdparty Events button.
Note: Currently, this button does not push updates from EP; it only pulls info from GA.
- If configured, session data pushed from GA to EP may take up to an hour to display in search filter results after the site re-indexes and adds new data.
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Global Admin Field Name |
Event Portal Field Name |
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**Conference > Session Management |
Session |
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Session Number |
SessionNumber |
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Title |
Session Title |
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Session Type |
SessionType |
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Date |
Session Date |
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Start Time |
Date & Time (event_start) |
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End Time |
End Date & Time (event_end) |
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Room Number |
Venue |
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CEU Credits |
Credits |
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Duration |
Duration |
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Format |
Format |
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Ability Level |
AbilityLevel |
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Description |
Session Description |
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**Tracks |
Item Tags |
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Handouts |
(block) Events > Session Handouts |
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**List of Speakers |
(block) Event > Event Invitees |
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**Speaker Types |
Event Admin Roles |
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**Mapped Field: Title |
User Profile Block Custom Field |
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**Mapped Field: Company Name (Speaker Custom Info) |
User Profile Block Custom Field |
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**Mapped Field: Profile/Bio (Speaker Custom Info) |
User Profile Block Custom Field |
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Session Timezone |
Site Timezone of Event Portal (not event timezone set in ThirdParty Settings) |
Exhibitor Purchased Add-On Fulfillment
Exhibitor-purchased add-on orders in Global Admin can sync to the Event Portal and the Mobile App.
Important Notes:
- Data updates during Full Nightly Sync (~24 hrs).
- Data updates upon login of a Company/Org Contact when the Org is set to Primary in My Account.
- Allotment values are managed in Organizations Manager > Details Table.
- New Sponsorship Items sync and appear to be configured as a task after ~2hrs.
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Global Admin Field Name |
Event Portal Field Name |
| A la carte Add-Ons (Exhibitor fulfillment of extra package items) |
Exhibitor Hub Page > Organization Items Block |
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Video Add-On |
Exhibitor Hub Page > Organization Items Block |
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Vanity URL Add-On |
Exhibitor Hub Page > Organization Profile Block |
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Company Logo (& Featured Photo) Add-on |
Exhibitor Hub Page > Organization Cover Block |
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Matchmaking Messaging Access |
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Matchmaking Schedule Meetings Access |
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**Sponsorship Add-On Financial Item Types |
- Organizations Manager > Tasks - Exhibitor Hub Page Tasks Block |
Global Admin fields that sync to the Mobile App (GA > MA)
Review the sections below to learn which Global Admin field names sync to which fields in the Mobile App.
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Important Notes:
- Data that appears in the mobile app syncs from Global Admin only.
- Several system-generated actions trigger a sync that updates the info shown on the front end of the app.
- If the backend system updates performed in GA are not visible, manually run a Mobile App sync to refresh and view recent changes.
Company Profile & Exhibitor Details
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Global Admin Field Name |
Mobile App Field Name/Location |
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Company Address Details |
**Hidden by default |
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Company Address - City, State, Country |
Booth Details > Location |
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Exhibitor Logo |
Image at the top of the booth details screen |
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FP Company Name |
Booth Details > Bold header |
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Company Description |
Booth Details > Profile |
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Booth Label |
Under Company Name on Booth Details Screen |
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Product Category & Sub-category Selections |
Booth Details > Category |
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Brands |
Booth Details > Brands |
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Company URL |
Booth Details > Website |
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Booth Contact & Phone Number |
Contacts > Phone |
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Booth Contact Email Address |
Contacts > Email |
EDC Upgrades
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Global Admin Field Name |
Mobile App Field Name/Location |
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Products |
Booth Details > Products & Native Page |
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Press Releases |
Booth Details > Press Releases & Native Page |
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Show Specials |
Booth Details > Show Specials & Native Page |
Conference
- The Publish checkbox must be manually selected in GA to sync and display the session to MA.
10/17 - CHANGES IN PROGRESS FOR CONFERENCE SYNC DETAILS - INFO MAY NOT BE ACCURATE.
| Global Admin Field Name | Mobile App Field Name/Location |
Setup Steps to Enable Sync Integration
Instructions for setting up the integration and enabling the sync between your Event Portal, Global Admin, or Mobile App systems.
It is important to note that some steps may vary if you are using the new Identity Provider (IDP) and Rest API. If you are unsure how to proceed, contact your A2Z project manager for direction.
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How to Setup the sync from Event Portal to Global Admin (EP > GA)
Company/Org Profile Data
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Product Category Selections |
Non-IDP (SOAP) & IDP (Rest):
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Company/Org Contact Record Details
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GA contact record fields |
Non-IDP (SOAP) & IDP (Rest):
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EDC Upgrade Listings
The product, press release, and show special category forms are pushed to Global Admin immediately after the form category integrations fields are configured and the category form is saved.
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Press Releases |
Set up the integration that syncs press releases to GA and the Mobile App from the Event Portal. Non-IDP (SOAP) & IDP (Rest):
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Products |
Non-IDP (SOAP) & IDP Sites (Rest):
Note: Product Listings do not sync to Global Admin or the Mobile App if the title exceeds 50 characters. To set a Maximum Character Limit for the Title Field, go to Admin Panel > Forms Manager > Categories > Product Category Form > Field Settings > Maximum Characters. |
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Show Specials |
Non-IDP (Soap) & IDP (Rest):
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Conference
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Sessions |
Non-IDP (Soap)
IDP (Rest)
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Tracks |
Non-IDP (Soap) & IDP (Rest) - Same as GA > EP Setup
Note: When creating a session in the Event Portal, tracks are selected at the bottom of the edit/add form. |
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Speakers |
Non-IDP (Soap) & IDP (Rest) - Same as GA > EP Setup
Important Notes:
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Speaker Types |
Map speaker types from GA to add as Event Admin Roles in EP Non-IDP (Soap) & IDP (Rest) - Same as GA > EP Setup
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Mapped Fields: Speaker Profile Info |
Map the Speaker Title, Company, and Profile/Bio Custom Info fields in GA to User Profile Block custom fields in EP: Non-IDP (Soap) - Same as GA > EP Setup
IDP (Rest) - Same as GA > EP Setup
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How to Setup the sync from Global Admin to the Event Portal (GA > EP)
Company/Org Profile Details
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Booth/Company Contacts |
- Navigate to Admin Panel > Integrations > ThirdParty Settings, and set the Company Contacts Sync field to Yes.
- As of Jan 2024: Booth Contact in GA no longer syncs to the Portal. - The system automatically pulls all existing contact types from GA to EP. New contact types created in GA take approximately two hours to appear on the Manage Contact Types table. - The Company Contact receives the Org Owner role if the owner checkbox is not defined. To sync into the portal successfully, the contact in GA must have the General contact type or at least one of the allowed contact types checked. - Only the General contact types will sync if no contact types are checked as Allowed. - If contact management is enabled, the user name and email address cannot be modified in the portal. Updates made in My Account will revert upon manual or full sync. If the org owner is changed from the Org > Org Member List block in EP, the change is reverted after the syncs run. To successfully update the org owner, update the contact type in GA, then navigate to the Org Cover block and click Sync. |
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Custom Exhibitor Fields |
Non-IDP (SOAP): Map the Custom Field Question Statement from GA to the external reference field in the EP custom field. Note: If applicable, add the options associated with checkbox, dropdown, and radio button field types in the EP custom field. IDP (Rest): Click Add Exhibitor Mapped Field, then select the field from the dropdown menu. As of Mar 2024, custom exhibitor fields and exhibitor selections now sync back to GA from EP. |
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Product Category List |
Click Import Product Categories from A2Z in About > Categories [Field ID: 4] field. Note: If synced, the category list must be managed in GA & any options that do not exist in GA are removed from EP when saved. Return to the About > Categories page and click the Import Product Categories from A2Z button again to re-sync the list of options in EP. |
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Product Sub-Category Selections |
The system imports exhibitors' previously selected product category selections only when the Product Category List is set to sync first. |
Conference
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Sessions |
Non-IDP (Soap)
IDP (Rest)
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Tracks |
Non-IDP (Soap) & IDP (Rest) - Same as EP > GA Setup
Note: Tracks are selected at the bottom of the edit/add form when creating a session in the Event Portal. |
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Speakers |
Non-IDP (Soap) & IDP (Rest):
Important Notes:
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Speaker Types |
Non-IDP (Soap) & IDP (Rest) - Same as EP > GA Setup
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Mapped Fields: Speaker Profile Info |
Map the Speaker Title, Company, and Profile/Bio Custom Info fields in GA to User Profile Block custom fields in EP: Non-IDP (Soap) - Same as EP > GA setup
IDP (Rest) - Same as EP > GA setup
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Exhibitor Purchased Add-On Fulfillment
*Add-on financial setup must be configured in GA before sync to EP setup can be performed.
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À la carte add-on items (Exhibitor Purchase Fulfilment) |
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À la carte Video Purchase |
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Vanity URL Add-On |
Navigate to Organizations Manager > Add-Ons. In the Vanity URL section, click Associate Add-On to select the item type. |
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Company Logo (& Featured Photo) Add-on |
Navigate to Organizations Manager > Add-Ons. In the Upload Logo & Featured Photo section, click Associate Add-On to select the item type. |
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Matchmaking Messaging Access |
Matchmaking Manager > Addon Associations |
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Matchmaking Schedule Meetings Access |
Matchmaking Manager > Addon Associations |
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Sponsorship Add-On Financial Item Types |
Note: Assigned tasks appear to be completed after the invoice is processed in GA, a partial payment is applied to the order, and upon the first time a company/org contact logs in after the order is applied in GA. |
How to Setup the Sync from Global Admin to the Mobile App (GA > MA)
Company/Org Profile Details
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Booth Contact Email |
Can enable visibility on the Booth Details Screen by modifying the XSLT file. |
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Company Address Details |
Can enable visibility on the Booth Details Screen by modifying the XSLT file. |
How to Manually Sync Company/Org Profile & Contact Record Data
If an exhibitor has an assigned booth and an existing booth ID associated with the company for the event, you can perform a manual sync via the three-dot menu on the Organization Cover block. Additionally, this process also manually syncs company contact record data for users associated with the org.
If the company/org profile does not have an assigned booth ID, profile data is unable to sync.
- To manually sync company/org profile details from GA to the Event Portal:
1. Navigate to the Company/Org Profile page.
2. Click the three-dot menu on the organization cover block.
3. Click Sync from the dropdown menu.
4. Click Sync to confirm you want to pull in the latest Organization information.
5. When the page reloads, a green banner appears indicating the sync is successful.
The following information is pulled from GA and updated in the Portal after a manual sync occurs:
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How to Manually Sync Conference Data from GA to EP
- To manually sync session and speaker data from Global Admin to the Event Portal first navigate to Admin Panel then perform the following:
1. Click Site Building Tools.
2. Click Events Manager.
3. Click Sync ThirdParty Events.
4. Click Sync Events.
The following information is pulled from GA and updated in the Event Portal after a manual sync occurs:
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Session Data
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Speaker Information
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