Sync Details and System Integration Information – A2Z

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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- Sync Schedules and Types

- Data Types per Sync

- Non-Syncing Fields

- Synced Fields

Tip: Click the double asterisk (**) link next to a field name to jump to 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 Exhibitor 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.

A Manual Sync of exhibitor profile information may be performed by expanding the three-dot menu on the organization cover block and clicking the Sync button.

For events that have the conference package enabled, site admins can perform a manual sync of session and speaker data by navigating to Admin Panel > Site Building Tools > Events Manager > Sync ThirdParty Events > Sync Events and then 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:

Partial Sync (~30 mins) New data and edits in EP push the listed items to GA during the partial sync throughout the day.	Exhibitor Contacts Exhibitors Booths Exhibitor Data Exhibitor Upgrade Level Contacts Logo Name Description Address Website Phone Custom Field Selections from Global Admin Product Category Selections
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.	Exhibitor Contacts Exhibitor Data Exhibitor Upgrade Level Contacts Logo Name Description Address Website Phone Custom Field Selections from Global Admin Product Category Selections Add-on allotment/exhibitor purchases to fulfill Add-on associated to form category Add-on associated with video category Add-on associated with Logo & Featured Photo Add-on associated with Vanity URL Add-on associated with Messaging access Add-on associated with Schedule Meetings access Tasks assigned to specific Sponsorship Item purchase Conference Session Data Title Date Start Date & Time End Date & Time Hours Venue Session Description Tracks Speakers Speaker Types
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.	Exhibitor Contacts Exhibitor Data Exhibitor Upgrade Level Contacts Logo Name Description Address Website Phone Custom Field Selections from Global Admin Product Category Selections Add-on allotment/exhibitor purchases to fulfill Tasks assigned to specific Sponsorship Item purchase
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.	Conference Session Data Title Date Start Date & Time End Date & Time Hours Venue Session Description Tracks Speakers Speaker Types
Upon Exhibitor Login	Exhibitor Contacts Exhibitor Data Exhibitor Upgrade Level Contacts Logo Name Description Address Website Phone Custom Field Selections from Global Admin Product Category Selections Add-on allotment/exhibitor purchases to fulfill Add-on associated to form category Add-on associated with video category Add-on associated with Logo & Featured Photo Add-on associated with Vanity URL Add-on associated with Messaging access Add-on associated with Schedule Meetings access Tasks assigned to specific Sponsorship Item purchase
After Profile Edit & Save (From EP to GA)	Logo Name Description Address Website Phone Product Categories Custom Exhibitor Fields (IDP sites only)* Products Press Releases Show Specials Speaker Custom Info Mapped Fields (Company, Title, Profile/Bio)

Non-Syncing Fields

Review the information listed below to discover which fields do not sync to or from EP, GA, and the Mobile App.

Does not sync from EP to GA

Company Cover Photo
Built-In Social Media Fields
Custom Exhibitor Field selections made in the event portal (**For Non-IDP Sites)
Custom exhibitor fields created or edited in the event portal (**For Non-IDP Sites)
Product Category List created or edited in the event portal
Product Listings if the Title is exceeds 50 characters
Sponsorship Assets created or edited in the event portal
Videos

Does not sync from GA to EP

Floor Plan Logo
Videos (Legacy Video function in GA Legacy site has been disabled)
Brands
Conference
- Session Number
- Session Type
- Room Capacity
- Price
- CEU Credits
- Introduction
- Duration
- Format
- Ability Level
- 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

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 Field Name	Global Admin Field Name
Address	Booth Info > Address fields
What We Do description field	Booth Info > Company Description
Company Logo (Add Photo)	Booth Info > Exhibitor Logo
Company Name	Booth Info > FP Company Name
Website	Booth Info > Company URL
Phone	Booth Info > Phone
**Product Category Selections	Booth Info > Categories (checkbox selected)
Org Profile Block > Section > Custom exhibitor fields	**Custom Exhibitor Fields and prior exhibitor selections
**Org Member List block (Exhibitor Contacts)	Contacts > Contact Record
**Org Member List block contact types	Contacts > Settings > Contact Types

Event Portal Field Name	Global Admin Field Name
**Products	Reports > Exposition > Product Management Reports
**Press Releases	Reports > Exposition > Press Release Reports
**Show Specials	Reports > Exposition > Show Specials Report

Event Portal Field Name	Global Admin Field Name
**Session	Conference > Session Management (Shown in Sessions Report)
Session Title	Title
Session Date	Date
Date & Time (event_start)	Start Time
End Date & Time (event_end)	End Time
Venue	Room Number
Hours	CEU Credits
Session Description	Description
**Item Tags	Tracks
**Event > Event Invitees	Conference > Session Management > Speakers > List of Speakers
**Event Admin Role	Speaker Type
**User Profile Block Custom Field	Title (Speaker Custom Info)
**User Profile Block Custom Field	Company Name (Speaker Custom Info)
**User Profile Block Custom Field	Profile/Bio (Speaker Custom Info)
Time zone of Event Portal	Session Time zone

Global Admin Field Name	Event Portal Field Name
Address Fields	Org Profile Block> Contact > Address fields
Company Description	Org Profile Block > About > What We Do (default label)
**Exhibitor Contacts	Org Member List Block
**Exhibitor Contact Types	Org Member List Block
Exhibitor Logo (does not sync SVG file type)	Company Logo (Add Photo) on org cover block
Exhibitor Upgrade Level	Level on Org cover block
FP Company Name	Org Name on org cover block
Company URL	Profile Block > About > Website field
Phone	Profile Block > Contact > Phone
**Custom Exhibitor Fields and prior exhibitor selections	Org Profile Block > Section > Custom exhibitor fields
Floor Plan Action: Booth Assign	Creates exhibitor profile in approved & published status.
Floor Plan Action: Booth Confirm	Creates exhibitor profile in approved & published status.
Floor Plan Action: Booth Move	Updates existing profile booth ID & label.
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 re-assigned to a new booth in GA. Exhibitor contacts must visit the My Account page and update the Primary Account field to view the new company profile.
**Product Category List & Sub-Category Selections	Org Profile Block > About > Categories [Field ID: 4]

Global Admin Field Name	Event Portal Field Name
**Conference > Session Management	Session
Title	Session Title
Date	Session Date
Start Time	Date & Time (event_start)
End Time	End Date & Time (event_end)
Room Number	Venue
Description	Session Description
**Tracks	Item Tags
Handouts	(block) Events > Session Handouts
**List of Speakers	(block) Event > Event Invitees
**Speaker Types	Event Admin Roles
**Title (Speaker Custom Info)	User Profile Block Custom Field
**Company Name (Speaker Custom Info)	User Profile Block Custom Field
**Profile/Bio (Speaker Custom Info)	User Profile Block Custom Field
Session Timezone	Site Timezone of Event Portal (not event timezone set in ThirdParty Settings)

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
Video Add-On	Exhibitor Hub Page > Organization Items Block
Vanity URL Add-On	Exhibitor Hub Page > Organization Profile Block
Company Logo (& Featured Photo) Add-on	Exhibitor Hub Page > Organization Cover Block
Matchmaking Messaging Access
Matchmaking Schedule Meetings Access
**Sponsorship Add-On Financial Item Types	- Organizations Manager > Tasks - Exhibitor Hub Page Tasks Block

Global Admin Field Name	Mobile App Field Name/Location
Company Address Details	**Hidden by default
Company Address - City, State, Country	Booth Details > Location
Exhibitor Logo	Image at the top of the booth details screen
FP Company Name	Booth Details > Bold header
Company Description	Booth Details > Profile
Booth Label	Under Company Name on Booth Details Screen
Product Category & Sub-category Selections	Booth Details > Category
Brands	Booth Details > Brands
Company URL	Booth Details > Website
Booth Contact & Phone Number	Contacts > Phone
Booth Contact Email Address **Hidden by default	Contacts > Email

Global Admin Field Name	Mobile App Field Name/Location
Products	Booth Details > Products & Native Page
Press Releases	Booth Details > Press Releases & Native Page
Show Specials	Booth Details > Show Specials & Native Page

Sessions	Non-IDP (Soap) Navigate to Admin Panel > Integrations > ThirdParty Settings. Set the Event Sync field to Yes Set the Event/Session Sync field to Push Click Save. Navigate to Admin Panel > Events Manager > Sessions category form. Set the External Event Integration field to *A2Z* In the External Event Type field enter the GA Event Id number. Click Save. IDP (Rest) Navigate to Admin Panel > Integrations > ThirdParty Settings. Set the Session Sync field to Push. Click Save. Navigate to Admin Panel > Events Manager > Sessions category form. Set the External Event Integration field to A2Z Personify OIDC IDP In the External Event Type field enter the GA Event Id number. Click Save.
Tracks	Non-IDP (Soap) & IDP (Rest) - Same as GA > EP Setup Map tracks from GA to Add in Event Portal Navigate to Admin Panel > Events Manager > Item Tags Click Add New Tag Select the Global Admin Track from the Track field dropdown. Click Save. Enable Tags in the Sessions Event Category Form. Navigate to Admin Panel > Events Manager > Edit Session Category Form. Select the checkbox for the Allow Tagging during Item Creation field. Select the checkbox for each track to include with the sessions. Click Save Note: Tracks are selected at the bottom of the edit/add form when creating a session in the Event Portal.
Speakers	Non-IDP (Soap) & IDP (Rest) - Same as GA > EP Setup Navigate to Admin Panel > Segments Manager Copy the Member Segment Name for the desired Speaker role. Note: By Default, this is Segment ID 18: Current Speaker/Presenter Navigate to Admin Panel > Integrations > ThirdParty Settings Locate the Speaker Segment Name* field and confirm it matches the Member Segment Name or paste the copied data to update the field's info. Once confirmed, Speakers associated with sessions in Global Admin are automatically pulled into EP and associated with their assigned event. Important Notes: The system associates the GA Speaker type if Event Admin Roles are mapped in EP.
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 Navigate to Admin Panel > Events Manager > Event Admin Role Click Add New Role Select the Global Admin Speaker Type from the External Ref field dropdown. Optional: Select a Role Icon to associate with the role that appears next to the user's name. Click Save.
Speaker Custom Info (Title, Company, Bio)	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 Navigate to Admin Panel > Site Building Tools > Profile Manager. Click Create Block or Edit the profile block where the fields will appear. In the Field Editor > Add Field section, click A2Z. Select the desired field from the field dropdown list. Note: Do not select a field type. It auto-fills based on the selected field. Click Add. Repeat Steps 3-5 for all desired mappable field options. Click Save. IDP (Rest) - Same as GA > EP Setup Navigate to Admin Panel > Site Building Tools > Profile Manager. Click Create Block or Edit the profile block where the fields will appear. In the Add Field section of the Field Editor, click A2Z Personify OIDC IDP. Select the field to add from the field dropdown list. Note: Do not select a field type. It auto-fills based on the selected field. Click Add. Repeat Steps 3-5 for all desired mappable field options. Click Save.

Booth/Exhibitor Contacts	- Navigate to Admin Panel > Integrations > ThirdParty Settings, and set the Company Contacts Sync field to Yes. Navigate to Admin Panel > Site Building Tools > Organizations Manager > Configuration > Contact Types. In the Allowed column, select the radio button checkbox to specify the contact types that should be allowed to sync from GA into the portal. In the Required column, select the radio button checkbox to specify which contact types should be mandatory for each organization. In the Owner column, select the radio button checkbox to specify the contact type that should receive the Org Owner role for the company. In the Default column, select the radio button checkbox to specify the contact type that should be assigned to new contacts added in the portal and associated with an organization. - 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. - The contact in GA must have the General contact type or at least one of the allowed contact types checked to sync into the Portal successfully. - 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. Successfully update the org owner by updating the contact type in GA then navigate to the Org Cover block and click Sync.
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.
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.
Product Sub-Category Selections	The system imports exhibitors' previously selected product category selections only when the Product Category List is set to sync first.

À la carte add-on items (Exhibitor Purchase Fulfilment)	Navigate to Forms Manager > Categories. Create/Edit a Digital Listing Form type. - Select Hide from the Front-End Category List. - Select Enable Organization Limits. - Specify the item in the Associate Add-On dropdown list. Set the allotment limit in Org Manager > Details Table.
À la carte Video Purchase	Navigate to Videos Manager. Create/Edit a Video Category Form. - Select Enable Organization Limits. - Specify the item in the Associated Add-On dropdown list. Set the allotment limit in Org Manager > Details Table.
Vanity URL Add-On	Navigate to Organizations Manager > Add-Ons. in the Vanity URL section, click Associate Add-On to select the item type.
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.
Matchmaking Messaging Access	Matchmaking Manager > Addon Associations
Matchmaking Schedule Meetings Access	Matchmaking Manager > Addon Associations
Sponsorship Add-On Financial Item Types	Navigate to Forms Manager > Categories then create a category form using the generic form type. Navigate to Organizations Manager > Tasks. Create/Edit Task > Select Form Submission task type > Select the generic category form you created. Click the checkbox to associate the Sponsorship Item Type. 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 an exhibitor contact logs in after the order is applied in GA.

Booth Contact Email	Can enable visibility on Booth Details Screen by modifying XSLT file.
Company Address Details	Can enable visibility on Booth Details Screen by modifying XSLT file.

Articles in this section

Jump to Section:

Sync Schedules and Types

Data Types per Sync

Non-Syncing Fields

Does not sync from EP to GA

Does not sync from GA to EP

Does not sync from EP or GA to the Mobile App

Event Portal fields that sync to Global Admin fields (EP > GA)

Organization Profile/Exhibitor Details

EDC Upgrade Listings

Conference

Global Admin fields that sync to Event Portal fields (GA > EP)

Company Profile/Exhibitor Details

Conference

Exhibitor Purchased Add-On Fulfillment

Global Admin fields that sync to the Mobile App (GA > MA)

Company Profile & Exhibitor Details

EDC Upgrades

Conference

Setup Steps to Enable Sync Integration

How to Setup the sync from Event Portal to Global Admin (EP > GA)

Organization Profile/Exhibitor Details

EDC Upgrade Listings

Conference

How to Setup the sync from Global Admin to the Event Portal (GA > EP)

Organization Profile/Exhibitor Details

Conference

Exhibitor Purchased Add-On Fulfillment

How to Setup the sync from Global Admin to the Mobile App (GA > MA)

Company Profile/Exhibitor Details

How to Manually Sync Exhibitor Data

How to Manually Sync Conference Data from GA to EP

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