Setting up Airtable on the Hopin platform

  • Updated

 

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What are the capabilities of the Hopin<>Airtable integration?

  • Export registrations from Hopin → Airtable
  • Export attendee status (would update the registrations with “Attended” status).
Note: The Airtable app does not export custom registration form questions

Which plans are the Hopin<>Airtable integration currently available on?

The Airtable Integration is available to all Hopin plans.

Setting up Airtable

To get started, you will need to install the Airtable app to your Hopin Organization. You can access the app store by going to your Organization Dashboard and heading to the Apps tab. Then click on Discover More on App Store. 

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You can follow this link to go directly to the page. Click Install app to add the Airtable app to your Organization.

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Click on New authentication and provide the API Key of your Airtable account.

In order to get this information, head to your Airtable account and sign in. Navigate to your account page. On your account overview page, under the API heading, you can find the API key. If an API key hasn't been created for your account, click the Generate API key button. 
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Copy the API key and paste it in the login screen. This will authenticate your Airtable account.

Once you've authenticated your account, click Next and proceed to Airtable

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On the second screen you need to provide the Base ID where the app can find the table to store the registration details. To get the Base ID details navigate to the table you want to sync data to in Airtable.

The URL will look like this:
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In the URL you can identify the Base ID which is located at https://airtable.com/{BASE_ID}

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On the second screen you need to provide the Table ID where we can store the registration details.

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On the next screen, if you wish to export Hopin registrations to Airtable, type in the field name from Airtable and click on Set to "your field name" as shown below. Please note that these fields need to match exactly the headers in Airtable. Type in the field name for all the needed information, these will be populated on the provided table when someone registers for an event in Hopin. Once Configured, click Next to proceed.


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On the next screen, if you wish to export participant attendee status, type in the field name from Airtable and set it. You will also need to make sure that if that is a multi select picklist field it has an option with value ‘Attended’.

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Once clicked on the Finish button, you should see the popup below stating that the app has been installed successfully.

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Testing the Airtable Integration

We can now test the app's functionality. First, you can create a registration in Hopin to check that it's pushed to Airtable. To do that, you can navigate to the Events tab, select an event, and use the Preview link to access the registration page (this assumes at least one ticket has been created and the event has been published):

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Register for the event in the registration page (if you have already registered with your account, you can unregister yourself in the Event Dashboard > People > Attendees page):

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Once you register for an event if there is no registration in Airtable, it will create a new one or if it exists it will update that with the fields that was chosen above in the screen configuration.

If the same person attends the event the registration would be marked with status attended.

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And that's how you integrate Airtable with Hopin!

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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