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zapier-config-troubleshooting-and-verification

Zapier​

Zapier is a no-code solution, an external tool that connects two apps together. It's compatible with many common tools, but it's recommended to first check on their website to see if the connection with your app is possible.

Below are some tips for connecting Swapcard with another app (when compatible). If you have further questions, please contact the Zapier support team.

  • A trigger is an event that starts a Zap. For example, if you want to send a text message each time you receive an email, the trigger is ‘new email in inbox’. Learn more about using triggers in Zaps.

  • A Zap is an automated workflow that connects your apps and services together. Each Zap consists of a trigger and one or more actions. When you turn your Zap on, it will run the action steps every time the trigger event occurs.

  • An action is an event a Zap performs after it is triggered. For example, if you want to send a text message each time you receive an email, the action is ‘send a text message’. Learn more about using actions in Zaps.

  • A task is an action your Zap successfully completes. For example, if your Zap has an action to create new Google Contacts, each contact that is created will count as one task. Learn more about tasks in Zapier.

What Zapier is not meant for​

  • Zapier counts a task each time an action is executed. For example, if your trigger is “people added to Swapcard”, Zapier will count you a credit for each people/attendee added. The free plan allows 5 zaps and 100 tasks per month. Learn more on the Zapier pricing here.

  • Zapier may not be the ideal choice for importing session analytics and behavior data due to its limitations. While it is technically possible, the high volume of data involved can quickly consume your Zapier credits.

To import data into Swapcard​

  1. Step 1: Authenticate Email by Zapier and Swapcard.​

  2. Step 2: Pick one of the apps as a trigger, which will kick off your automation.​

    ActionDescription
    Add a Person as Attending a SessionAdd a person as attending a session (session bookmarked in their profile).
    Add or Remove a Badge to a PersonAdd or remove a badge to a person.
    Add or Remove a Person as Exhibitors MemberAdd or remove a person as exhibitors member.
    Create ExhibitorCreate a new exhibitor.
    Create PersonCreates a new person.
    Update PersonUpdate a person.
    Update Person GroupsUpdate a person's group.
    Find a PersonFind for a person by a specific field. Optionally, create a person if none are found.
    Search Planning by IdFind a session by id.

    💡 To import people, we recommend selecting “Find or Create a Person” as the emails are stored at the community level. If a person has already registered with an email in another event, the action to trigger is “Update a Person” (the second step in the zap).

  3. Step 3: Choose a resulting action from the other app.​

    Connect the second app. You will have to generate an API key from your Swapcard organizer account. Define the mapping in the action section

  4. Step 4: Select the data you want to send from one app to the other.​

    • The user's email
    • The clientID is the id coming from your external tool and it should be unique per user and community
    • Create your groups in advance so you can assign the right one on the mapping page
    • Photourl is the profile picture (it should be a direct url, no Google Drive)
    • JobTitle is the job title field
    • Organization is the company field
    • Barcode will be used for the badge qr code
    • IsVisible should be true so the attendees appear on the attendee’s list
    • IsUser should be true so the attendees can access their event by logging in
    • Custom fields is a section showing all your custom fields

To export data​

To export data you have different triggers possible:

Note that exporting data can be highly tasks consuming.

TriggerDescription
New ActivityTriggers when a new activity occurs in the last 24 hours.
New EventTriggers when a new event is created.
New ExhibitorTriggers when a new exhibitor is created.
New GroupTriggers when a new group is created.
New MeetingTriggers when a new meeting is created.
New PersonTriggers when a new person is created.
New PlanningTriggers when a new session is created.
New Planning BookmarkedTriggers when a new session is bookmarked.
Updated PersonTriggers when a person is updated.

Add filtering

If you want to import or export following specific conditions, you can click on the “+” and select Filters. There you can define what is the condition.

How to Attach a Swapcard Ticket to a New Person​

How to Attach a Ticket to a Person Added Through Zapier​

If you're using Zapier to automate your workflow, you may have encountered the need to attach a ticket to a person that was added through Zapier. This can be done easily with just a few simple steps.

  1. Step 1: Locate the Person in Your Contacts​

    Before you can attach a ticket to a person, you need to make sure they are already in your contacts. If you have just added them through Zapier, they should already be there. If not, you can manually add them by going to your contacts and clicking on the "Add Contact" button.

  2. Step 2: Open the Person's Profile​

    Once you have located the person in your contacts, click on their name to open their profile. This will bring up all of their information and any tickets that are currently attached to them.

  3. Step 3: Click on "Attach Ticket"​

    In the person's profile, you will see a button labeled "Attach Ticket" near the top of the page. Click on this button to begin attaching a ticket to this person.

  4. Step 4: Select the Ticket to Attach​

    A pop-up window will appear with a list of all your available tickets. Select the ticket you want to attach to this person and click "Attach".

  5. Step 5: Confirm the Attachment​

    After selecting the ticket, you will be brought back to the person's profile where you will see the ticket listed under their information. This confirms that the ticket has been successfully attached to this person.

How to Configure In-App Registration with Zapier​

If you are using Swapcard In-App for your event registration, you can easily integrate it with Zapier to automate the process of adding new attendees to your event. This will save you time and effort, and ensure that all your attendee information is accurately captured.

  1. Step 1: Configure Registration Mode​

The first step is to make sure that your registration mode is set to In-App registration.

  1. Step 2: Create Tickets on Swapcard​

In order for Zapier to assign tickets to new attendees, you will need to create at least one ticket on Swapcard. This can be done in the "Tickets" section of your event dashboard.

  1. Step 3: Set Up Zapier​

Now it's time to head over to Zapier and create a new zap. A zap is a connection between two applications that allows them to communicate with each other.

  1. Step 4: Select Trigger​

The trigger is the event that will initiate the zap. In this case, we want the zap to be triggered when a new attendee is added to your event.

  1. Step 5: Select Swapcard as Application​

Next, you will need to select Swapcard as the application that you want to connect with your trigger application.

  1. Step 6: Select "Create Person" as Action​

Now you will need to select the action that you want Zapier to perform when the trigger event occurs. In this case, we want Zapier to create a new person (attendee) on Swapcard.

  1. Step 7: Map Required Fields​

In order for Zapier to create a new person on Swapcard, you will need to map all the required fields. These are the fields that are necessary for creating a new person, such as email, first name, last name, and client ID.

  1. Step 8: Assign Ticket​

Finally, you will need to select the ticket that you want to assign to the new person on Swapcard.

That's it! Your zap is now set up and ready to go. Whenever a new attendee is added to your event, Zapier will automatically create a new person on Swapcard and assign them the selected ticket. This will save you time and ensure that all your attendee information is accurately captured

Troubleshooting & verification​

  1. Confirm the Zap is turned on and deployed.​

    When configuring your zaps people frequently have Zaps in draft, paused state or just forget to hit the deploy button to deploy their changes on the flow. Make sure to check that the Zap is active and deployed.

  2. Refresh the zapier url webhook​

    Sometimes the zaps are active and deployed, but zapier platform might change its url format or just expire non used urls. Usually zapier doesnt return an error when it occurs, in order to check this hypothesis you can hit disable and enable the zap again, this will refresh the url and solve the issue if it was the case.

  3. Validate the API key​

    API keys are event-specific. Make sure to verify the connected account shows green in Zapier and that the key matches the correct Swapcard event. To create an API key for your event, go to https://studio.swapcard.com/api-keys and click "Create a new key".

  4. Check Zap Task History for errors​

    This is the primary diagnostic tool in Zapier so go to the history tab on your Zap and get detailed information about run. These are the most common errors you can encounter:

    ErrorLikely CauseFix
    Authentication failedExpired/wrong API keyRegenerate and reconnect
    Required field missing: emailEmail not mappedFix field mapping
    Person not foundUpdate triggered before createUse "Find or Create Person"
    clientId already existsDuplicate clientIdEnsure uniqueness per user/community
    Invalid URL for photoUrlNon-direct image URLUse a direct URL
    Zap is waiting / HeldFilter condition not metReview Filter step logic

  5. Test with a single record first​

Use Zapier's Test button on the Action step before bulk runs. Verify the person appears correctly in Swapcard with correct groups, ticket, visibility, and login access(When a zap is triggered manually and there's no data yet it will fetched an example register).

  1. Check Zapier task quota​

If data stops mid-import, the plan's task limit may have been hit. Direct clients to Zapier Settings → Usage. Note the free plan limit (100 tasks/month) and that hitting the limit causes data to silently stop flowing.

  1. Filters silently dropping records​

If only some records flow, a Filter step may be the cause. Task History will show these as "Filtered" not "Errored". Direct clients to review their Filter step conditions.

  1. Verify field mapping​

Check for fields that might be arriving blank or misconfigured.

  • clientId (required) — Must be unique per person in the event. Reusing a clientId that already belongs to another person triggers CLIENT_ID_CONFLICT and the record silently fails. On update, use the same clientId that was used at creation.
  • firstName / lastName (required) — Both are required fields. Systems that export a single "Full Name" field need to split it before mapping. Leaving either blank will fail the action.
  • groups (required) — At least one group must be selected. Groups must be created in Swapcard before the Zap runs. They're selected from a dropdown — if the dropdown is empty, no groups exist for that event yet.
  • email (optional but strongly recommended) — Not technically required, but without it the person can't log in or receive communications. Must be unique at the community level — an email already used by another person causes EMAIL_CONFLICT.
  • forceUpdate (required) — This is a required boolean that most clients don't understand. When true, it allows attaching any user to any community profile and permits multiple clientIds per profile. Leave as false unless you specifically need cross-profile merging. Setting true without understanding the implications creates duplicate or incorrectly merged records.
  • ticketId + typeStatus (optional, paired) — Only needed for In-App registration. The ticket must exist in Swapcard first. If ticketId is set, typeStatus defaults to Registered. Setting contradictory combinations (e.g., ticket + Canceled) will produce unexpected results.
  • isVisible (optional, defaults to true) — Only flag this if you have a reason to set it false. Attendees with isVisible = false won't appear on the attendee list.
  • photoUrl (optional) — Must be a direct image URL. Google Drive sharing links, Dropbox preview links, and other redirect URLs will fail with IMAGE_URL_INVALID.
  • Custom fields (optional) — Custom fields must be created in Swapcard before mapping. They appear in the dropdown with their internal API name (e.g., custom_12345). The value format depends on the field type. For multi-select fields, values should be semicolon-separated if multiple (e.g., "Marketing;Sales"). Incorrect formatting may cause the field to be ignored without an error.

Escalating further​

If none of the above resolves the issue please provide us the following:

  • The error from Task History(if present) + note the Zap name(if present)
  • Trigger app
  • Swapcard action Using this data the support team has the initial context to start the diagnostic and investigation of the issue