Planstone API - Before Getting Started

In order to set up new data sources that connect with the Planstone API, you will need the to contact Planstone to receive the following:

1. The API base URL (it could look similar to this https://apps.planion.com/feed/v1)
2. Your Planstone Account Code (this is likely your organization name)
3. The conference name in Planstone (this could look like ABCD2024)
4. Get confirmation that Planstone added ATIV's user account to the project on the Planstone side.

Once you have received the details, you will be able to set up Import Sources in the Conference app builder. 

Access the menu item in the Conference App Builder where you would like to import data: 

Agenda for session data

Speakers for presenters

Media for abstracts

Setting Up the Initial Data Sources and Running the Initial Import

Speakers

1. Access the Conference App Builder (From our website, choose Organizer Login > EventPilot on the top right)
2. Select your project
3. Navigate to Agenda > Speakers
4. Click Add Import Source (note: you may need to click the carrot to expand the import card before this button is visible) 
5. Enter a logical name for the source to indicate where this import is coming from e.g. Planstone API 
   1. Tip: we recommend including the Planstone event ID in the name. When you clone your project in the future, you'll then easily know if you need to update your import source. 
6. Select Planstone from the Source dropdown
7. Select Next
8. As prompted on the screen, enter:
   1. URL
   2. Planstone Account Code
   3. Planstone Conference Code

9. If you have used import customizations in the past, ask your ATIV Project Manager to add your Customization Code (generally your ORG ID in the App Builder) or Custom Import Parameters

10. Select Next

11. Mapping
    Complete the field mapping for the table

12. Next to run the import

13. If there are errors in your data, review: Common Conference App Builder Import Data Errors and Import Exclusion Reasons

Sessions

1. Navigate to Agenda > Sessions
2. Click Add Import Source (note: you may need to click the carrot to expand the import card before this button is visible) 
3. Enter a logical name for the source to indicate where this import is coming from e.g. Planstone API 
   1. Tip: we recommend including the Planstone event ID in the name. When you clone your project in the future, you'll then easily know if you need to update your import source.
4. Select Planstone from the Source dropdown
5. Select Next
6. As prompted on the screen, enter:
   1. URL
   2. Planstone Account Code
   3. Planstone Conference Code

7. If you have used import customizations in the past, ask your ATIV Project Manager to add your Customization Code (generally your ORG ID in the App Builder) or Custom Import Parameters

8. If you wish to display Learning Objectives in the session detail view, click on Include Learning Objectives in Description and select Yes

9. Select Next

10. Mapping
    Complete the field mapping for the table

    1. Session location: You can choose to import just the room name or a concatenated version of the romance and venue name. Any commas added in the room or venue name are removed as those symbols are not supported for locations. Learn more in this article: Can I use symbols like slashes, semicolons, etc. for locations (rooms, booths), tracks and metadata? My pin drop or filter is not working? 

    2. Pipe | delimiter in metadata: The Planstone agenda has fields called "Tracks" which vary from client to client. These fields are all pulled into the available dataset as metadata columns. If you map any of those to one of the metadata fields, the delimiter must be set to the pipe delimiter | If that is not done, you will run into errors where the content exceeds the field length. All filters for the Planstone import must be set to the pipe delimiter.

11. Next to run the import

12. If there are errors in your data, review: Common Conference App Builder Import Data Errors and Import Exclusion Reasons

Abstracts (Media)

1. Navigate to Media > Media Data
2. Click Add Import Source (note: you may need to click the carrot to expand the import card before this button is visible) 
3. Enter a logical name for the source to indicate where this import is coming from e.g. Planstone Abstracts 
   1. Tip: we recommend including the Planstone event ID in the name. When you clone your project in the future, you'll then easily know if you need to update your import source.
4. Select Planstone Abstracts from the Source dropdown
5. Select Next
6. As prompted on the screen, enter:
   1. URL
   2. Planstone Account Code
   3. Planstone Conference Code
   4. Optional
      1. Embargo: If you don't have embargo dates on abstracts in Planstone, you can set a default embargo date for all abstracts, you can set the date using this format yyyy-mm-dd for example: 2027-09-26
      2. Display Presentation & Schedule Buttons: if your abstracts are linked to presentation sessions that users could add to their schedule, select Yes.
         

7. If you have used import customizations in the past, ask your ATIV Project Manager to add your Customization Code (generally your ORG ID in the App Builder) or Custom Import Parameters

8. Select Next

9. Mapping
   Complete the field mapping for the table

   1. media_id > Media ID

   2. session_id > -- Do Not Import --

      1. Important: Do not map session IDs for abstracts. If you do, you are double mapping them and they may appear not only in the child sessions (presentations) but also listed in the parent session. The Agenda Sessions import already links to the abstracts.

   3. title > Title

   4. default_subtitle > Subtitle

   5. type > Media Type

   6. description > Description 

   7. icon > HTML icon

   8. media_type_filter > Filter 1

   9. embargo_date > Start

   10. If available 

       1. topic > Filter 2

       2. if you have tracks, you can add them as a filter.  Pipe | delimiter in metadata: The Planstone agenda has fields called "Tracks" which vary from client to client. These fields are all pulled into the available dataset as metadata columns. If you map any of those to one of the metadata fields, the delimiter must be set to the pipe delimiter | If that is not done, you will run into errors where the content exceeds the field length. All filters for the Planstone import must be set to the pipe delimiter.

10. Next to run the import

11. If there are errors in your data, review: Common Conference App Builder Import Data Errors and Import Exclusion Reasons

ePosters (Media)

1. Navigate to Media > Media Data
2. Click Add Import Source (note: you may need to click the carrot to expand the import card before this button is visible) 
3. Enter a logical name for the source to indicate where this import is coming from e.g. Planstone ePosters 
   1. Tip: we recommend including the Planstone event ID in the name. When you clone your project in the future, you'll then easily know if you need to update your import source.
4. Select Planstone ePosters from the Source dropdown
5. Select Next
6. As prompted on the screen, enter:
   1. URL
   2. Planstone Account Code
   3. Planstone Conference Code

7. If you have used import customizations in the past, ask your ATIV Project Manager to add your Customization Code (generally your ORG ID in the App Builder) or Custom Import Parameters

8. If you wish to display Learning Objectives in the session detail view, click on Include Learning Objectives in Description and select Yes

9. Select Next

10. Mapping
    Complete the field mapping for the table

    1. media_id > Media ID

    2. title > Title

    3. subtitle > Subtitle

    4. type > Media Type

    5. icon > HTML Icon

    6. url > URL

    7. session_id > -- Do Not Import --

       1. Important: Do not map session IDs for ePosters. If you do, you are double mapping them since the Agenda Sessions import already links to ePosters.

    8. media_type_filter > Filter 1

    9. Pipe | delimiter in metadata: The Planstone agenda has fields called "Tracks" which vary from client to client. These fields are all pulled into the available dataset as metadata columns. If you map any of those to one of the metadata fields, the delimiter must be set to the pipe delimiter | If that is not done, you will run into errors where the content exceeds the field length. All filters for the Planstone import must be set to the pipe delimiter.

    10. For media items, do NOT map the session ID field. 

11. Next to run the import

12. If there are errors in your data, review: Common Conference App Builder Import Data Errors and Import Exclusion Reasons

Deeplinks  (Media)

1. Navigate to Media > Media Data
2. Click Add Import Source (note: you may need to click the carrot to expand the import card before this button is visible) 
3. Enter a logical name for the source to indicate where this import is coming from e.g. Planstone Deeplinks 
   1. Tip: we recommend including the Planstone event ID in the name. When you clone your project in the future, you'll then easily know if you need to update your import source.
4. Select Planstone Deeplinks from the Source dropdown
5. Select Next
6. As prompted on the screen, enter:
   1. URL
   2. Planstone Account Code
   3. Planstone Conference Code

7. If you have used import customizations in the past, ask your ATIV Project Manager to add your Customization Code (generally your ORG ID in the App Builder) or Custom Import Parameters

8. If you wish to display Learning Objectives in the session detail view, click on Include Learning Objectives in Description and select Yes

9. Select Next

10. Mapping
    Complete the field mapping for the table

    1. media_id > Media ID
    2. title > Title
    3. subtitle > Subtitle
    4. type > Media Type
    5. icon > HTML Icon
    6. url > URL
    7. session_ids > Session ID

11. Next to run the import

12. If there are errors in your data, review: Common Conference App Builder Import Data Errors and Import Exclusion Reasons

Filters

If you are importing filter keywords, ensure to open the filter card to: 

• set the filter label
• adjust the filter display order

Incremental Imports after Setup

1. Return to the Conference App Builder, log in, and access your project
2. You have three different import options: 
   1. Import all at once
      Select the Home menu > Import All Data 
   2. Import one data set (e.g. just speakers or just sessions or just media)
      To import all sources for a given table individually, visit that page of the Conference App Builder (e.g. Agenda > Sessions) and choose Import All [Agenda]
   3. Import one source only
      To import just one single source, visit that page of the Conference App Builder (e.g. Agenda > Sessions), expand the import card if necessary, and select the Import button beside a single data source
      
      Note: If you manually import individual sources, ensure to import all related sources (Sessions, Speakers, Media) or you may be seeing orphans errors.
3. If there are errors in your data, review this article: Common Conference App Builder Import Data Errors and Import Exclusion Reasons
4. Select the Publish Menu on the top left and Publish to Proof
5. After reviewing your data update in the proof version on iOS and Android, you may publish to live by selecting Publish Live Data

FAQ

I have made changes in Planstone and imported but I am not seeing the content updated? 

You may need to wait 15-30 minutes before your changes propagate into the API. 

What triggers which sessions / presentations are imported into EventPilot from Planstone? 

The Published field in Planstone must be set to true

I am unable to import my filter keywords - I am seeing an error that field length is exceeded? 

During field mapping, the default delimiter is a comma. However, in Planstone data, the delimiter is a pipe symbol |. After selecting the metadata field to map to, the delimiter must be changed to the | symbol. 

What are the Planstone session (parent) and presentation (child) IDs in the EventPilot platform?

For parent sessions the Planstone Id field is "schedid" and for presentations (child) sessions, it is the "pslinkid" field.

How do I remove a session from Eventilot?

Set the Published field in Planstone to false and then reimport your data into EventPilot.