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 Source and Running the Initial Import

1. Access the Conference App Builder (From our website, choose Organizer Login > EventPilot on the top right)
2. Select your project
3. Select either Agenda > Sessions, Agenda > Speakers, or Media > Media Data, depending on what data source you would like to set up.
4. Add Import (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 
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 Custom Code or Custom Import Parameters

10. Select Next

11. Complete the field mapping for the table

    1. The Planstone agenda has fields called "Tracks" which very 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.

12. Next to run the import

13. If there are errors in your data, review: https://support-eventpilot.ativsoftware.com/support/solutions/articles/24000018803

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: https://support-eventpilot.ativsoftware.com/support/solutions/articles/24000018803
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

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.