Zapier Integration (beta)

Zapier gives you the power to integrate MaestroConference with hundreds of other services to automate your work, including HubSpot, InfusionSoft, MailChimp, Google Docs and many more.

For example, you can automatically add your conference attendees to a sequence in your CRM, and non-attendees to a different sequence, without writing a single line of code.

Supported triggers

  • New Non Attendee - Triggers when a registrant doesn't attend to a conference
  • New Registrant - Triggers when a new registrant is added to a conference
  • New Attendee - Triggers when registrants turn into attendees to a conference
  • New Opt-In - Triggers when somebody opts-in to one of your offers

Note: the beta version doesn't support any actions yet, so for example you can't automatically register a group of people from your CRM.

In the example below we'll show you how to create a “Zap” (Zapier’s name for integrations between two services) to send your conference registrants to a Google Spreadsheet.

The first thing you’ll need is to sign up for a free Zapier account (Zapier accounts are free, but some integrations such as HubSpot or Infusionsoft require a paid account).

Once you’re logged in to your Zapier account follow the steps below:

Note: Zapier integration will be included on Standard Plans and up, but is available on all plans while it's in beta.


1. Create a Google Spreadsheet

This will be the spreadsheet where your event registrants will be stored. Head over to Google Drive, create a new spreadsheet named "MaestroConference Registrants" and add 3 columns: Name, Email, PIN.


2. Choose a Trigger App

1. Log in to your Zapier account and click this invitation link (our Zapier application is still in beta, so you'll need an invitation to use it), then click on "Accept invite & Go To Dashboard".

2. Once in your dashboard, click the "Make a Zap!" button at the top.

 

 

2. Name your Zap "MaestroConference Registrants". In "Choose a Trigger app", search for "MaestroConference" and select it.

 

 

3. In Select MaestroConference Trigger, select "Participants Registration Information" and click the blue "Save + Continue" button.

 

4. To let Zapier connect to your MaestroConference account, click "Connect a New Account".

5. In API Key you will need to enter your Zapier API Key. Log in to your MaestroConference account, click on your name at the top-right of the screen and select "Settings".

 

 

Then scroll down to the bottom of the page and click on "Integrations" to expand it. Copy the Zapier API Key, go back to Zapier and paste it in the API Key text box.

 

 

6. In Conference UID, enter the UID of the conference that your participants will be registering to.

7. Click "Yes, Continue".

 

 

8. To test the connection, click "Test". If everything was entered correctly you should see a green "Success!" message. Click on "Save + Continue".

 

 

9. To check that everything is working correctly, Zapier will try to fetch an existing registrant, so before completing this step you'll need to create a test registration to your conference. Once you've done that, click "Fetch & Continue". if everything went well, you should see a "Test Successful!" message. Click "Continue".

 

 


3. Choose an Action App

1. In Choose an Action app, search for "Google Sheets" and select it.

 

2. In the action to perform, select "Create Spreadsheet Row", and click "Save + Continue".

3. To allow Zapier to access your Google Docs account, click "Connect New Account", select your Google Docs account and click "Allow" (if you're not already logged in to your Google Docs account, you will be asked to log in.)

4. Click "Test" to test the connection. You should see a green "Success!" message. Click on "Save + Continue".

 


4. Set Up Your Spreadsheet

1. In Spreadsheet search for your spreadsheet named "MaestroConference Registrants" and select it.

2. In Workseet select "Sheet 1"

3. In Name, PIN and Email, select the corresponding "Name", "PIN" and "Email".

 

 

4. Click "Continue". In the next screen Zapier will tell you that it will create a test row in your spreadsheet, click "Create & Continue". 

5. You should see a green "Test Successful" message and if you check your spreadsheet, you'll see two new rows: one that says "Added by Zapier...", and another with some test registrant data.

6. Click "Finish"

 

 

Finally, click the switch button to turn your Zap on, so anyone who registers to your conference will be automatically added to the spreadsheeet.

 

 

For more information about creating Zaps with other services, visit Zapier's Learning Center.

 

Have more questions? Submit a request

13 Comments

  • 0
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    HeartofBusiness

    Am I understanding correctly that we can only use MaestroConference and Zapier if MaestroConference is the triggering app?  What will really be helpful is is I can register someone in MaestroConference when a tag is applied to a user in Infusionsoft.  So, Infusionsoft would be the triggering app and MaestroConference would be the Action in Zapier.

    The way it looks like it's set up now, is completely useless to me - and I've been awaiting this zap for YEARS.  I hope I'm misunderstanding.  

  • 0
    Avatar
    Diego Rodriguez

    Hi Mark, that's a very interesting use case. I don't think it's possible to use Maestro as the Action app right now, but I'm already discussing the possibility with the product team, I'll let you know as soon as I have a definitive answer. Hopefully we'll be able to add that.

    Thanks for the suggestion!

  • 0
    Avatar
    Diego Rodriguez

    Mark, we'll be making Zapier work as the action app in the next development cycle, so it should be available around mid December.

    Best,

    -Diego

  • 0
    Avatar
    HeartofBusiness

    Hi Diego - REALLY glad to hear that MaestroConference being an action app is planned.

    It's mid-December so I wanted to check back in about progress.  

    I look forward to hearing an update!

  • 0
    Avatar
    Diego Rodriguez

    Hi Mark! We've discussed the use case you suggested (tagging people in your CRM and have them registered to a conference automatically) and we found that doing something like that would put us in a potential spammer position - imagine someone with a list of thousands of people tagging all their contacts by mistake and having them all signed up to an event, that would trigger thousands of unwanted invitation emails from our platform.

    We think it's a very powerful possibility and we're researching other solutions (such as letting you use your own SMTP server to send the emails), so we're not giving up on it that easily :)

    For the next update we'll be adding the possibility to identify attendees from non-attendees, so you can (for example) follow up with those people who didn't attend. Also you'll be able to send people who opt-ins to your offers within Maestro and send them automatically to your CRM.

    Best,
    -Diego

  • 0
    Avatar
    HeartofBusiness

    That's really disappointing, Diego.  And I hear what you're saying and that emailing from our server vs. yours would put us on the hook instead of you.  I get the risks, and understand where you're coming from.

    We really need this functionality.  A lot of people do.

    I've managed a work-around for getting people registered automatically through my CRM, so that's taken care of (via URL registration).  What I really want most now is the possibility to DELETE people from conferences automatically.

    If there's a way to do this via a URL (as it is with registration), please let me know. Otherwise, having to manually go in and manage users costs me even more money - which doesn't make any sense at all being that the functionality/technology is so readily available.

    Thank you for continuing to work on it.

  • 0
    Avatar
    Diego Rodriguez

    I hear you, Mark. I was also disappointed myself when the product team brought the spam issue into the discussion, but hopefully we'll be able to find a work around, and glad you figured out a workaround for registering people.

    So the new use case you propose is being able to un-register people from your CRM by tagging them or performing some other action, is that correct? I don't think that can be done via URL alone, but will double check.

     

    Best,
    -Diego

  • 0
    Avatar
    mentor

    Hello Diego - 

    Thanks for this - we're in a similar situation to Mark, it would be really nice to control registration (adding and removing participants) in an automated fashion. We run a call series that people subscribe to, so if they quite their subscription, we would prefer not to have to manually remove them.

    Also, if there ultimately becomes a way to automatically register people, it would be nice to be able to include info for the custom fields.

    Am I correct in understanding that the next update is intended to allow us to track who attended or didn't a call? This would also be useful to us.

    Thanks!

    Matt

  • 0
    Avatar
    Diego Rodriguez

    Hi Matt, the more people request it, the more likely it is that it gets implemented one way or another, so thanks for chiming in! :)

    We're about to release a new update in 1 or 2 weeks and the Zapier feature will have the following improvements:

    • Identify attendees from non-attendees in the Zap, so you can put them into different workflows
    • Access to all of the registrant/participant profile data, including custom fields
    • Handle Opt-Ins, so for example you could have people signup to your blog automatically by simply asking them to raise their hand.

    Best,
    -Diego

    Edited by Diego Rodriguez
  • 0
    Avatar
    mentor

    Great! Thanks Diego

  • 0
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    team

    Hey ya'll! 

    So excited to see you have a zapier. I do have one question...

     

    Your guide outlines the ability to use the trigger "participant registration information" but when I opened it myself, I had:

    • New Non Attendee - Triggers when a registrant doesn't attend to a conference
    • New Registrant - Triggers when a new registrant is added to a conference
    • New Attendee - Triggers when registrants turn into attendees to a conference
    • New Opt-In - Triggers when somebody opts-in to one of your offers

    I need the ability to pull all of our past registrations and attendees. With this zap allow me to do this?

  • 0
    Avatar
    Diego Rodriguez

    Hi Rebecca, Zapier only checks when there is a new registrant or attendee created, as they put it in their help documentation:

    "When I get a new thing in A, do this other thing in B."

    Unfortunateiy It doesn't  work with past data, like retrieving information about past registrations or attendees.

    -Diego

  • 0
    Avatar
    mentor

    Hello - 

    I've been working on getting some zaps setup for multiple weekly calls. I have a trigger set up to catch whenever someone registers for one of three calls. Unfortunately, it seems only one of them is active at a time (even though they are all 'on' as far as Zapier is concerned). 

    I finally chased it down and discovered that only the last activated zap will function as intended. That is, I can get any of the three zaps to work as it is supposed to by simply turning them all off and back on. Whichever one I turn on last is the zap that will be active (and functioning correctly).

    I'm not sure if this is an issue on the MaestroConference side or the Zapier side, so I will check with support there as well.

    Thanks.

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