You can use this page to add and manage all registration (or other) providers for the event and to find the proper event codes to share with the registration provider, if needed.
To add a new provider:
Select Add A Provider.
Search for a provider by name, city, customer code, type, or state/province. (Note - the Passkey Customer Code is a unique code assigned to certified registration partners. If you have this number from your registration provider you can optionally use it to quickly find that provider).
Select Search to view the results.
Select one or more checkboxes and choose Add Selected Providers.
The providers you add appear in the list but are disabled initially.
IMPORTANT: A registration provider must be enabled to allow the provider's system to integrate with the Passkey event. The next section describes how to enable the provider.
TIP: To search again, simply enter different criteria then select Search.
To enable a registration provider, simply select the OFF switch and the status changes to ON, with a message confirming the provider was enabled. Select OK or X to close the message. The registration provider is now associated with the event, and can integrate with the Passkey event.
If the registration provider has default callback(s) configured within their profile, you will see a switch under Default Callbacks and these may be enabled as discussed below.
You may, however, need to provide event-specific codes to the enabled registration provider to complete setup/mapping for this event within the registration system.
A request for a connection of a provider to an event can happen in one of two ways:
An event planner (on the Planner Portal) can manually make a request to use a certain provider
A registration provider (using an API call) can request a connection to an event as a provider or affiliate
When either happens, you will see a message within the Enable Provider section that shows the name of the requestor, the provider, and the date/time of the request. In order for RegLink to be usable by that provider, the provider must be added to the event manually by accepting their request.
To accept the request:
Select Accept to add and enable the provider.
If the requested provider also has default callbacks, you will be prompted whether you want to add and enable these for the event.
Once approved, the registration provider is added and enabled for use within this event.
To decline the request:
Select Decline to reject the request (e.g. a request from a provider you don't recognize)
Once declined, the message disappears and the provider is not added to the event.
After you make a choice, the planner who made the request will receive an email letting them know the request was approved or declined.
TIP: If you accidentally decline a provider, you can also select Add a Provider to search and then add the provider.
You can now enable API integrations for any system using Passkey’s RegLink API’s, with easy-to-use event connection codes.
For systems supporting this new API functionality, an event connection code is entered into the partner system and the code then serves as a unique key to connect and enable that systems integration with your Passkey event – automatically.
NOTE: Not all systems support this feature yet. This capability is provided with Passkey’s next-generation RegLink API’s and requires existing integration partners to update their integration to support this simplified connection flow. To find out if your system can be connected, reach out to your system provider. If your system provider does not yet support the simplified connection flow, please continue to enable the integration using the same steps used previously, as discussed in the section Enabling A Provider.
Select Add Code to generate a unique code for the planner, which can be used by another system (e.g. their registration provider) to enable that system’s integration to Passkey.
The table shows the:
Code: The unique connection code associated with this planner
System Provider: The name of the provider(s) that have connected to the event using the code
Associated Planner: The name of the planner associated with the code
Status:
Approved: Indicates that the planner is allowed to use the code to connect a system (but has not connected)
Connected: Indicates that the planner has successfully used the code to connect a system
Actions:
Select Copy code to copy the connection code to your clipboard
Select Delete code to delete the code and make it unavailable to connect another system to the event
NOTE: If you delete a code that has already been used to connect another system to the event, the integration(s) created using this code will also be deleted.
To view event codes, select the Event Codes section of the screen.
A table with several sections shows general event information, the Event ID, Event Codes (attendee codes) as well as all Block Codes (Attendee and Room type combination codes). Although all codes associated with the event will be shown, you should work with the registration provider to determine which codes are needed for that provider’s integration and your event.
Use the link provided in this section to share the details with your registration partner to connect your registration and the Passkey website.
Disabling a provider will temporarily block usage of registration with that provider. To permanently remove the provider, select the red X, and then OK to confirm the removal of the provider from this event. It is not necessary to disable a provider before removing it.
You can use the Add A Provider feature to search for and add the provider again if needed.
Callbacks allow you to set up notifications to the registration provider on your events, typically on reservation changes such as creating a reservation, modifying it, or cancelling it.
NOTE: This feature was formerly available under Communications --> Callback Services.
If your registration provider has set up callbacks on their organization profile, you can used them directly within your events. This approach is recommended, as it ensures you are using updated callback entries and avoids the need to manually add them to each event.
To use default callbacks, simply select the switch under Default Callbacks to turn it ON. This will automatically associate one or more callbacks from the registration provider to your event, and these will appear under the Callback Service section of the page. If you want to remove the default callbacks from your event, select the switch to turn them OFF. This will not impact callbacks (if any) that you have manually added to the event.
To add a new callback to the event:
Select Add New Callback
Complete the fields including:
Label – The name of the callback as it will appear on this page
Callback URL – The actual URL to use in the callback (with tags to represent dynamic data)
Send Upon – The action that will trigger the callback
New – When a new reservation is created
Modify – When a reservation is modified
Cancel – When a reservation is cancelled
Number of Retries – Optional. How many times the system will try to make a callback in case the target server returns an error
Retry Interval – Optional. The time (in seconds) between a failure and retry
Notification Email – Optional. An email address that will receive a failure report
Click Save to add the callback to the event or Cancel to discard your changes.
The newly added callback appears on the screen.
To remove a callback from the event:
Click the X button on the callback.
Confirm that you want to remove the callback.
The callback is removed from the event.
If you are using Default Callbacks, you can remove these by selecting Default Callbacks to turn the switch OFF for your registration provider.
Tags can be used within the URL to supply dynamic data. To use an item on the list, simply enclose the item in double brackets. For example, if you want to get the reservation acknowledgement number (ackNumber) you would add [[ackNum]] in your URL.
For example: http://www.yourwebserver.com/return?yourkey=[[ackNum]]
The complete list of supported tags is shown here:
Placeholders |
Description |
[[bridgeID]] |
The unique identifier assigned by Passkey when attendee-specific information is sent from a third party application using the RegLink Open API. Note: This tag is not available to during a Modify or Cancel reservation operation. |
[[extAckNumber]] |
An attendee-specific identifier assigned by a registration system to the attendee’s registration record. For example, a “Registration ID”. Note: This tag is not available to during a Modify or Cancel reservation operation. |
[[resAckNum]] |
The reservation acknowledgement (confirmation) number for the housing reservation in Passkey. |
[[MasterResAckNum]] |
The reservation master acknowledgement number applies to room list reservations created in Passkey. The same number is used for all reservations created within a single room list. |
[[resStatus]] |
The status of the reservation in Passkey: - “0” (New) - “1” (Cancelled) - “2” (Modified) - “3” (Modified and Cancelled) - “5” (No Show (NS) - “7” (No Show (NS) - “8” (Waitlist/Pending)
|
[[lastName]] |
The last name of the primary attendee on the reservation or bridge ID, depending upon the type of Callback service. If the Callback service is a Bridge Notify Link or Bridge User Link, then it uses the bridge last name. If the Callback service is an Action Link or User Link, it uses the reservation last name. |
[[ResContactPhone]] |
The phone number of the primary attendee on the reservation or in the bridge depending upon the type of Callback service. If the Callback service is a Bridge Notify Link or Bridge User Link, then it uses the bridge phone number. If the Callback service is an Action Link or User Link, it uses the reservation phone number. |
[[eventID]] |
The unique identifier assigned by Passkey for the event. |
NOTE: bridgeID, extAckNumber are only available for inclusion within Callbacks triggered by a new reservation. These tags are not available for Callbacks triggered by reservation modifications or cancellations and therefore the Passkey resAckNum should be stored with each attendee registration record when received.