Setting up an integration with Airtable 

Most events need both. Run the migration once to bring existing records across, then switch on the real-time update to catch every change after that.

• Access: You need access to the Integration Hub in Experience Manager and an Airtable account that can open the base holding your people.
• One table, one row per person: Each Airtable record becomes one person in EventMobi. Keep the list in a single table.
• Email is the key: The real-time update finds people by email address. Every record needs a valid, unique email, or the update cannot match it and creates a duplicate.
• Clean column names: Give columns clear names such as First Name, Last Name, Email, Company and Title. You map them by name later.
• Migration looks back, real-time looks forward: The migration only moves records that existed before you started it. The real-time update only reacts to edits made after it is switched on.

 Step 1: Install the Airtable solution

1. In Experience Manager, open the Integration Hub. It opens on the Marketplace tab.
2. Type "Airtable" in the Enter app name box, or scroll to the Airtable card.
3. Click Install on the Airtable card.

Important: Install Airtable from the Marketplace. Don't add it as a separate app connection. The Marketplace solution comes with both automations already built, so you only connect your accounts and map your fields.

Step 2: Choose your scenarios

After you click Install, the Select integration scenarios page lists the two Airtable scenarios. Each one shows the fields it syncs under its name. Click Install to the right of each scenario you need. Most events install both: the migration first, then the update.

• Airtable new attendee to Eventmobi is the data migration. It copies the records you already have, once.
• Airtable to Eventmobi Attendees (Update Support) is the real-time update. It keeps EventMobi in sync after that.

Tip: The Tutorial button at the top right of the page opens a walkthrough of the install.

Installed scenarios appear under My installations.

Step 3: Grant access to Airtable

1. In the scenario, click Grant Access next to Airtable.
2. Sign in to Airtable in the popup if asked.
3. Click Add a base and choose the base that holds your people.
4. Click Grant access.
5. Select your EventMobi organization if asked, for example "PS Test Organization". Use the same one in both scenarios.

Tip: Airtable only shares the bases you add here. If you can't find a base later, edit the connection and add it.

Step 4: Configure the data migration

Open the Airtable new attendee to Eventmobi scenario from My installations. Its two steps are already in place: Airtable: Record created → EventMobi: Create a New Person. It runs once and then stops by itself.

1. Choose your table. On Step 1, Record created, check your Airtable connection is selected. Click the settings icon to choose the base and table.
2. Set the period. Automation timing is already set to Data migration, Once. Choose the period: all account data, a number of days back, or a date range. Dates must be in the past.
3. Map your fields. On Step 2, Create a New Person, check your EventMobi organization is selected, then link each Airtable column to its EventMobi field:
   • First Name → First Name
   • Last Name → Last Name
   • Email → Email
   • Company → Company
   • Title → Title
4. Start it. Toggle the scenario on. A progress bar shows how far the migration has got. At 100% it stops by itself.

Important: This automation does not check for duplicates. Run it once on an event that does not already hold these people. To run it again, click Reset Progress, which sends the same records a second time.

Step 5: Configure the real-time update

Open the Airtable to Eventmobi Attendees (Update Support) scenario from My installations. It reacts every time a record changes in Airtable: it looks the person up by email, updates them if they exist and creates them if they don't. All six steps are already built; you only pick your table and map your fields.

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The Break step stops the run after an update, so an existing person is never created a second time.

1. Step 1, Record updated: Check your Airtable connection is selected, then click the settings icon to choose the same base and table as the migration.
2. Step 2, Search Person: Check that the search field, Email, is mapped to your Airtable Email column.
3. Steps 3 and 5, Router and Break: Leave these as they are. The Router sends people who were found to the update, and Break stops the run afterwards.
4. Step 4, Update a Person: Map the same fields as the migration.
5. Step 6, Create a New Person: Map the same fields again, for people who aren't in EventMobi yet.
6. Start it. Toggle the scenario on. From now on, every edit in Airtable reaches EventMobi.

Tip: Map exactly the same fields in Update and Create. Otherwise a person looks different depending on which branch handled them.

Step 6: Test and launch

Test each automation with one record before you switch it on for real. Use the Test button on each step to check its output as you build.

1. Test the migration on a small period. Set the migration period to cover one or two test records only, start it, and wait for 100%.
2. Check EventMobi. Refresh the People library in Experience Manager. The test people should be there with every mapped field filled in.
3. Run the full migration. Click Reset Progress, set the full period, and start it again. Delete the test people first if they are in the full set, or they will be created twice.
4. Test an update. Switch on the real-time update. In Airtable, change the Title of a migrated person. Within a few minutes the change should appear in EventMobi.
5. Test a new person. Add a record in Airtable and edit it once, for example add their company. A new person should appear in EventMobi.
6. Check the history. In the Integration Hub, open each automation's History to see every run and spot errors.
7. Go live. Leave the real-time update switched on for the life of the event. The migration has already stopped by itself.

Troubleshooting

Problem	Likely cause	Fix
A person appears twice in EventMobi	The migration ran twice, or the email differs between records	Delete the duplicate, check the emails match exactly, and don't reset the migration unless you mean to resend everything
A new Airtable record never reaches EventMobi	The real-time automation listens for updates, and the record hasn't been edited since it was added	Edit the record once, or run the migration for that period
An update creates a new person instead	The email in Airtable changed, so Search Person no longer finds the old one	Fix the email in Airtable or EventMobi so both match
I can't find my base or table	The base wasn't added when you granted access	Edit the Airtable connection and click Add a base
The migration shows 100% but people are missing	Those records were created outside the period you chose	Click Reset Progress, widen the period, and run it again
A step fails in History	A required field, such as Email, is empty for that record	Fill the field in Airtable, then edit the record to retry

Need help? Contact EventMobi support with the automation name and a screenshot of the failed run from History.