Genea visitor management system integration with YouCanBook.me booking management system ensures to sync visitors coming via YCBM to Genea platform. The integration allows you to automate and sync your event data in real-time with Genea platforms.
Configure your YouCanBook.me booking pages
Trigger payload: After new booking is made
Trigger payload: If booking is rescheduled by the owner
Trigger payload: If booking is rescheduled by the booker
Trigger payload: If booking is canceled by the owner
Trigger payload: If booking is canceled by the booker
Step 1: Enable Genea VM + YouCanBook.me on Genea:
1) Navigate to the 'Integrations' tab in your admin dashboard.
2) Go to 'Visitor Management' section, and click 'Install' under the YouCanBook.me integration.
3) Click on "Add", enter the name of the integration and select the location. Click Add.
4) Now on the detailed page, you will see the integration URL. Copy and keep it saved for future use.
Step 2: Configure the integration rules
1) Scroll down to the integration rules section and click on "Add Rule".
This step is really important since there must be at least one rule specified for the location for successful synchronization.
With integration rules, you can :
Map your visitor status from Splash to Genea.
Decide which "Visitor Type" needs to be assigned
Decide whether the visitors coming via YCBM should receive an invitation and other visitor-related emails from Genea or not.
Rule Configuration:
1. Status Mapping:
Add a mapping by selecting the status of a visitor in YouCanBook.me and its corresponding status in Genea.
In the above example, any booking that is created or rescheduled in YCBM will create the visitor's invite in Genea with the visit status "Checked-in". While when the booking is canceled will cancel the invite in Genea too.
Notes:
1. You can add multiple mappings to the integration rules. The status of a booking created from YCBM to Genea will be updated as and when any of the mappings are matched. A single invite can be updated multiple times based on the mappings created and matched.
2. Synchronization of visit data between YCBM and Genea will depend on the rules created, hence make sure the mappings you define under the rules are relevant and valid.
2. Visitor Type:
Select the visitor type in the rule. When Genea receives webhook of bookings from YCBM, it will create invites in Genea with the specific visitor type mentioned in the rule.
3. Other settings:
Allow Genea to send emails to visitors coming from YouCanBook.me
If this check box is OFF, then Genea will not send the following emails to the visitor:
a. Invitation email
b. Visit reminder email
c. Visit canceled email.
Allow Genea to send an email with a door access QR code to visitors coming from YouCanBook.me
If you wish to give the door access QR code to the visitors and the setting "QR Door Access" is ON for the visitor type, then Genea will send an email to the visitor coming from YouCanBook.me with the QR code. This email is mandatory and cannot be disabled. Please note that the QR code will be generated only when a visitor checks-in in to Genea.
Step 3: Configure your YouCanBook.me booking pages
1) Log in to your YCBM account.
2) Click on "Edit Settings" for the booking page for which you wish to sync the bookings to Genea.
3) Click Notifications > Actions.
4) Go to the Action "After new booking made", click on "+" sign.
5) Select Webhook action type.
6) Enter the integration URL that you have copied earlier from the Genea dashboard.
7) Scroll down to HTTP method. Select the method as POST and enter the below payload. Save the settings.
Trigger payload: After new is booking made
{
"startsAt": "{START-LOCAL-DATETIME}",
"endsAt": "{END-LOCAL-DATETIME}",
"timeZone": "{TIMEZONE}",
"firstName": "{FNAME}",
"lastName": "{LNAME}",
"email": "{EMAIL}",
"bookingLength":"{DURATION}",
"bookingReference":"{REF}",
"hostEmail":"{TEAM-EMAIL}"
}
8) Go "Back to all notifications".
9) Next, select the action "If booking rescheduled" > By you > Click + > Choose the option Webhook.
10) Enter the integration URL copied from Genea dashboard, select the HTTP Request method POST and enter the below payload. Save the settings.
Trigger payload: If booking is rescheduled by the owner
{
"startsAt": "{START-LOCAL-DATETIME}",
"endsAt": "{END-LOCAL-DATETIME}",
"timeZone": "{TIMEZONE}",
"firstName": "{FNAME}",
"lastName": "{LNAME}",
"email": "{EMAIL}",
"bookingLength":"{DURATION}",
"bookingReference":"{REF}",
"hostEmail":"{TEAM-EMAIL}",
"rescheduledAt": "{RESCHEDULED-AT}",
"rescheduledBy": "{RESCHEDULED-BY}"
}
11) Go back to all notifications. Select "If booking rescheduled" > By the booker > Click + > Choose the option Webhook.
12) Enter the integration URL copied from Genea dashboard, select the HTTP Request method POST and enter the below payload. Save the settings.
Trigger payload: If booking is rescheduled by the booker
{
"startsAt": "{START-LOCAL-DATETIME}",
"endsAt": "{END-LOCAL-DATETIME}",
"timeZone": "{TIMEZONE}",
"firstName": "{FNAME}",
"lastName": "{LNAME}",
"email": "{EMAIL}",
"bookingLength":"{DURATION}",
"bookingReference":"{REF}",
"hostEmail":"{TEAM-EMAIL}",
"rescheduledAt": "{RESCHEDULED-AT}",
"rescheduledBy": "{RESCHEDULED-BY}"
}
13) Go back to all notifications. Select "If booking cancelled" > By you > Click + > Choose the option Webhook.
14) Enter the integration URL copied from Genea dashboard, select the HTTP Request method POST and enter the below payload. Save the settings.
Trigger payload: If booking is canceled by the owner
{
"startsAt": "{START-LOCAL-DATETIME}",
"endsAt": "{END-LOCAL-DATETIME}",
"timeZone": "{TIMEZONE}",
"firstName": "{FNAME}",
"lastName": "{LNAME}",
"email": "{EMAIL}",
"bookingLength":"{DURATION}",
"bookingReference":"{REF}",
"hostEmail":"{TEAM-EMAIL}",
"cancelledAt": "{CANCELLED-AT}",
"cancelledBy": "{CANCELLED-BY}"
}
15) Go back to all notifications. Select "If booking cancelled" > By the booker > Click + > Choose the option Webhook.
16) Enter the integration URL copied from Genea dashboard, select the HTTP Request method POST and enter the below payload. Save the settings.
Trigger payload: If booking is canceled by the booker
{
"startsAt": "{START-LOCAL-DATETIME}",
"endsAt": "{END-LOCAL-DATETIME}",
"timeZone": "{TIMEZONE}",
"firstName": "{FNAME}",
"lastName": "{LNAME}",
"email": "{EMAIL}",
"bookingLength":"{DURATION}",
"bookingReference":"{REF}",
"hostEmail":"{TEAM-EMAIL}",
"cancelledAt": "{CANCELLED-AT}",
"cancelledBy": "{CANCELLED-BY}"
}
17) Once the settings are saved, make sure to turn the booking page. If you wish to sync multiple booking pages from YCBM to Genea, then repeat the steps from 2 through 15 above from this section.
Once the mappings are done, YCBM will send events when visitor books through YCBM in Genea. You can see the invites coming from YCBM to Genea on the Upcoming invites page of Visitor dashboard.
If you have any questions about this feature or have any other requests, please reach out to acsupport@getgenea.com.