# Procurios

### Overview

The Procurios integration connects your Procurios CRM and meeting registration system directly to the platform. Attendee data from Procurios is automatically brought in and kept up to date — so you don't have to manually manage your attendee list in two places.

Data flows from Procurios into the platform. One exception: when an attendee checks in on-site at your event, that check-in is sent back to Procurios so their attendance is recorded there too.

### What Data Is Synced

The following attendee details are imported from Procurios:

* Email address
* First name
* Name infix (middle name)
* Last name
* Company name
* Job title / role
* Mobile phone number
* Any custom fields you configure in the field mapping

If you enable the **Sync personal programme** setting, the sessions each attendee has signed up for in Procurios are also imported and reflected in their personal schedule on the platform.

### Setup

Setup happens in the admin panel under **Integrations / Couplings**. You'll work through the following steps in order — the platform guides you through each one.

{% stepper %}
{% step %}

### Enter your Procurios details

You'll need the following credentials from your Procurios environment:

* **Procurios base URL** — the web address of your Procurios environment
* **Client ID** — provided by Procurios
* **Client Secret** — provided by Procurios

Once saved, the platform connects to Procurios and verifies the credentials automatically.
{% endstep %}

{% step %}

### Select a CRM collection

Choose which CRM collection in Procurios holds the contact records for your attendees. Once selected, the platform fetches the available data fields from that collection.
{% endstep %}

{% step %}

### Map your fields

The platform automatically maps the most common fields (name, email, company, etc.). You can adjust the mapping to match your specific Procurios setup.

{% hint style="warning" %}

#### Warning 

An email field must be mapped before the integration can be activated. Attendees without a valid email address will be skipped during import.
{% endhint %}
{% endstep %}

{% step %}

### Select your meeting

Pick the specific Procurios meeting you want to import attendees from. Only one meeting can be linked per event.
{% endstep %}

{% step %}

### Activate

Once all the above steps are complete, the platform will confirm you're ready to activate the integration.
{% endstep %}
{% endstepper %}

### How the Automatic Sync Works

Once active, the integration runs automatically — every 20 minutes — without any manual action needed.

The sync is active from 14 weeks before your event until 1 week after your event ends. Outside of that window, syncs only run once per night.

During each automatic sync, the platform will:

* Add new attendees who have registered in Procurios
* Remove attendees whose registration has been cancelled in Procurios
* Sync personal programme selections (if that setting is enabled)

{% hint style="warning" %}

#### Warning

The automatic sync does not update existing attendee details (such as a name or company change made in Procurios after the initial import). To pick up those changes, you need to run a Full Import manually — see below.
{% endhint %}

### Running a Full Import (Manual)

The **Reset import** button in the admin panel triggers a full re-import of all attendee data from Procurios. Unlike the regular sync, this overwrites existing account data with the latest information from Procurios for every attendee.

Use this when:

* An attendee's details have changed in Procurios and you need those changes reflected on the platform
* You want to make sure all records are fully up to date before your event goes live

{% hint style="info" %}

#### Tip

Run a Full Import shortly before your event opens to make sure all last-minute data changes from Procurios are captured.
{% endhint %}

### Extra Settings

After activation, three additional settings become available under **Extra settings**:

<details>

<summary>Send cancellation email</summary>

**Default:** off

When turned on, attendees will automatically receive a cancellation email if their registration is removed in Procurios during a sync.

</details>

<details>

<summary>Auto-create event tag</summary>

**Default:** off

When turned on, all imported attendees are automatically tagged with a hidden tag based on the event name. This makes it easy to target emails specifically at attendees of a particular event.

</details>

<details open>

<summary>Sync personal programme</summary>

{% hint style="warning" %}

#### Warning

If Sync personal programme is on, you should disable the setting <kbd>Are attendees allowed to change their personal programme?</kbd> If both are active at the same time, changes made by the attendee will be overwritten on the next sync.
{% endhint %}

**Default:** on

When turned on, the platform imports each attendee's selected sessions from Procurios and builds their personal schedule automatically. This runs on every sync (both automatic and manual).

{% hint style="info" %}

#### Info

All plenary sessions are automatically added to every attendee's personal schedule when this setting is on — even if the attendee didn't explicitly select them in Procurios.
{% endhint %}

</details>

### Check-In Sync

When an attendee checks in on-site at your event (using the app or a scanner), that check-in is automatically sent back to Procurios and recorded as "present" on their registration.

{% hint style="info" %}

#### Info

Only physical, on-site check-ins are synced back to Procurios. Online or hybrid check-ins are not sent back.
{% endhint %}

If the sync to Procurios fails, the platform retries once automatically. If it fails again, the check-in on the platform is still recorded — only the Procurios update is missed.

### Things to Keep in Mind

* **Unique email restriction:** If your registration settings are set to only allow unique email addresses, this can conflict with how Procurios handles duplicates. The platform will warn you about this in the admin panel — it is recommended to turn that restriction off when using the Procurios integration.
* **One meeting per event:** Only one Procurios meeting can be linked to each event on the platform.
* **Attendees without email:** Any attendee in Procurios who does not have a valid email address will be skipped and not imported.
* **Field changes after go-live:** You can adjust the field mapping at any time, but changes only affect attendees imported after the update.
* **Large attendee lists:** Attendees are processed in batches, so a very large import may take a little longer than usual to complete fully.

### Summary

| Feature                         | Detail                                                     |
| ------------------------------- | ---------------------------------------------------------- |
| Sync direction                  | Procurios → Platform (check-ins also go back to Procurios) |
| Automatic sync frequency        | Every 20 minutes                                           |
| Active sync window              | 14 weeks before event to 1 week after event                |
| Full import                     | Available manually via "Reset import" button               |
| Fields synced                   | Name, email, company, job title, phone, custom fields      |
| Personal programme sync         | Optional setting (on by default)                           |
| Check-in sync back to Procurios | Yes — on-site only                                         |


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