Task · Workflows

Send attendees to Brella

Every ticket becomes a Brella registrant, stays current as details change, and is removed when the ticket is voided.

9 steps · About 9 minutes

Brella is the networking app your attendees meet each other in. It works from the people you've sent it, so this keeps its registrant list in step with your tickets and there's nothing to export.

You'll need a Core API token from Brella, plus the organization id and event id Brella uses for this event. Creating a token needs an organization admin account in Brella.

1. Create a Core API token in Brella

   In Brella, open API and choose Create token. Give it a name you'll recognise later, such as Tito Go.

   Leave Expires empty for a token that never expires, or set a date to limit how long a leaked token keeps working. The sync stops when a token expires, and runs again once you paste a new one into Tito.

   Brella shows the token once, so copy it before you close the box. Rotating a token later gives it a new value to paste into Tito.

   A new token has no scopes and can't read anything until you add them. Choose Add scope, and give it three:

   • Registrants, with read, create, update and delete.
   • Ticket types, with read.
   • Events, with read.

   Where Brella asks which fields a scope covers, the registrant scope needs to write external_id, external_email, external_first_name, external_last_name, external_company, external_title, pitch, persona, function, industry, ticket_type_list_id, custom_fields_attributes and send_email. It also reads external_id and filters on it, which is how Tito finds a registrant it sent before.

   One token covers every event in the organization, so this happens once.

2. Paste the token on the account

   Open Integrations in account settings. Brella is under Networking and matchmaking. Paste the token into API key and select Connect.

   go.tito.io/acme/admin/settings/integrations

3. Point the event at its Brella event

   Open the event, then Settings and Integrations. Fill in Brella organization id and Brella event id, and choose whether Brella sends its own invitation email. That email is how an attendee reaches the app. Save checks the token can see that event before it stores anything.

   go.tito.io/acme/summer-fete/admin/settings/integrations

4. Set it up for the event

   Select Set up. It reads your event, reads Brella, and proposes the whole shape on one screen.

   Ticket types offers each of yours an existing Brella ticket type where the names match, and a new one where they don't.

   The section under it holds Brella's own fields: company, job title, pitch and three more. Each one is already pointed at whichever of your questions looks like the answer, so most of them need nothing from you.

   Your other questions is everything left over, offered as new Brella fields. Consents and personal details are set to Don’t send, and you can change any row either way.

   Continue shows exactly what it will make in Brella before it makes anything. Nothing is created there until you confirm it on that screen.

   New ticket types are created in Brella as in-person.

   Brella needs to be told, and Tito has nothing to tell it from. Change it in Brella afterwards if the event is virtual or hybrid.

5. Start from the template

   Open Workflows, select New from template and choose Send attendees to Brella.

   Your accountWorkflows

   That creates an ordinary workflow you can edit, set to fire when a ticket is bought, changed or voided. It arrives switched off, sending Email, First name and Last name.

6. Send a company, a job title, or anything else you ask for

   The Fields list on the action has a row for Company, Job title and four more Brella fields, all empty. Only you know which of your questions holds the answer, so open the list beside Company and pick that question under Questions you ask. Each one shows a recent answer beside it, which is how you tell two similar questions apart.

   Your eventSet upQuestions

   For one of Brella's own custom fields, type the field's key after custom. in an empty Field name, then pick the question that answers it.

   A question you only ask on some ticket types arrives empty for the rest.

   The attendee still reaches Brella. If everyone should be asked it, change the question rather than this row.

7. Check the preview

   What gets sent appears under the fields and shows what Brella will receive, filled in from one of your recent orders. Empty fields underneath lists every row that comes out blank and names any key no question answers to. Fix those before you go on.

8. Turn it on

   Switch the workflow on. Every ticket bought, changed or voided from then on reaches Brella within a few seconds.

9. Send the tickets you already sold

   Select Catch up on the workflow. Under Run for tickets already issued, pick the event, select Continue, then Start. A ticket already in Brella is matched on the id Tito sent with it and updated.

Good to know

• Your token is encrypted before it's stored, and stays hidden from then on. It's added to each request on the way out.
• A failed send is retried after a minute, then five, then thirty, then two hours. If it still can't get through, the run is marked failed and the workflow's run log holds what Brella said.
• An attendee's own page says where they stand with Brella and when they last reached it.
• Setting a ticket type back to Don’t send in Set up stops Tito sending those attendees. Anyone already in Brella stays there and stops being updated, so remove them in Brella if you meant them to go.
• Run Set up again whenever you add a ticket type. It shows what's already decided and asks only about the rest.