Swapcard

Lineup Ninja can publish your schedule into an Swapcard application. You can perform an initial import of your schedule then publish it again whenever you have new changes ready to go.

The Lineup Ninja / Swapcard integration has some sophisticated features to enable you to easily map your Lineup Ninja session and speaker content to Swapcard people.

It is strongly recommended you engage Lineup Ninja support to configure this integration, we can then ensure it is configured correctly to ensure you get the most out of it.

Lineup Ninja Speakers and Swapcard People

Your Speakers in Lineup Ninja are represented by People in Swapcard. There are a few options you can choose between to manage this connection between the two systems.

The standard approach is that your speakers should register with your registration system. This will create a Swapcard account, and Lineup Ninja can match the data you have in your agenda with the registration data in Swapcard. The speaker bio’s and headshots can be updated and their accounts will be linked to their sessions automatically.

However this wil leave gaps in your Swapcard agenda until the speakers exist in your registration system. If you want to show a complete agenda there are two options

Create a Temporary person in Swapcard

In the ‘Temporary’ mode Lineup Ninja will create a Person for each Speaker that does not match an existing Person in Swapcard.

The person will not have an account, and their email address will look like ‘fake-email...@lineupninja.com’.

When the Speaker registers for the event the Temporary Person will be deleted and the real Person will be linked to the Session.

Create a Full person in Swapcard

If you wish you can have Lineup Ninja create Full accounts in Swapcard for all speakers that are not currently matched to a Swapcard Person.

The person will have an account, and the email address used will be their email in Lineup Ninja.

However you must consider the impact on your registration system if you go down this approach. For example, if you create a Swapcard Person from Lineup Ninja and they subsequently register for the event in your registration system, what will happen? Swapcard will likely merge the data from Lineup Ninja and your registration system.

It is strongly recommended that you test this situation and ensure things work as you expect. In the configuration you can choose whether you want Lineup Ninja to be the ‘single source of truth’ for your speaker data on a field by field basis. This means you can configure the system to overwrite data in Swapcard or to leave data unchanged.

Create the integration

First start by configuring a Data Source to represent Swapcard Peoplez. See the Sources documentation for configuration.

In Lineup Ninja, navigate to Agenda Planning  > Publish Agenda  and click the ‘Integrate’ button under ‘Swapcard’. This will create a new integration.

You will now be presented with a screen of configuration. The initial fields are as follows:

• Name - This name will be used to show the data source in the left hand menu
• Event Id - The ID of you event in Swapcard. You can find this at the bottom of the ‘Event Settings’ page in Swapcard.
• API Key - Generate an API Key by clicking your name in the top right of the Swapcard interface and choosing ‘API Keys’.
• Name or ID of Location Field - If you have renamed the Location field in Swapcard you need to input the new name here.
• Name or ID of Topics Field - If you have renamed the Topics field in Swapcard you need to input the new name here.

Then in ‘Speaker Configuration’

• Which Data Source represents Swapcard Speakers - Choose the data source you created in ‘Importing Swapcard People’ above.
• Optional - Name of ‘Speakers’ group in Swapcard - If you have renamed the ‘Speakers’ group to a different name in Swapcard input the name here.
• Optional - Name of ID of Speaker Labels Field - Lineup Ninja can map selected labels to a field in Swapcard. If you want this to happen enter the name or ID of the field you want to map to and then choose the labels you want to map.
• When should Lineup Ninja update data for speakers created by your registration system? - For Speakers that have been created in your registration system you can choose if Lineup Ninja should set their Bio and Headshot if it is blank in Swapcard, or if it should always set the data, even if that means overwriting a change in Swapcard
• What would you like to do for Speaker that are not yet matched to People in Swapcard? - This question asks you what you would like to happen if the Speaker does not already match to a Person in Swapcard
  • Ignore the person - The unmatched Speaker will be ignored and will not appear on the session.
  • Create a temporary person - See ‘Create a Temporary person in Swapcard’ above.
  • Create a full person - See ‘Create a Full person in Swapcard’ above.
• When should Lineup Ninja update data for speakers created by Lineup Ninja? If you select to ‘Create a full person’ you can configure when you would like Lineup Ninja to set the data in Swapcard for various fields. You can choose to always use the data in Lineup Ninja in Swapcard, or to only use it when it’s blank. If you choose ‘Always’ any change made in Swapcard, either via your registration or by the Speaker themselves in the Swapcard app will be overwritten.

And in ‘Session Configuration’

• Optional - Name of ID of Sessions Labels Field - Lineup Ninja can map selected labels to a field in Swapcard. If you want this to happen enter the name or ID of the field you want to map to and then choose the labels you want to map.
• When showing a session, sort the speakers by - Choose how you would like speakers to be sorted when a session is displayed.
• Optional - Sessions with this label will be marked private - You can mark sessions by private by creating a label called, for example ‘Private’, and choosing that label for this field. Then assign the label to all sessions you want to be marked as Private in Swapcard.
• Optional - Which file type do you want to use for Session Banner images? - See ‘How do I add banner images to sessions?’ below
• Do you want Lineup Ninja to manage registration limits in Swapcard? - If you want Lineup Ninja to manage session capacities then choose how the configuration should be used here.
• Swapcard session order field. For ordering sessions starting at the same time - See Can I set the order of sessions that start at the same time below

Tidying Up Data

There are two options you can configure to automatically tidy up data in Swapcard when a session becomes unscheduled or deleted. If you need assistance with configuring these please ask.

Things to know

When Lineup Ninja adds Swapcard People to a session Swapcard will automatically add the ‘Speakers’ group to their record. When a speaker is removed from a session the ‘Speakers’ group will NOT be removed automatically. If you need this to happen please reach out to support.

Note that Locations and Tracks will be created with a base language value removing non alphanumeric characters, then the actual value is applied as a language translation.

When changing tracks on a session the new tracks are added and the existing tracks are not removed. If you need the existing tracks to be removed the please reach out to support.

How do I add banner images to sessions?

Swapcard can display a banner image for Sessions. You can map an image in Lineup Ninja to this Swapcard banner.

Swapcard recommend “a rectangular image (16:9 ratio), size of 1920x1080px and no larger than 1MB is perfect.”

You can map any Lineup Ninja image type to the Swapcard image but we recommend creating a new File Type for this image and then uploading images as per the Swapcard recommendation.

To do this:

• Navigate to Event Settings  >  File Types
• Create an new Image file type and choose ‘Do not crop the image’ and ‘PNG’.
• Naviate to the Swapcard integration configuration and add this new Image file type to the Which file type do you want to use for Session Banner images option.
• Add the images to the sessions. If desired you can request this content from your Submitters via a Submission Flow.

If you already have a ‘Session Sponsor Logo’ or alternative File Type you can choose to use that. The integration will upload the uncropped image to Swapcard.

How can I filter the published content?

You can filter which Speakers and Sessions will be published based on a number of criteria. Some common use cases for filters are:

• Preventing ‘Placeholder’ sessions from being published
• Holding back a Speaker who is not yet ready to be announced
• Excluding sessions scheduled during the ‘build up’ day for the event
• Only publishing speakers who have confirmed their slot
• Removing a particular location, or track from the published schedule
• Anything you can think of using labels!

For Speakers you can filter in 3 ways

• Choose which speakers are to be published based on their relationship to sessions
  • (If Speaker Confirmation is enabled): Publish speakers that have a confirmed session that is published and not filtered out.
  • Publish speakers that are speaking on any session that is published and not filtered out.
  • Publish all speakers
  • Publish no speakers
• Apply more granular filters with labels
  • Only publish speakers with a particular label. For example you might want to use a ‘Content Reviewed’ label to flag speakers that have had their content reviewed.
  • Exclude speakers with a particular label. For example you might want to exclude a ‘Do not publish’ label to prevent publishing of speakers who are not yet ready to be published.

For Sessions you can filter in numerous ways

• Choose which sessions are to be published based on their relationship to speakers
  • Publish All Scheduled Sessions. Publishes sessions regardless of whether they have confirmed speakers or not.
  • (If Speaker Confirmation is enabled): Publish sessions that have one confirmed speaker.
  • (If Speaker Confirmation is enabled): Publish sessions that have all their speakers confirmed.
  • Publish All Sessions (available on Lineup Ninja Agenda App only)
• Apply filters with labels
  • Only publish sessions with a particular label. For example you might want to use a ‘Content Reviewed’ label to flag sessions that have had their content reviewed.
  • Exclude session with a particular label. For example you might want to exclude a ‘Placeholder’ label to prevent publishing of sessions which are not yet populated.
• Filter by location
  • Only publish sessions in a particular location, or locations. This can be useful if you are publishing an agenda for just one or two locations.
  • Exclude sessions in a particular location, or locations. This can be useful if you have scheduled sessions in your Green Room or similar back stage location.
• Filter by resource
  • Only publish sessions needing a particular resource. This could be useful if you are producing an agenda for a particular team that manages some resources.
  • Exclude sessions needing a particular resource.
• Filter by Date
  • Only publish sessions in a date or dates. Useful if you are producing an agenda for a particular day.
  • You can exclude a date or dates from your publication. Useful if you have dates for build up and tear down in your agenda.
• Filter by Track
  • Only publish sessions in a particular track or tracks. Useful if you are producing separate agenda for separate parts of your event
  • Exclude sessions on a particular track. Can be useful to block presenting of a track until a product launch has happened.

To configure filters:

• Click ‘Publish Agenda’
• Click on the name for your existing publication
• Click ‘Configure’
• Expand either the ‘Speaker Configuration’ or ‘Session Configuration’ section
• Expand the corresponding ‘Filter Speakers’ or ‘Filter Sessions’ sections and configure the filters you need
• Save and republish

Can I set the order of sessions that start at the same time

If you have multiple sessions starting at the same time you can set the order in Swapcard by following this process:

1. Navigate to Event Settings  > Custom Fields . Add a Custom Field to Sessions that is of type ’Number’, call it ’Swapcard Order’ (or something similar)
2. For the sessions you have that start at the same time, navigate into the first one and in the ’Swapcard Order’ Field set 1, then 2 in the second one and so on.
3. Now go to the Configuration for the Swapcard integration and find the ‘Swapcard Session Order’ field question and choose the Custom Field you created.
4. Publish as normal.

How are Sub Sessions handled?

If you are using Sub Sessions the following will happen:

• Speakers on the Sub Sessions will be merged into the parent.
• You can optionally choose to include the titles and timings of the Sub Sessions in the description of the parent session.

You can find the configuration in the ‘Session Configuration’ / ‘Sub Session Configuration’ section of the integration configuration.

An example template is provided for including the timings of the Sub Sessions. If you require additional placeholder fields please get in touch.

You can choose between 24hr and 12hr time for the times for the Sub Sessions. Times will be shown in the timezone of the event.

Tracks on Sub Sessions are merged into the parent session.

How can I publish automatically?

To schedule publishing scroll down to the ‘Scheduled Publishing’ part of the configuration.

You can then choose whether to publish once per hour, or once per day. If you choose to publish each day the publication will occur around 3am in the timezone of your event.

Can I add Lineup Ninja Speakers as Attendees in Swapcard?

Yes it is possible to add Lineup Ninja Speakers as Attendees in Swapcard, however this is considered an advanced feature and we recommend discussing with support before enabling.

It works like this:

• You choose which sessions should have their attendees managed by Lineup Ninja. This is done by assigning a label to these session. You can use an existing label, such as the one you are using to mark sessions as ‘Private’ or create a new one.
• Then create a Speaker Role that you will use to identify which speakers should be attendees. We recommend calling this ‘Attendee’ but you can choose which ever name you want.
• Now navigate to the ‘Advanced’ settings in the Swapcard configuration.
• Choose the label you selected for ‘Sessions with this label will have their attendees managed by Lineup Ninja’.
• Choose the role you created for ‘What role represents attendees on a session’.

Note that a Lineup Ninja Speaker can be an Attendee for one session in Swapcard and a Speaker for another. However they cannot be both an Attendee and Speaker on the same session.

When you run the integration the below will happen

• Any Lineup Ninja Speakers who have the ‘Attendee’ role for a labeled session will be added as ‘Attendees’ to the session rather than as a Speaker.
• Any existing Attendees on the Swapcard session, who are not ‘Attendee’ speakers in Lineup Ninja will be removed from the Swapcard session.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​