Activity Stream x Spektrix Integration Guide

"At Spektrix we pride ourselves on delivering a powerful CRM solution that transforms ticketing, marketing and fundraising teams’ potential. Activity Stream and crowdEngage, integrated and working side-by-side with our technology, enable these teams to achieve more with their data. Together, we empower them to build deeper relationships with their audiences, drive revenue, and provide best-in-class customer service."

Mike Geller

President, Spektrix USA

Getting Started

Helpful Links

Contact Information

Setting Up Your Spektrix Integration

Standard Setup

Create an APIv3 user

Set up a Customer Audit Report

Set up Partner Company Reporting access

Export historical order IDs

Send us your Production details

Optional Settings

Create Event Instance Attribute: As Supplementary Event

Create Merchandise Attribute: AS Product Type

Set venue addresses

IP Restrictions

 

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Getting Started

Spektrix is a “complete ticketing, marketing, and fundraising CRM system, supporting the arts, culture, and live entertainment”.

Helpful Links:

• https://support.spektrix.com/
• https://system.spektrix.com/yourclientname/client

Contact Information:

• Spektrix:
  • support@spektrix.com
• Activity Stream:
  • support@activitystream.com
  • A Client Success Manager will be assigned to you during your implementation. They can be reached via their @activitystream.com email address

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Setting up your Spektrix Integration

To get your Spektrix data into Activity Stream, we'll be using our data management platform, Exchange. Exchange allows us to easily ingest and quality-check your data before pushing it live to your Activity Stream platform.

Exchange speaks to Spektrix through a combination of the Spektrix API and some Spektrix reporting.

There are a few steps required to allow us to pull your Spektrix data into Activity Stream:

1. Create an API user
2. Set up a Customer Audit Report
3. Set up Partner Company Reporting access
4. Export historical order IDs
5. Send us your Production details

There are also a number of optional steps that may need to be completed, depending on your Spektrix set up.

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Standard Setup

Create an API v3 user.

1. In Spektrix, head to the Settings interface, select the Users menu, and then API users.
2. Click the New API Account button and fill in the details as follows:
   

   Username	activitystream
   Email address	spektrix@activitystream.com
   Phone number*:	+44 7418 310 289
   Role:	Venue API

3. Click Create API Account
   
   *Note: please make sure you are entering the phone number correctly as this will send us a one-time API link via SMS which is required to complete your set up.

Set up a Customer Audit Report

After pulling your historical data, we will need to gather the information related to customer data and marketing permission changes using a Customer Audit Report.

• Go to Report (All reports) to generate the report and click on New Report at the bottom. Change the report type to Customer Audits and name the report “Activity Stream - customer audit report”.
• Select next and change the criteria set name to “Updated in the last 3 days” and follow these steps:
• Uncheck only show commonly used criteria
• Expand Customer Audit Criteria and pull down Date in the Criteria Section
• The date needs to have the following criteria:
• Date is relative date range between 3 days ago and today
• On the next page, uncheck only show commonly used criteria
• Drag down all Customer Audit Outputs apart from Customer Name
• Click ok to save the report

The report needs to be set to run so Activity Stream can pull the data automatically.

• Go to Report Schedule and add a new report, call the new report schedule “Activity
• Stream - customer audit report”.
• Add a description noting that this is crucial for the Activity Stream datastream and
• therefore should not be changed
• Check Active and Run on demand.
• On the next page, insert the Activity Stream - customer audit report you previously
• created by clicking the little plus icon near the file.
• Please click Select this report and criteria set.
• Set the delivery criteria as:
  

  Name:	Customers updated in the last 3 days
  Email to:	spektrix+user@activitystream.com
  Deliver as:	Link
  File format:	Raw (XML)

• Name: Customers updated in the last 3 days
• Email to: spektrix+user@activitystream.com
• Deliver as: Link
• File format: Raw (XML)
• Click Next and as nothing needs to be changed on the Criteria page, click ok.

Set up Partner Company reporting access

In the Settings interface, select the Users menu and then User Accounts. Click the New User Account button and fill in the details as follows:

Username:	activitystream_user
Full name:	Activity Stream User
Email address:	spektrix+user@activitystream.com
Password:	(choose something secure and keep a note of it)
Roles:	Collect report

Export Historical Order IDs

Once we have access to the API, we can start pulling your historic data. To do so, we would need a report with historical Order IDs. The IDs will help us identify what data to pull inside your Activity Stream Platform. This should be a one-time report, and it should be uploaded on the SFTP link the Client Success Team will share with you.

Send us your Production details

Send the member of the Client Success team you are working with the following:

Production Season - source field. Full name of the field, i.e: 'attribute_Series'

Production Category - source field. Full name of the field, i.e: 'attribute_Category'

Production Type - source field. Full name of the field, i.e: 'attribute_Type'

Complete your configuration link

The Client Success Team will have provided you with a configuration link for your

integration. Once you have completed steps 1-3, you will be able to fill this link out by

supplying the following data to us:

• Your Spektrix Client name
• The Spektrix API user you created in step 1
• The Spektrix Reports username and password you created in step 3
• The Spektrix customer audit report name you created in step 2

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Optional settings

The following settings are optional based on your Spektrix set up:

1. Create Event Instance Attribute: As Supplementary Event
2. Create Merchandise Attribute: AS Product Type
3. Set venue addresses
4. IP Restrictions

Create an Event Instance Attribute: AS Supplementary Event

If you are using supplementary events to sell merchandise or food and drinks, you should create an AS Supplementary Event attribute to add to the instance. This will tell Activity Stream whether it should treat sales for that instance as a normal performance or more like a product sale.

1. To set up a new Attribute Template in Spektrix using the new User Interface:
2. Go to settings
3. In attribute templates select instance and create a new attribute template
4. Call the New Attribute Template “AS Supplementary Event”
5. The type is checkbox
6. Tick the “This attribute is visible in your API integrations” checkbox
7. Click Create Attribute template
   
   You can also follow this video.

To set up a new Attribute Template in Spektrix using the old User Interface:

1. Go to the settings interface
2. Select attribute templates
3. Select event instances, scroll to the bottom and click “Add attribute”
4. The attribute name should be “AS Supplementary Event”
5. The attribute type is check box
6. Tick “is public”
7. Save
   
   You can also follow this video

To bulk add the “AS Supplementary Event” template to existing events:

1. Go to the Spektrix admin interface and click Update Multiple Instances
2. Use the criteria builder to select all your supplementary events
3. Remove “Instance included in metrics”
4. Click Next and tick all the instances you want to update
5. Click Next and select the attribute you’d like to add and the value you’d like to
6. assign it
7. Click Next twice and this will run the instance update.
   
   You can also follow this video which provides more guidance about the errors you might encounter while running this and how to fix them.

Note: it is crucial that these attributes and their dropdown items are created exactly as written in this document, with the capitalisation at the start and no spaces before or after the wording.

Create Merchandise Attribute: AS Product Type

For each merchandise item that you have Activity Stream needs to know whether you want to treat it as a Product or a Fee. Often Spektrix clients will use a merchandise item called, for example, Exchange Fee. We only need to update the Merchandise Items that are Fees

To set up a new Attribute Template in Spektrix using the new User Interface:

1. Go to settings
2. In attribute templates select Merchandise and create a New Attribute Template
3. Call the New Attribute Template “AS Product Type”
4. The type is dropdown list
5. Tick the “This attribute is visible in your API integrations” checkbox
6. Tick “This attribute is always required”
7. The drop-down values are “Product” and “Fee”. Make sure to insert these on new
8. lines with no spaces at the beginning or end and that the values include the
9. capitalisation at the beginning
10. Click Create Attribute template
    
    You can also follow this video.

To set up a new Attribute Template in Spektrix using the old User Interface:

1. Go to the settings interface
2. Select attribute templates
3. Select Merchandise, scroll to the bottom and click “Add attribute”
4. The attribute name should be “AS Product Type”
5. The attribute type is a dropdown list
6. Tick “is public”
7. Tick “is required”
8. In dropdown items list add two items “Product” and “Fee”.
9. Save
   
   You can also follow this video

To add the “AS Product Type” template:

1. Go to the Spektrix admin interface
2. Go to Other and then Merchandise6
3. For each merchandise item you have, Activity Stream needs to know if you want
4. to treat it as a Product or a Fee however you only need to update the Merchandise
5. item that is a fee.
6. Go into your merchandise item and click edit
7. Select “AS Product Type” and select fee and save
8. Do this for all Fee Merchandise items including inactive ones
   
   You can also follow this video which provides more guidance about the errors you might encounter while running this and how to fix them.

Set venue addresses

If you do not already have a venue address set for your venues, you will need to add one in the Admin interface. Go to Seating > Venues, and add an address set against each of the Venues on your Spektrix system.

IP restrictions

If your system has IP restrictions enabled, you'll need to add the Activity Stream IP addresses to allow access. In the Settings interface, hover over the Configuration menu option at the top, and then select Security. If the Security menu option isn't displayed, your system does not have IP restrictions enabled and you can skip this step.

1. Click the New Authorised IP Address button and fill out the form with the following details:
   

   IP address	92.42.248.142
   Description	Activity Stream Office

2. Click the Create Authorised IP Address button.
3. Then add a second Authorised IP Address with the following details:
   

   IP address	188.214.132.99
   Description	Activity Stream Production

4. Click the Create Authorised IP Address button.
   
   Note that if the Activity Stream IP addresses change, you'll need to update this setting - we'll get in touch to let you know if this is required.