Using Sessionboard to Manage Speakers and Sessions in ShowOff – ASP Knowledge Base

Overview

The Sessionboard integration allows you to manage your event programme in Sessionboard and publish that content into ShowOff.

This is a good option if your team wants to manage speakers and sessions in Sessionboard, while using ShowOff to display the final programme for your event.

What this integration does

Sessionboard can send the following data into ShowOff:

Sessions
Speakers

This allows your team to build and manage programme content in Sessionboard, then publish it into ShowOff when ready.

Why use this integration?

Using Sessionboard with ShowOff can help you:

reduce manual copying between systems
manage speakers and sessions in one place
publish approved programme content more efficiently
keep programme content consistent across platforms

It is best suited to organisers who want Sessionboard to be the main place where programme content is maintained, with ShowOff used to present that content to attendees.

Before you begin

There are a few important requirements to understand before setup begins.

Sessionboard must be the source of truth

For this integration to work properly, Sessionboard must be the main source of speaker and session data.

That means:

speakers and sessions should be created and managed in Sessionboard
ShowOff should receive that data from Sessionboard
the same speaker and session data should not already be set up manually in ShowOff

If speaker or session data already exists in ShowOff, it should be reviewed before the integration is set up.

API access is required

Sessionboard needs API access to the correct ShowOff site so it can send data into it.

Once ASP grants API access, they will provide you, as the organiser, with:

API Key
Password
Site ID

These details should then be shared with Sessionboard so they can configure the integration.

A custom field is required

A custom field called Sessionboard_ID must exist in ShowOff.

This field is used to store the Sessionboard record ID and helps link records correctly between the two systems.

Setup checklist

1. Confirm how the integration will be used

Decide that Sessionboard will be the main source of speaker and session data
Confirm that ShowOff will be used to display that content
Make sure your internal team understands which platform owns the programme data

2. Contact ASP first

Speak to your ASP Account Manager or project contact
Confirm API access is available for your event
Confirm the correct ShowOff site is being used
Confirm the Sessionboard_ID custom field has been created in ShowOff

3. Review existing data in ShowOff

Check whether any speaker or session data already exists in ShowOff
Make sure there is no conflicting or duplicate data before the integration begins

4. Prepare your Sessionboard content

Make sure your speaker and session data is ready in Sessionboard
Confirm the correct Sessionboard event will connect to the correct ShowOff site
Agree any additional field mapping if needed

5. Receive your API details from ASP

Once API access has been granted, ASP will provide you with:

API Key
Password
Site ID

These credentials are required for Sessionboard to connect to ShowOff.

6. Share the API details with Sessionboard

Provide the API Key, Password and Site ID to Sessionboard
Sessionboard will use these details to configure the connection to your ShowOff site

7. Test the integration

Publish data from Sessionboard to ShowOff
Check that sessions appear correctly
Check that speakers appear correctly
Check that the correct ShowOff site has been updated
Review the content to make sure it displays as expected

8. Approve and go live

Review the published content in ShowOff
Confirm everything is correct
Proceed with live use once testing is complete

Who is involved?

Your team

Your team is responsible for:

preparing and approving speaker and session content in Sessionboard
confirming that Sessionboard is the main source of this data
reviewing the final result in ShowOff

ASP

ASP is responsible for:

granting API access to the correct ShowOff site
providing the API Key, Password and Site ID
creating or confirming the required Sessionboard_ID custom field
supporting with ShowOff-side technical issues where needed

Sessionboard

Sessionboard is responsible for:

configuring the integration on their side
using the API credentials provided by ASP
publishing the data to ShowOff
supporting with Sessionboard-side setup or publishing questions

Troubleshooting

Authentication error

If Sessionboard receives an authentication error, check that:

API access is active
the API Key, Password and Site ID are correct
the details provided to Sessionboard match the correct ShowOff site

Data is not appearing in ShowOff

If data is not appearing in ShowOff:

first check with Sessionboard that the publish completed successfully
confirm no errors were returned during publishing
confirm the correct API details are being used
confirm the correct ShowOff site is being targeted
check that there is no conflicting speaker or session data already in ShowOff

API error during publishing

If Sessionboard reports an API error when sending data, ASP may need to review the request in more detail.

To help investigate, please provide:

the API endpoint being used
the Site ID
the payload being submitted
any error message returned

Who should I contact first?

For a new setup, the recommended order is:

ASP

Contact your ASP Account Manager or project contact first to:

confirm API access
confirm ShowOff is ready
ensure the required custom field is in place
receive your API Key, Password and Site ID

Sessionboard

Once you have the API details, Sessionboard can:

configure the connection
test the integration
publish your programme content into ShowOff

ASP Support

If the integration has already been attempted and something is not working, ASP can help investigate the ShowOff side.

FAQs

Do I need to contact ASP or Sessionboard first?

Start with ASP.

ASP will confirm that API access is available, that the correct ShowOff site is being used, and that the required Sessionboard_ID custom field is in place. Once that is confirmed, Sessionboard can complete the setup on their side.

What information will ASP provide once API access is granted?

ASP will provide you, as the organiser, with:

API Key
Password
Site ID

These details should then be shared with Sessionboard so they can configure the integration.

Can we manage speakers and sessions in both Sessionboard and ShowOff?

This is not recommended.

To avoid duplication or mismatched data, speakers and sessions should be managed in Sessionboard, with ShowOff receiving that data through the integration.

What happens if speaker or session data already exists in ShowOff?

This should be reviewed before setup starts.

If speakers or sessions already exist in ShowOff, it may cause confusion or duplication once Sessionboard begins publishing data. It is best to resolve any existing data issues before testing the integration.

What data is shared through the integration?

The main data shared through this integration is:

Sessions
Speakers

Why is the Sessionboard_ID field needed?

The Sessionboard_ID custom field is used to store the Sessionboard record ID in ShowOff.

This helps keep records linked correctly between the two systems and supports a more reliable sync.

What should we do if the sync fails?

First, check with Sessionboard whether the publish completed successfully and whether any error messages were returned.

If the issue appears to be on the ShowOff side, ASP may need:

the API endpoint being used
the Site ID
the payload being submitted
the error message returned

Summary

The Sessionboard integration allows you to manage speakers and sessions in Sessionboard and publish that content into ShowOff.

For the smoothest setup:

use Sessionboard as the source of truth
contact ASP first
make sure the Sessionboard_ID custom field exists
receive your API Key, Password and Site ID from ASP
share those details with Sessionboard
test before going live