Please note this article was created in October of 2022 and the fields described reflect the field names in Eventival at that time. At the time that you read this, if field names are not matching or if data is not syncing using the information provided, please reach out to us via the support chat so that we can investigate any changes.
The first step in creating Films, Physical Events, Virtual Screenings and Passes by syncing your data with Eventival is to set up the External Sync for the current edition of your festival. If you have not already set up the sync, please visit our article on creating external syncs to begin the process.
When the sync is set up and active, the sync will continue to update at regular intervals. Eventival becomes the source of truth for the fields that sync from Eventival to Eventive. If fields are edited in Eventive, they will be overwritten by the data from Eventival so long as the sync is active.
If at any point, you would like to turn off the sync with Eventival, you can go to External syncs > Manage sync and toggle off various aspects of the sync.
The variables that can be turned on / off are as follows:
Create Films
In Eventival start by creating a Film Record. You can create a new film record by clicking the + icon at the top of the screen to add a new file. From the “Add new file” dropdown menu, select Film.
To populate a film record in Eventive, please fill in the corresponding fields in Eventival.
Film Records will not sync to Eventive on their own. For a film record to sync from Eventival to Eventive, you must schedule the film. For Films that are screening on their own, you can schedule the Film. For films that are showing as part of a shorts package, double feature or as a short playing before a feature, you will need to first add the film(s) to a film package in Eventival and then schedule the Film Package
Before you can schedule a Film or add a film to a Film Package in Eventival, you will need to create a print. There is no corresponding field or action for this in Eventive, but it is a necessary step within Eventival.
To create a print in Eventival, go to Films > Film > Prints & traffic and click “Add new”. Fill in as much of this page as possible. If you are not using Eventival Prints & traffic to coordinate the shipment of your prints, you will need to make up these details as they are essential to the way that Eventival works. These details will not sync to Eventive.
Create a Physical Event or Virtual Screening
Eventival’s parallel to Physical Events and Virtual Screenings in Eventive, is a Film Package. Once you have created a Film, you’ll need to add the film to a Film Package in Eventival to create a Physical Event or Virtual Screening in Eventive via the external sync.
You can create a new Film Package by clicking the + icon at the top of the screen to add a new file. From the “Add new file” dropdown menu, select Film Package.
To populate a Physical Event or Virtual Screening setup in Eventive, please fill in the corresponding fields in Eventival.
Eventive Physical Event - Other Event
Eventival’s parallel to Physical Events - Other Event in Eventive is Events.
You can create a new Event by clicking the + icon at the top of the screen to add a new file. From the “Add new file” dropdown menu, select Event.
To populate the following fields Eventive, please fill in the corresponding fields in Eventival.
Pass Buckets
The only information related to passes that is synced from Eventival is the name of the pass bucket (badge), the people whom each pass (badge) has been assigned to and passholder photos. All other fields relating to passes (general settings, messages, supplementary data, pass rules) are not synced from Eventival and must be configured in Eventive. For more information on these fields please visit our article on Creating Pass Buckets to find out which fields are relevant to your Eventival Passes
If you would like to have information related to pass sales that were made in Eventive to sync back to Eventival, it is important to first create the badge type in Eventival and sync the badge to Eventive to create the pass bucket. The pass bucket created via the sync with Eventival can then be connected to your pass sales page in the configurator.
Pass Buckets created via the sync with Eventival have a 5-digit numeric code that is autogenerated in Eventival rather than having a URL code that is based on the name of the pass bucket.
Pass Buckets created in Eventive will not sync back to Eventival.
To populate the following fields in Eventive, please fill in the corresponding fields in Eventival.
Eventive People
Eventive and Eventival both use the term People, to describe individual customer account records.
You can create a new Person in Eventival by clicking the + icon at the top of the screen to add a new file. From the “Add new file” dropdown menu, select Person.
People Records created in Eventival are only synced to Eventive when they have a badge associated with them and when “Sync Passes from Eventival” is enabled. You can add a badge to a person’s profile in Eventival by clicking People > Badges > Add.
To populate the following fields Eventive, please fill in the corresponding fields in Eventival.
Eventival Field Mapping Tables:
Please note that if there is no corresponding field in Eventival noted in the right column of the following table, you can add that information manually in Eventive and it will not be altered or overwritten by subsequent syncs from Eventival since these fields are not connected to Eventival via the sync.
Create Films:
Eventive Field Name | Corresponding Eventival Field Location |
Film title | Films > Film > English title Films > Film > Original title
Note: If information is entered in both of these fields the title will display as English Title / Original Title when synced to Eventive. |
Film description | Films > Film > Original synopsis - long |
Short description (logline) | Films > Film > Original synopsis - short |
Tags | Films > Film > Sections Films > Film > Categories Films > Film Package > Title english |
Year | Films > Film > Completion date year |
Runtime (min) | Films > Film > Runtime |
Language | Films > Film > Languages |
Country | Films > Film > Release Country |
Premiere | Films > Film > Premiere type |
Rating | There is no corresponding field in Eventival for the Film Ratings field |
Note | There is no corresponding field in Eventival for the Note field |
Facebook URL | There is no corresponding field in Eventival for the Facebook URL field |
Twitter URL | There is no corresponding field in Eventival for the Twitter URL field |
Director | Films > Film > Relations > Directors |
Screenwriter | Films > Film > Relations > Writers |
Producer | Films > Film > Relations > Producers |
Executive Producer | There is no corresponding field in Eventival for the Executive Producer field |
Co-Producer | There is no corresponding field in Eventival for the Co-producer field |
Filmmaker | There is no corresponding field in Eventival for the Filmmaker field |
Cast | Films > Film > Relations > Cast |
Cinematographer | Films > Film > Relations > Add New > Position > Cinematographer |
Editor | Films > Film > Relations > Add New > Position > Editor |
Animator | There is no corresponding field in Eventival for the Animator field |
Production Design | There is no corresponding field in Eventival for the Production Design field |
Composer | There is no corresponding field in Eventival for the Composer field |
Sound Design | There is no corresponding field in Eventival for the Sound Design field |
Music | There is no corresponding field in Eventival for the Music field |
Poster image | Films > Film > Safe > Safe Files > Add > Accessory Type = Poster |
Cover image | Films > Film > Photo
To locate this field click the circle in the top left corner of the film page to add a photo.
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Still image for virtual screening | Films > Film > Safe > Safe Files > Add > Accessory Type = Still |
Trailer URL | Films > Film > Online trailer |
Visibility | There is no corresponding field in Eventival for the Visibility field. When films are synced from Eventival they will be visible by default. |
Balloting Status | There is no corresponding field in Eventival for the Balloting Status field. When films are synced from Eventival they will be balloted by default. |
Create a Physical Event or Virtual Screening:
Eventive Field Name | Corresponding Eventival Field Location |
Event Type > Film Showing | Film Packages > Film Package |
Films | Film Packages > Film Package > Films |
Event Name | Film Packages > Film Package > Title english Film Packages > Film Package > Title original |
Start Time | Film Packages > Film Package > Scheduling |
End Time | Film Packages > Film Package > Scheduling |
Description | Film Packages > Film Package > Film Package Details> Description |
Venue | To create a venue: Setup > Schedule > Venues > Add New
For Virtual Screenings, the venue should be called Virtual (please note the exact spelling and sentence case, the V should be capitalized and the remainder of the Virtual venue name should be lowercase)
To add the venue to a Film Package:
Film Packages > Scheduling
For Virtual screenings, when scheduling the Film Package, also be sure to specify the availability window for a virtual screening by checking “Is virtual screening” and specifying “VOD available from” and “VOD available until” |
Tags / Display Sections | There is no corresponding field in Eventival for Event Tags or Display Sections. |
Cover Image | There is no corresponding field in Eventival for the Cover Image field. |
Visibility | There is no corresponding field in Eventival for the Visibility field. When films are synced from Eventival they will be visible by default. |
Custom confirmation email message | There is no corresponding field in Eventival for the Custom confirmation email message field. |
Passholder Tickets | There is no corresponding field in Eventival for the Passholder Tickets field. |
Standalone Tickets | There is no corresponding field in Eventival for the Standalone Tickets field. |
Hide “Order Tickets” Button | There is no corresponding field in Eventival for the hide the order tickets button. |
Custom label for “Order Tickets” button | There is no corresponding field in Eventival for the Custom label for order tickets button field. |
Require customer mailing address (a Physical Event field)
| There is no corresponding field in Eventival for the Require customer mailing address field. |
Require customer phone number (a Physical Event field)
| There is no corresponding field in Eventival for the Require customer phone number field. |
Sales locked: Require customers to first enter a valid discount code in order to buy tickets | There is no corresponding field in Eventival for the Sales locked field. |
Sell tickets on external site | There is no corresponding field in Eventival for the Sell tickets on external site field. |
Require agreement to a waiver/terms of used before placing order | There is no corresponding field in Eventival for the Require agreement field. |
Eventive Physical Event - Other Event:
Eventive Field Name | Corresponding Eventival Field Location |
Event Type > Other Event | Event |
Event name | Event > Name Event > Name (local) |
Start Time | Event > Start date |
End Time | Event > End date |
Description | Event > Description |
Short Description | Event > VP Short Description |
Venue | Venues > Full Name Event > Venue |
Tags | There is no corresponding field in Eventival for Event Tags |
Cover Image | There is no corresponding field in Eventival for the Cover Image field. |
Trailer URL | There is no corresponding field in Eventival for the Trailer URL for an “Other Event” . |
Visibility | There is no corresponding field in Eventival for the Visibility field. When films are synced from Eventival they will be visible by default. |
Custom confirmation email message | There is no corresponding field in Eventival for the Custom confirmation email message field. |
Passholder Tickets | There is no corresponding field in Eventival for the Passholder Tickets field. |
Standalone Tickets | There is no corresponding field in Eventival for the Standalone Tickets field. |
Hide “Order Tickets” button | There is no corresponding field in Eventival for the hide the order tickets button. |
Custom label for “Order Tickets” button | There is no corresponding field in Eventival for the Custom label for order tickets button field. |
Require Customer mailing address | There is no corresponding field in Eventival for the Require customer mailing address field. |
Require Customer phone number | There is no corresponding field in Eventival for the Require customer phone number field. |
Sales locked : Require customers to first enter a valid discount code to buy tickets | There is no corresponding field in Eventival for the Sales locked field. |
Sell tickets on external site | There is no corresponding field in Eventival for the Sell tickets on external site field. |
Require agreement to a waiver/terms of use before placing order | There is no corresponding field in Eventival for the Require agreement field. |
Pass Buckets:
Name | Setup > Badges > Type Name |
General Settings Tab |
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URL Code | This number is randomly assigned in Eventival when the badge type is created. |
Price | Price does not sync with Eventival. |
Quantity | There is no corresponding field in Eventival for the Quantity field. |
Recurrence | There is no corresponding field in Eventival for the Recurrence field. |
Cancellation | There is no corresponding field in Eventival for the Cancellation field. |
Ticket Transfer | There is no corresponding field in Eventival for the Ticket Transfer field. |
Quantity Price Breaks | There is no corresponding field in Eventival for the Quantity Price Breaks field. |
Sale price | There is no corresponding field in Eventival for the Sale price field |
Gift Purchases | There is no corresponding field in Eventival for the Gift Purchases field |
Status | There is no corresponding field in Eventival for the Status field |
Sales locked: Require a valid discount code in order to purchase | There is no corresponding field in Eventival for the Sales locked: Require a valid discount code in order to purchase field |
Sales pass-locked: Require a valid pass rule from another pass in order to buy this pass (disable standalone sales) | There is no corresponding field in Eventival for the Sales pass-locked: Require a valid pass rule from another pass in order to buy this pass (disable standalone sales) field |
Allow users to access scannable barcode from their “My Passes” page | There is no corresponding field in Eventival for the Allow users to access scannable barcode from their “My Passes” page field |
(Physical Events only) Require passes to be checked in using Eventive | There is no corresponding field in Eventival for the (Physical Events only) Require passes to be checked in using Eventive field |
Messages Tab |
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Require agreement to a waiver / terms of use before placing order | There is no corresponding field in Eventival for the Require agreement to a waiver / terms of use before placing order field |
Custom confirmation email message (overrides default set in Configurator) | There is no corresponding field in Eventival for the Custom confirmation email message (overrides default set in Configurator) field |
Require supplementary data to be completed before purchase | There is no corresponding field in Eventival for the Require supplementary data to be completed before purchase field |
Order Message | There is no corresponding field in Eventival for the Order Message field |
Ticket order error message | There is no corresponding field in Eventival for the Ticket order error message field |
Supplementary Data Tab |
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Type > Image Upload > Eventival Photo | Person > Photo |
Pass Rules Tab |
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There is no corresponding field in Eventival for the contents of the Pass Rules Tab |
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Eventive People:
Eventive Field Name | Corresponding Eventival Field Location |
Name | Person > First Name Person > Last Name |
Person > Contacts > Email
Please note, once a person is synced to Eventive, if the email pulls through as “eventival_personid@eventive.org” rather than the customer’s actual email address, this is an indication that there is a problem with the configuration of your Eventival account. To fix this, you will need to reach out to Eventival Support and they can make the adjustment to your account setup for you. | |
Eventival person ID | Person > About > Custom ID (this is autogenerated by Eventival and is not customizable) |
Password | No password – login with Eventival |
Payment Method | There is no corresponding field in Eventival for the Payment Method. If a customer has paid for a pass in Eventival, the payment information related to that purchase stays in Eventival. For privacy reasons, this information is not shared between Eventival and Eventive. If a customer must make an additional purchase (ie. individual tickets, passes or ticket bundles that are not covered by the credential they were assigned in Eventival) in Eventive, they will be prompted to enter their payment method into Eventive. |