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BoothMaven & Zapier Integration — User Guide

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Table of Contents

1. What Can You Do with BoothMaven & Zapier?
2. How to Connect BoothMaven to Zapier (One-Time Setup)
3. BoothMaven Triggers (Send Data from BoothMaven to Your Apps)
   • Trigger 1: New Contact
   • Trigger 2: New Meeting
4. BoothMaven Actions (Send Data from Your Apps into BoothMaven)
   • Action 1: Create Contact
   • Action 2: Create Meeting
5. Step-by-Step Walkthrough: Building Your First Zap
   • Example: Send New Booth Contacts to a Google Sheet
6. Popular Pre-Built Workflow Ideas
7. Frequently Asked Questions & Troubleshooting

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1. What Can You Do with BoothMaven & Zapier?

• Instant Lead Follow-Up: Stream scanned leads in real time into your CRM (HubSpot, ActiveCampaign, Pipedrive) or an email sequence.
• Team Notifications: Alert booth managers or territory reps in Slack or Microsoft Teams whenever a VIP lead is scanned.
• Backup to Spreadsheets: Keep a live, auto-updating Google Sheet of every attendee met at the show.
• Calendar Sync: Automatically sync booth meetings directly to Google Calendar or Outlook.
• Inbound Lead Pre-Registration: Push RSVP lists from Typeform, Eventbrite, or your landing page directly into BoothMaven as pre-loaded contacts.

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2. How to Connect BoothMaven to Zapier (One-Time Setup)

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Steps to Connect:

1. Log in to your Zapier account.
2. In the left navigation, click Apps (or Connected Accounts), then click + Add connection.
3. Search for BoothMaven and select it.
4. A secure login window will pop up:
   • Enter your BoothMaven Email and Password.
   • Click Sign In.
5. You will see an authorization screen: “BoothMaven is requesting permission to access your contacts and meetings.” Click Authorize.
6. The window will close automatically. In your Zapier dashboard, your connection will appear with your account email address (e.g. [email protected]).

Tip: You only need to connect once! All Zaps you build will automatically reuse this secure connection.

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3. BoothMaven Triggers (Send Data from BoothMaven to Your Apps)

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Trigger 1: New Contact

• What it does: Runs automatically every time a new lead is captured in BoothMaven (via badge scan, QR code scan, digital business card exchange, or manual entry).
• Speed: Instant (Real-Time Webhook).
• Data Fields Sent to Your Apps:
  • First Name (first_name)
  • Last Name (last_name)
  • Email Address (email)
  • Phone Number (phone)
  • Company Name (company)
  • Job Title / Designation (job_title)
  • Event ID & Event Name (event_id, event_name)
  • Date & Time Captured (created_at)

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Example Use Cases:

• Add attendee to a HubSpot list tagged with the event name.
• Add a row to a centralized Google Sheet for the sales team.
• Send an automated “Great to meet you at [Event Name]!” personalized email via Gmail or Mailchimp.

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Trigger 2: New Meeting

• What it does: Runs automatically whenever a meeting is booked in BoothMaven (scheduled by a booth representative or booked by an attendee via your digital card/kiosk link).
• Speed: Instant (Real-Time Webhook).
• Data Fields Sent to Your Apps:
  • Meeting Title / Topic (meeting_name)
  • Meeting Date & Time (meeting_date, meeting_time)
  • Duration (meeting_duration in minutes)
  • Meeting Format (meeting_format — virtual, inPerson, or hybrid)
  • Meeting Location / Video Link (meeting_location)
  • Meeting Agenda / Notes (meeting_agenda)
  • Public Meeting Link (meeting_url)
  • Primary Attendee Details: Name, Email, Phone, Company
  • Event Name & Event ID (event_name, event_id)

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Example Use Cases:

• Create a detailed Google Calendar or Outlook event with attendee details in the description.
• Send an SMS confirmation to the attendee via Twilio.
• Create a Salesforce or HubSpot Task assigned to the booth sales rep.

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4. BoothMaven Actions (Send Data from Your Apps into BoothMaven)

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Action 1: Create Contact

• What it does: Creates a new contact in your BoothMaven contact book.
• When to use: When you collect RSVPs or pre-show inquiries in a webform (Typeform, Webflow, Jotform) and want your booth staff to have those contacts readily available in the BoothMaven mobile app.
• Fields You Can Map:

  Field Name	Required?	Description
  First Name	Yes	Contact’s first name.
  Last Name	No	Contact’s last name or surname.
  Email	No	Primary email address.
  Phone Number	No	Mobile or office phone number.
  Company	No	Company or organization name.
  Job Title	No	Job title or designation.

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Action 2: Create Meeting

• What it does: Schedules a new meeting on your BoothMaven event schedule.
• When to use: When a client books a demo slot through Calendly, HubSpot Meetings, or your website before or during the trade show, and you want that meeting to show up in BoothMaven.
• Fields You Can Map:

  Field Name	Required?	Description
  Meeting Name	Yes	Subject or title (e.g. “Product Demo - Acme Corp”).
  Meeting Date	Yes	Date in YYYY-MM-DD format (e.g. 2026-10-15).
  Meeting Time	Yes	Time (e.g. 14:00 or 2:00 PM).
  Attendee Email	No	Email of the contact to link with this meeting.
  Duration (Minutes)	No	Length in minutes (default is 30).
  Meeting Format	No	Choose virtual, inPerson, or hybrid.
  Meeting Location	No	Physical booth number or video link (Google Meet / Zoom).
  Meeting Agenda	No	Topics, notes, or specific demo requirements.
  Timezone	No	Timezone of the event (e.g. America/New_York, UTC).
  Priority	No	low, medium, or high.

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5. Step-by-Step Walkthrough: Building Your First Zap

┌─────────────────────────────────┐       ┌─────────────────────────────────┐
│       STEP 1: TRIGGER           │       │        STEP 2: ACTION           │
│           BoothMaven            │ ────► │          Google Sheets          │
│          "New Contact"          │       │    "Create Spreadsheet Row"     │
└─────────────────────────────────┘       └─────────────────────────────────┘

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Step 1: Set Up the Trigger in Zapier

1. In your Zapier dashboard, click + Create Zap.
2. Click the Trigger block and search for BoothMaven.
3. Under Event, choose New Contact, then click Continue.
4. Select your connected BoothMaven account and click Continue.
5. Click Test trigger. Zapier will fetch a recent contact from your BoothMaven account to verify the connection. Click Continue with selected record.

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Step 2: Set Up the Action in Google Sheets

1. In the next block, search for Google Sheets.
2. Under Event, choose Create Spreadsheet Row and click Continue.
3. Select your Google account and pick your spreadsheet (e.g., “Event Leads 2026”).
4. Map the spreadsheet columns to your BoothMaven fields:
   • Full Name → Select First Name + Last Name
   • Email → Select Email
   • Company → Select Company
   • Title → Select Job Title
   • Event → Select Event Name
   • Captured Date → Select Created At
5. Click Test step. Check your Google Sheet to confirm the new row appeared!
6. Click Publish to turn on your Zap.

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6. Popular Pre-Built Workflow Ideas

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7. Frequently Asked Questions & Troubleshooting

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Q: How quickly does data transfer between BoothMaven and my other apps?

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Q: What happens if our booth loses internet connection at the venue?

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Q: Can multiple team members use the same Zapier connection?

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Q: Why does my Zap say “Connection Expired” or “Unauthorized”?

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Need Assistance?

• BoothMaven Support: [email protected]
• Website: https://boothmaven.com
• Zapier Help Center: https://help.zapier.com