IndicoDataFusion · User Guide
Keep Indico payments in step with Cvent
Managing registrations and syncing payment states, step by step
For event staff who manage Indico registrations and take payments in Cvent
The one rule
IDF shows the difference. You make the change.
Cvent
Where attendees pay. Holds orders, discounts and transactions.
IDF reads
IDF
Reads Indico and Cvent, pairs attendees with registrations, highlights mismatches.
Writes only when you confirm
Indico
The registration of record. Its payment state changes only here.
Nothing syncs automatically. A payment made in Cvent stays Awaiting payment in Indico until you click Mark as paid and confirm.
IDF · Registrations & Cvent
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Setup · Once per computer
Before you start
1 · IDF
Install IDF
Download IDF for your system from indicodatafusion.github.io/IDF-App and run it.
Windows, macOS and Linux are supported. If your system blocks the download, see Troubleshooting.
On first launch, finish the Setup Wizard.
2 · INDICO
Indico access
An Indico account that manages the event's registrations.
An API token from Indico My Profile → API Tokens, and an IDF data source with the base URL and numeric event ID.
3 · CVENT
Cvent access
A Cvent REST API client ID and secret that can read events, attendees, event questions, orders and transactions.
The Cvent event code, such as EXAMPLECODE.
Token secrets are kept in the OS keyring, not in the IDF configuration file.
IDF · Registrations & Cvent
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Setup · First launch
The Setup Wizard opens
1 · Diagnose: the wizard lists what is missing and how to fix it.
2 · API Token: built-in steps for getting an Indico token.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Setup · Indico token
Create and save the Indico API token
In Indico: My Profile → API tokens → Create new token.
Copy the token string right away: Indico shows it only once, and refreshing the page clears it.
Back in IDF: paste the token value.
Update token saves the secret in the OS keyring.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Setup · Indico token
Tick every scope on the Indico token
Indico Edit token dialog with every scope checked
When creating or editing the token, check all scopes under Scopes.
With a scope missing, IDF shows no registration data, even if your Indico role on the event is correct.
To fix an existing token: My Profile → API tokens, click the token, tick every scope, then Save.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Setup · Data source
Point IDF at your event
3 · Data Source: base URL, event ID and the token to use.
4 · Done: the configuration is saved and the data reloads.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Setup · Done
IDF is ready
Event Info opens for the configured event.
Reg in the top bar opens the Registrations page.
IDF is ready
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Registrations
Browse, open, mark as paid
Reg: every form, with state, price and Mark as paid.
Click a name to see the full registration.
Mark as paid always asks for confirmation.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Setup · Once per event
Connect the Cvent event
A · Add the Cvent token
Settings → Data Sources → API Tokens, add an entry:
Field
Enter
Name
Any label, e.g. myconf-cvent
Base URL
https://api-platform.cvent.com/ea EU: https://api-platform-eur.cvent.com/ea
Username
The Cvent client ID
Token
The Cvent client secret
B · Link it to the data source
Edit the Indico data source and set:
  1. Cvent Event: the event code, e.g. EXAMPLECODE
  2. Cvent API Token: the token from step A
  3. Ref # Question ID: leave blank, unless your Cvent question asking for the Indico Ref # is worded differently
To switch the link off, clear Cvent Event.
In the app, the ⓘ Cvent button in the API Tokens panel repeats these steps.
IDF · Registrations & Cvent
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Connect Cvent · Data source
Open the data source settings
Settings → Data Sources: expand the Indico data source.
The Cvent Event and Cvent API Token fields.
Enter the Cvent event code. Ref # Question ID can stay blank.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Connect Cvent · API token
Add the Cvent token and link it
ⓘ Cvent shows these steps in the app.
Advanced → API Tokens → Add: Cvent base URL, client ID, client secret.
Choose the new token as Cvent API Token, then Apply.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Reading the page · Matching
How a Cvent attendee is paired
1 · By Ref # (tried first)
The attendee's answer to the Cvent Ref # question is looked up as the registration's # id. Spaces and a Ref, : or # prefix are ignored.
2 · By full name (fallback)
Only when the Ref # is missing or matches nothing. Accents, case, punctuation and word order are ignored.
You see
It means
Do this
Ref #, check name
Ref # matched, but the names differ
Confirm it is the same person before marking paid
Ambiguous
Several registrations share that name
Check by hand; do not rely on the pairing
Cvent attendees without a registration (panel)
No registration was matched
Nothing to mark; find the registration or ask for the Ref #
IDF · Registrations & Cvent · A registration is paired with at most one attendee
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Reading the page · Cvent
The Cvent columns
Cvent: how the registration was paired, here Ref #, or Not in Cvent.
Cvent Payment: the Cvent state, here Waived.
The banner counts Cvent attendees with no registration.
The Cvent columns
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Reading the page · Unpaired
Cvent attendees without a registration
A different Cvent event code is entered…
…and saved with the same Cvent token.
Expand the banner to list each unpaired attendee.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Reading the page · Payments
Cvent payment vs. Indico state
Cvent payment
Indico shows
What you do
paid
Awaiting payment (row highlighted)
Action needed. Check the pair and the amounts, then Mark as paid.
paid
Paid
In sync. Nothing to do.
due
Awaiting payment
Not paid in Cvent yet. Leave it; check again after the next refresh.
waived
Awaiting payment
Fully discounted Cvent order, nothing collected. Follow your event's policy; IDF does not decide.
cancelled
Paid or Awaiting payment
IDF changes nothing. If you Mark as unpaid, no money is refunded; refund through the payment provider.
Row details show the Cvent attendee and order, including discounts and the amount before discount.
IDF · Registrations & Cvent
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The sync routine
Six steps each time Cvent payments come in
1 · Refresh
Open Registrations and refresh the page. This re-reads Indico and Cvent.
2 · Filter
Filter Cvent payment to paid and State to Awaiting payment. The short list left is the rows to fix. Shortcut: the Paid in Cvent, unpaid in Indico button, shown when rows match.
3 · Check the pair
Open the row's details. Confirm it is the right person, above all on Ref #, check name.
4 · Check the amount
Compare the Cvent order, discounts and amount before discount with the registration.
5 · Mark as paid
Click Mark as paid, check the amounts in the confirmation, confirm. Indico may email the registrant.
6 · Verify
Refresh again. The row now shows Paid and drops out of the filter.
IDF · Registrations & Cvent · Also review the Cvent attendees without a registration panel
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The sync routine · Filter shortcut
One click lists the rows to fix
The Paid in Cvent, unpaid in Indico filter showing one row to mark as paid
The Paid in Cvent, unpaid in Indico button appears next to the forms when rows match, with the count in brackets.
Click it to show only registrations Cvent reports as paid while Indico still shows Awaiting payment.
Work through each row with steps 3 to 5. A row marked as paid drops out of the list.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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The sync routine · Mark as paid
Confirm, then check the row
Check the amount and the registrant, then confirm.
The row shows Complete with the paid date; the button becomes Mark as unpaid.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Undo
Mark as unpaid changes the state, not the money
The confirmation warns that no money is refunded.
The registration is back to Awaiting payment.
IDF · Registrations & Cvent · Click a screenshot to enlarge it
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Avoid confusion
Common misunderstandings
If you think…
In fact
IDF syncs payments automatically.
IDF never changes Indico on its own. Each change is a click plus a confirmation.
The page is always live.
It shows what it last read. Refresh to re-read Indico and Cvent.
Mark as unpaid issues a refund.
It refunds nothing. Refund online payments through the payment provider.
Marking a payment is silent.
Indico may email the registrant.
A Ref # match is always right.
Ref #, check name means the names differ. Check before marking paid.
A Cvent cancellation unpays Indico.
IDF changes nothing. You decide, then act in Indico and with the payment provider.
IDF · Registrations & Cvent
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When something is wrong
Troubleshooting
Problem
What to check
The downloaded package will not open
Windows: Properties → Unblock. macOS: remove the quarantine attribute (see the release notes). Linux AppImage: make it executable.
Registrations will not load, or cannot be marked paid
The Indico token's account must manage the event's registrations. Larger forms take longer to read.
No Cvent columns, or match unavailable
The Cvent Event code; the token's Cvent client ID (Username) and client secret (Token); Base URL = the Cvent API; the client's read permissions.
Ref # never matches
Set Ref # Question ID if the Cvent question is worded differently.
Setup Wizard reports an authentication failure
The token entry exists, its secret is in the keyring, and the account can access the event.
IDF · Registrations & Cvent · Report issues on the IDF GitHub issues page
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