Winnable supports an integration with VAN/Votebuilder MyCampaign and EveryAction to push events and signups from Winnable to your CRM.
Below, find information on:
Winnable Events and Signups in VAN
Organization-Wide Settings
You must be an organization admin to set up integrations. To being, click on Org Settings in the nav bar at the top of the page. If you don't see Org Settings, contact your admin about changing your permission level.
API Key Initialization
When logged into your VAN instance, find the Integrations section and request a new API key. A window will pop up with a dropdown menu - find Winnable as the option and request the key.
Once the key is approved by your VAN admin, you can copy and paste the key into the Winnable Org Settings page. At the bottom of the page is a section called VAN Settings where you can enter a VAN API key.
IMPORTANT: The page will reload immediately, but nothing will change - Winnable will run some checks to confirm that the API key has the right permissions before proceeding. Wait a few seconds and then refresh the page - click Confirm if your browser gives a message about resubmitting the form. Scroll down and you'll see the VAN mapping settings.
VAN Mapping
To set up the integration, you will need to map some values from Winnable to VAN's data structure.
First is Winnable Event Categories to VAN Event Types. Winnable has a standard set of Event Categories that are available for all organizations. Event Types in VAN are custom to each VAN committee, but can be set by a parent committee like a state party.
For each Winnable Event Category, you will need to select an existing VAN Event Type to map it to - if a Winnable Event Category is not mapped, the event and any subsequent signups will not be synced to VAN. A Winnable Event Category can only be mapped to a single VAN Event Type, but multiple Winnable Event Categories can be mapped to a single VAN Event Type (e.g. Meeting and Meetup could both be mapped to a VAN Event Type called Meeting).
Winnable only allows a single VAN Role for each VAN Event Type. Select from the roles that are available in VAN for that event type via the dropdown. If an Event Type is not mapped to a Winnable Event Category above, the role mapping will not save (because those events will not sync to VAN).
Finally, you can specify the Survey Questions and Activist Codes that are applied to all signups across events created in your organization. These cannot be turned off by other users when creating events and will always be present.
Event Settings
When creating an event after the VAN integration is activated, Winnable will automatically apply the organization-wide settings to the event based on the Event Category selected (VAN Event Type, role, etc.).
In the Integration settings section, users will have the ability to add additional Activist Codes and Survey Questions that will be applied to signups for this event.
Winnable Events and Signups in VAN
After an event is created in Winnable, the event will be created in VAN automatically. A few notes and caveats for how Winnable's VAN sync works:
- If your event has multiple shifts in Winnable, each shift will be created as a separate event in VAN. This prevents changes to VAN Event Types from breaking the sync.
- The event in VAN will be named using the Internal Name field in Winnable (if the event doesn't have an internal name field, it will default to the public name), followed by the the location and the date.
- If the logistics of a shift change (date, time, location) and there are signups to the event, a new event will be created in VAN with the updated details, and the old event will be changed to "INACTIVE - [Event Name]". This allows organizers to reach out to previous signups to inform them of the changes to the event.
- If the logistics of a shift change (date, time, location) and there are not signups to the event, the event logistics will be updated in VAN.
- All virtual events will be set at the same VAN location titled Virtual with a zip code of 20003.
- When a volunteer signs up for an event on Winnable, their data is sent to VAN to attempt to match to an existing VAN record (using VAN's internal matching algorithm), including saving the Preferred Name field in Winnable to the Nickname field in VAN.