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User Sync

Import and synchronize users from external data sources like Airtable, Google Sheets, and CSV files.

Overview​

User Sync allows you to:

  • Import users from external registration systems
  • Keep user data synchronized automatically
  • Map external fields to DMS attributes
  • Handle conflicts between sources

Supported Sources​

Airtable​

Connect to an Airtable base to sync users from a table.

Requirements:

  • Airtable account with API access
  • OAuth authorization (one-time setup)

Setup:

  1. Go to Sync Sources > Add Source
  2. Select Airtable
  3. Click Connect with Airtable
  4. Authorize DMS to access your bases
  5. Select the base and table
  6. Configure field mappings

Google Sheets​

Sync users from a Google Spreadsheet.

Requirements:

  • Google account
  • OAuth authorization (one-time setup)

Setup:

  1. Go to Sync Sources > Add Source
  2. Select Google Sheets
  3. Click Connect with Google
  4. Authorize DMS to access your spreadsheets
  5. Select the spreadsheet and sheet
  6. Configure field mappings

CSV Upload​

Upload a CSV file for one-time or periodic imports.

Setup:

  1. Go to Sync Sources > Add Source
  2. Select CSV Upload
  3. Upload your CSV file
  4. Map columns to DMS fields
  5. Run the import

Field Mappings​

Map source columns to DMS fields.

Required Mappings​

DMS FieldDescriptionExample Source Field
emailUser's email (unique identifier)"Email", "Email Address"

Standard Mappings​

DMS FieldDescriptionExample Source Field
first_nameFirst name"First Name", "Name"
last_nameLast name"Last Name", "Surname"

Custom Attributes​

Any unmapped field becomes a custom attribute:

Source FieldDMS Attribute
"Ticket Type"ticket_type
"Company"company
"Registration Status"registration_status

Example Configuration​

{
  "field_mappings": {
    "Email Address": "email",
    "First Name": "first_name",
    "Last Name": "last_name",
    "Ticket Type": "ticket_type",
    "Company Name": "company",
    "Dietary Needs": "dietary_restrictions"
  }
}

Sync Settings​

Sync Frequency​

OptionDescription
ManualOnly sync when triggered
HourlySync every hour
DailySync once per day
Real-timeSync immediately on changes*

*Real-time requires webhook support from the source.

Conflict Resolution​

When a user exists in both DMS and the source:

StrategyBehavior
source_winsExternal source overwrites DMS
dms_winsDMS values are preserved

Recommendation: Use source_wins when the external system is the source of truth.

Running a Sync​

Manual Sync​

  1. Go to Sync Sources
  2. Find your source
  3. Click Sync Now

Dry Run​

Preview changes before applying:

  1. Click Sync Now
  2. Enable Dry Run option
  3. Review the preview:
    • New users to create
    • Existing users to update
    • Records with errors
  4. If satisfied, run the actual sync

Sync Results​

After a sync completes:

Sync completed successfully

Processed: 150 records
Created:   10 new users
Updated:   25 existing users
Skipped:   115 unchanged
Errors:    0

Deduplication​

DMS prevents duplicate users during sync.

By Platform​

SourceDeduplication Key
Airtablesource_id + email
Google Sheetsemail
CSVemail

Handling Duplicates​

If a sync finds a duplicate:

  1. Existing user is updated (based on conflict resolution)
  2. Activity is logged
  3. No new user is created

Error Handling​

Common Errors​

Missing Email:

Row 15: Missing required field 'email'

Solution: Ensure all rows have email addresses.

Invalid Email Format:

Row 23: Invalid email format 'not-an-email'

Solution: Fix the email in the source data.

Connection Failed:

Failed to connect to Airtable: Invalid API key

Solution: Re-authorize the OAuth connection.

Viewing Errors​

  1. Go to Sync Sources > Sync History
  2. Click on a failed or partial sync
  3. View error details for each problem row

OAuth Connections​

Initial Setup​

  1. Click Connect for the source type
  2. Sign in to the external service
  3. Grant DMS permission to access your data
  4. Return to DMS

Refreshing Connections​

OAuth tokens expire periodically:

  1. Go to Sync Sources
  2. If connection shows "Expired", click Reconnect
  3. Re-authorize access

Revoking Access​

To disconnect a source:

  1. Delete the sync source in DMS
  2. Optionally, revoke access in the external service's settings

Best Practices​

Data Quality​

  • Clean source data before syncing
  • Use consistent field names
  • Validate email addresses at the source

Field Mapping​

  • Map all useful fields, not just required ones
  • Use consistent attribute names across sources
  • Document your mappings

Monitoring​

  • Review sync history regularly
  • Set up notifications for sync failures
  • Verify user counts match expectations

Multiple Sources​

If using multiple sync sources:

  • Avoid syncing the same users from different sources
  • Use consistent field mappings across sources
  • Choose one source as the "primary" for conflict resolution

Troubleshooting​

Users Not Appearing​

  1. Check sync status in Sync History
  2. Verify field mappings include email
  3. Check for errors in the sync log
  4. Ensure source data has valid emails

Attributes Not Updating​

  1. Check conflict resolution setting
  2. Verify the field is mapped
  3. Check if the value actually changed in source

OAuth Errors​

  1. Try re-authorizing the connection
  2. Check if the external service is accessible
  3. Verify you have permission to the specific base/sheet