Use this link to share with your colleagues:
How to Install the PatronStorm Integration: https://help.pm.leapevent.tech/a/1233194
You've got your CourseStorm account up and running for class registration, hurrah! Now it's time to connect CourseStorm with PatronManager, using the PatronStorm integration.
In this article we'll cover:
- Preparing your CourseStorm account for the integration
- Installing PatronStorm
- Assigning user permissions
- Creating a remote site to allow CourseStorm to talk to PatronManager
- Hooking up the integration
- Adjusting page layouts to view your new data
Once CourseStorm has authorized your account for the integration, setting up the rest should take you about 1-2 hours.
If you don't have CourseStorm yet, you'll need to do that first. Head over to our All About CourseStorm article for an overview and information on getting started.
Please note! You'll need to make a decision about whether or not use CourseStorm's Class Sessions plugin before turning on the PatronManager integration. Activating this feature after turning on the integration may cause data issues and interfere with the connection between CourseStorm and PatronManager.
If you haven't already considered this feature, reach out to CourseStorm to discuss it and decide if it's a good fit for your organization before proceeding here.
1. Prepare your CourseStorm account
CourseStorm will need to enable your account for API access so that you can connect the PatronStorm integration and get that data flowing!
1. Send an email to Coursestorm
Email [email protected] to request an API user for your site.
- Let them know that you need access to the API to set up the integration with PatronManager.
-
Include your CourseStorm URL
- You can find that in your welcome email, or in CourseStorm -- it's the link to your catalog.
- Give them the email address of the CourseStorm user to authorize
- This is probably you, as long as you're set up as a user in CourseStorm! It's the CourseStorm user that will be granted API access and sent the email notification you'll need in the next step.
2. Wait for the email, then click the link to "Accept Access"
3. Copy the info in the page that opens and paste it into a text document - you'll need it later!
Make sure to copy all three things:
- API Endpoint
- API Account
- API Password
2. Install PatronStorm
Got the API info from CourseStorm? Great! Now it's time to install PatronStorm so you can hook it all together in the next step.
Heads up: you'll need admin privileges to install and configure the integration. If you're not a System Administrator (can't access Setup etc), reach out to your organization's admin for help with these steps.
1. Log in to PatronManager
First things first: log in to PatronManager so that when you install PatronStorm, it knows where to go.
2. Click this link to open the PatronStorm installation page
3. Make sure it's set to "Install for Admins Only" and click "Install"
4. Wait for it to finish, then click "Done"
It'll look like this for a few minutes:
When it's done, it'll change to this:
Sometimes you'll get a message instead that says "the app is taking a long time to install" -- when that happens, step away for a bit and check your email for a confirmation when it's finished (usually less than an hour).
5. Confirm that the installation was successful
Head over to Setup, search for "Installed", click "Installed Packages", and make sure that "PatronStorm" appears in the list:
3. Assign Permissions
Before you can complete the integration, you'll need to tell PatronManager who's allowed access to PatronStorm (including yourself).
1. Still in Setup, search for and click "Permission Sets"
2. Find and click on "PatronStorm Admin"
3. Click "Manage Assignments"
4. Click "Add Assignments"
5. Select the user(s) that should have admin-level access to PatronStorm, and click "Assign"
You'll need this permission to finish setting up the integration, but you should grant this level of access very sparingly.
To avoid confusion and potential data errors, most users should only have "read only" access, which you'll add in the next step.
6. Click "Done" on the confirmation screen
7. Go back to the list of Permission Sets
8. Find and click on "PatronStorm Read Only"
9. Repeat steps 3-6 to assign this Permission Set to any users who should see PatronStorm data
Note that you don't need to grant this permission set to yourself, since you should already have the "admin" version.
4. Create a Remote Site for CourseStorm
Remember that API information you got via email from CourseStorm? Time to go find it -- you'll need it for the next two steps.
Before we can connect the integration, we need to create a connection point -- think of it like putting in an electrical outlet before you can plug something in.
1. Still in Setup, search for and click on "Remote Site Settings"
2. Click "New Remote Site"
3. Fill in the details as follows, and save
- Remote Site Name: "CourseStorm"
- Remote Site URL: fill in the "API Endpoint" you received from CourseStorm back in step 1.
- Disable Protocol Security: leave unchecked
- Description: "Used with PatronStorm"
- Active: checked
- Save!
5. Hook up the API
We're almost done! Now it's time to connect CourseStorm to PatronManager and let the sync begin.
Heads up: As soon as you complete this step, all your existing CourseStorm data (including courses, sessions, students, and registrations) will automatically sync over to PatronManager.
If your CourseStorm account contains test/sample data, tidy that up first so the extra data doesn't also wind up in PatronManager.
1. Use the App Launcher to find and open the "PatronStorm Settings" tab
2. Fill in the details as follows, and save
- Base URL: fill in the URL to your catalog (note: this is NOT the same as the API Endpoint you used in the last step!)
- API Username: enter the "API Account" you received from CourseStorm in step 1
- API Key: enter the "API Password" you received from CourseStorm in step 1
- Enable Auto Sync: checked
- Registrations Watermark: leave blank
- Students Watermark: leave blank
- Update Existing Contacts: checked
- New Contact Record Type: select "PatronSignup: To Be Qualified"
- Enable Debugging: leave unchecked
- Save!
3. Success! The initial data sync will start automatically
Nothing else to do here: move on to the next step while that initial sync completes!
If at any point you want to disable the sync from CourseStorm to PatronManager, you can use the Disable Auto Sync button on this page to do so.
6. Adjust Contact Page Layouts to show CourseStorm data
One last thing: now that you've got the data, you'd probably like to be able to see it, right? Let's take care of that.
1. Head back into Setup, then click "Object Manager"
2. Search for and click on "Contact"
3. Click "Page Layouts"
4. Add two Related Lists to each Contact Record Type (except for To Be Qualified)
We'll add the Related Lists to each Record Type first, then adjust the columns all at once at the end!
4.1. Click the name of the first Contact page layout
4.2. Click "Related Lists" in the pallet menu
4.3. Drag and drop "CourseStorm Registrations (Customer)" and "CourseStorm Registrations (Student)" where you'd like them to appear on the page layout
4.4. Click "Save"
4.5. If a pop-up appears about overwriting users' personal customizations, click "Yes"
4.6. Repeat steps 4.1-4.5 for all Record Types except for To Be Qualified
Once we've got the related lists on all the right page layouts, we'll be able to adjust them all at once.
5. Now let's tidy up the columns!
5.1. Click back into any of those page layouts, then click the wrench on the "CourseStorm Registrations (Customer)" related list
5.2. Add "Selected Fields" as follows:
- Registration Name
- Course Name
- Course Session
- Student
- Status
- Total Cost
- Total Refunded
- Completed At
5.3. Check the boxes to apply to all page layouts, then click "OK"
5.4. Now click the wrench on the "CourseStorm Registrations (Student)" related list
5.5. Add "Selected Fields" as follows
- Registration Name
- Course Name
- Course Session
- Customer
- Status
- Total Cost
- Total Refunded
- Completed At
5.6. Check the boxes to apply to all page layouts, then click "OK"
5.7. Save!
All done! Give yourself a pat on the back
But wait, now what? How do I use this snazzy new integration?
We've got more information on this integration available for you! We also recommend using the PatronStorm app to explore the available data (plus the related lists now visible on your Contact pages).
Now is also a great time to check out the FAQs in the All About CourseStorm article!
Note that you'll need to qualify the new Contacts that sync over from CourseStorm. Not sure what that means? Click to learn about qualification.