MapYourShow

MapYourShow

MapYourShow is a floor-plan and exhibitor management platform used by large trade shows, particularly across North America. It handles booth assignments, exhibitor directories, product-category taxonomies, and lead retrieval on-site. Their website: https://www.mapyourshow.com.

What we integrate

• Entities synced: Exhibitors

• Direction: One-way — MapYourShow is the source, ExpoPlatform receives

• Sync method: Scheduled polling (Auto-Update), every five minutes

The integration fetches exhibitor records from MapYourShow and creates or updates the corresponding exhibitor accounts in ExpoPlatform. It handles company details, booth placement, product categories, and marketing contact information in one flow.

Prerequisites

To set up the MapYourShow integration, you'll need:

• A MapYourShow API host URL — provided by the MapYourShow account team for your event

• A MapYourShow username and password — used for the initial login step

• The MapYourShow show code — the event identifier in MapYourShow (entered as the Event ID in the credentials)

You'll also need to know the timezone MapYourShow uses to stamp record modifications for your show. This isn't a credential, but it's critical — see the Fetching updates section below.

How to set up the MapYourShow integration

The setup can be done by a client with superadmin access, or by the ExpoPlatform API team on the client's behalf.

1. Configure credentials

1. Go to Admin → Integrations → MapYourShow

2. Open the Credentials tab

3. Enter the host URL, username, password, and show code (as Event ID) provided by the MapYourShow account team

4. Save

2. Configure exhibitor settings

Open the Exhibitor Settings tab. This is where the shared settings for MapYourShow are configured:

• Initial Account Status — the ExpoPlatform account status assigned when an exhibitor is first imported.

• Registration Email — whether to send an ExpoPlatform welcome email to the exhibitor's contact on first creation.

• Category Mapping — map MapYourShow lead profile codes (leadprofile) to ExpoPlatform exhibitor categories. Records with a lead profile not in the mapping will be handled according to the Unmapped Category Handling option (default: skip).

• Timezone of received data — the timezone MapYourShow uses to stamp record modifications. Critical for incremental syncs to work correctly. See Fetching updates below.

3. Configure Product Categories Mapping

Product Categories Mapping is essential for MapYourShow — it's currently the only integration that uses it. Without this mapping in place, no product categories will be assigned to any exhibitor.

The mapping panel appears on the Exhibitor Settings tab. It shows the number of active mappings and provides three actions:

• Import — upload a CSV file to replace all existing mappings

• Export — download the current mappings as a CSV file

• Delete mapping — remove all mappings for this event

CSV format: the first row must be the header our_id,external_id. Each subsequent row maps one ExpoPlatform Product Category (by its internal numeric ID) to one MapYourShow category ID.

Important: Configure this mapping before your first sync. If no product category mappings exist, product categories will not be populated on any exhibitor record — the field is left unchanged until the mapping is imported.

4. Configure field mapping

Open the Field Mapping tab and review the default mapping (documented on the MapYourShow Exhibitor Field Mapping sub-page). Adjust or extend it as needed.

Product Categories and Custom Questions are not in the default mapping — add them as extra rows if you need them.

5. Trigger the first sync

Once credentials, settings, and mapping are in place:

1. Open the Auto Sync tab

2. Click Trigger a full resync on the exhibitor subscription card

This runs the initial import — fetching every exhibitor from MapYourShow and creating the corresponding ExpoPlatform records. From this point on, the scheduler runs incremental syncs every five minutes.

What to expect

Each polling run works in two stages:

1. Fetch the ID list. MapYourShow returns the IDs of exhibitors that have changed within the incremental window (or all exhibitor IDs during a full resync).

2. Fetch each full profile. ExpoPlatform then retrieves the complete profile for each ID individually, processing records in batches of 10.

Because every exhibitor requires a separate profile call, large events involve many outbound requests per sync run. This is normal, but it means:

• Full resyncs on a large event can take a while depending on the exhibitor count

• Incremental runs (every five minutes after the first successful sync) fetch only exhibitors modified since the previous run — typically much faster

• Progress is visible in the Auto Sync tab: the Current Sync Job panel tracks the run live, and the sync history lists one row per job

See Monitoring a Sync for the full picture.

Fetching updates — how it works

MapYourShow doesn't push changes to ExpoPlatform in real time. Each scheduled run asks MapYourShow for exhibitors modified within a date window, then fetches each returned record.

The window is built from ExpoPlatform's clock

• When a run successfully fetches data, ExpoPlatform records its own current time as the subscription's change marker.

• The next incremental run asks MapYourShow for the IDs modified between the stored marker and the current time.

• If no marker exists yet (brand-new subscription), the run falls back to a full sync.

• A failed run or an empty run (no records returned) leaves the marker where it was — the next window stretches back to the last successful data fetch, so nothing is lost to failures or quiet periods.

The window is sent in the configured timezone

MapYourShow receives the window as plain date-and-minute values with no timezone marker attached. Both sides need to agree on what clock those values refer to.

Internally, ExpoPlatform operates on UTC. Before sending, it converts both ends of the window into the timezone configured in Exhibitor Settings → Timezone of received data. If no timezone is configured (or the value isn't a valid timezone identifier), the window is sent in UTC as-is.

Important: The timezone setting must match MapYourShow's clock for your show. A mismatched setting shifts every incremental window by the offset between the two zones — updates can be silently skipped (window starts too late) or repeatedly re-fetched (window starts too early), with no error anywhere. Check this setting with your MapYourShow account team.

When a full resync is needed

Because the window is built from ExpoPlatform's clock and consecutive windows meet edge-to-edge with no overlap, a few situations can leave an edit outside every window:

• Edits made while a run is in progress — the window closes when the run asks for the ID list, but the new marker is stamped slightly later. An edit landing in that small gap belongs to neither window.

• Clock differences between MapYourShow and ExpoPlatform can push a record's stamp before the window start.

• A wrong timezone setting shifts the window by whole hours.

All three are healed the same way: trigger a full resync. This ignores the marker, fetches every exhibitor ID from the beginning, and re-processes the records.

Marketing Contact handling

MapYourShow exhibitor records can include multiple contacts per booth, each with a contact type. The integration picks the Marketing Contact (contact type 2) from that list and maps its details to the exhibitor's contact person fields:

• Name, surname, position, email, and phone go to the corresponding Contact Person fields

• The Marketing Contact's email also takes precedence over the company-level email as the owner-account email in ExpoPlatform

If no Marketing Contact is present in the incoming data, the contact person fields are left unchanged and the company email is used as the owner-account email.

See MapYourShow Exhibitor Field Mapping for the full behaviour and the composite field details.

Known limitations

• No real-time push — MapYourShow updates appear only after the next scheduled polling run (up to five minutes' delay)

• A full profile call is made for every changed exhibitor — on large events with many changes per window, expect many outbound requests per run

• Product Categories Mapping must be maintained manually — if MapYourShow introduces new product category IDs, they will be silently ignored until the mapping file is updated

• The default mapping reads only the first booth — exhibitors with multiple booths in MapYourShow will have only their first booth mapped. To capture all booths, swap the Hall and Stand fields for the multi-stand variant

• The timezone setting is a manual match — get this wrong and incremental syncs silently drift; there's no error signal for a mismatched timezone

Monitoring

• Sync run status and counts: Admin → Integrations → MapYourShow → Auto Sync tab

• Per-record outcomes: Admin → Integrations → MapYourShow → Logs → Exhibitors

• MapYourShow API errors and rate-limit responses: Admin → Integrations → MapYourShow → Logs → Requests

• Scheduler and lifecycle events: Admin → Integrations → MapYourShow → Logs → System

See Reading Logs for how to use each sub-tab.

Troubleshooting quick reference

See Troubleshooting for the full symptom-based diagnostics guide.

Sub-pages

• MapYourShow Exhibitor Field Mapping — the default field mapping plus MapYourShow-specific composite fields (Marketing Contact, Custom Question, Product Categories)