Es Registration-to-EthosCE Data Sync

Overview

Purchases in Eventscribe Registration create enrollments in EthosCE, and cancellations trigger unenrollments—reducing manual work and providing a seamless learner experience.

During setup, you will work with Cadmium to map Es Registration items to the appropriate EthosCE courses. If you are using profile-based enrollment blockers in EthosCE, the same profile fields must be identified during setup so they can be collected in Es Registration and mapped accordingly.

IMPORTANT NOTE

Existing EthosCE customers should have their account manager submit an integration feasibility request so we can evaluate their current configuration and confirm compatibility.

How It Works

Es Registration serves as the system of record for all course purchases and cancellations.

When a learner purchases a course-related item in Es Registration, they are enrolled in the corresponding EthosCE course.
If the registrant does not already exist in EthosCE, an account is created.
If the item is canceled, they are unenrolled from the corresponding EthosCE course.

IMPORTANT NOTE

Email serves as the unique identifier used to match records between Es Registration and EthosCE. Therefore, it must remain the same in both systems. If an email address needs to be updated, it must be updated in both systems to maintain proper record matching. If a registration needs to be transferred to another individual, the item(s) must be canceled for the original registrant and purchased again for the new registrant.

Timing & Processing

Enrollments: Processed immediately after purchase (typically within 1 minute)
Cancellations: Processed within 15 minutes of cancellation

NOTE

Enrollments are not retroactive. Once enabled, the sync applies only to new purchases. If the Es Registration form launches before the sync is enabled, an initial import must be completed in EthosCE using the standard import process.

Field Mapping

Es Registration	EthosCE Field	Notes
firstName	field_first_name*
lastName	field_last_name*
username (system-generated)	name*	Since Es Registration does not collect usernames, a unique username is generated using the first part of the email address and the registrant ID.
email	mail*	Used as the unique identifier between systems.
memberID	authname*	Required if using SSO authentication in EthosCE. Values must be consistent across systems.
profile fields (varies by customer)	profile fields* (varies by customer)	Required if using profile-based enrollment blockers in EthosCE. Values must be consistent across systems.
feeItemID	course nid	Determines course enrollment based on the configured item-to-course mapping.

IMPORTANT NOTE

*Fields marked with an asterisk are mapped only when a new user is created in EthosCE. In Es Registration, self-service editing of these fields should be read-only for registrants. If an administrator edits any of these fields in Es Registration, the corresponding updates must also be made directly in EthosCE.

Important Considerations

To ensure a smooth and successful sync experience, please keep the following in mind:

Enrollments apply moving forward: The sync applies to purchases and cancellations made after it is enabled. If Es Registration launches prior to activation, an initial import can be completed to ensure all existing registrants are properly enrolled.
Email consistency ensures accurate matching: Email serves as the unique identifier between systems. To maintain accurate record matching, email addresses should remain consistent in both Es Registration and EthosCE. If an email address needs to be updated, it should be updated in both systems. If a participant changes, simply cancel the original item and repurchase it for the new attendee.
Managing group registration changes: While purchased items cannot be reassigned between attendees, participant changes can easily be handled by canceling the item for the original registrant and adding it to the new registrant.
Supporting SSO identity matching: For customers using SSO authentication, Member Lookup in Es Registration (via AMS integration with the same identity provider or data import) ensures accurate identity matching. Both systems must store the same identity provider field (e.g., member ID or email). If the IdP field value (authname) is available in Es Registration and mapped to EthosCE, users will be created as SSO users. Otherwise, they will be created as local users.
Converting local users to SSO users: If needed, local users created due to missing IdP values can be converted to SSO accounts by the EthosCE team through a custom data migration.
Aligning profile requirements: If EthosCE requires specific profile fields before enrollment, collecting those same fields in Es Registration ensures seamless user creation and enrollment without interruption. If required profile fields are not collected in Es Registration, enrollments created through the sync may bypass EthosCE’s profile-based enrollment restrictions. Aligning profile requirements across both systems helps maintain the intended enrollment experience.

Last modified Feb 24, 2026