External APIs

The Webling club management software provides an API that can be integrated with VOLAGIC.

Webling

To connect VOLAGIC and Webling, you first need to generate an API key in Webling. Go to "Administration" in the main navigation. In the side navigation, under "Subscription management", you will find "API". Here you can add a description for the key and manage its access rights. VOLAGIC requires access to the member data. You have the following options:

  • Read all members – VOLAGIC can retrieve the data of all members from Webling
  • Read and write all members – VOLAGIC can retrieve and edit the data of all members
  • Custom – You define which member Groups are made available and which of them should have read or write access

Accounting, appointments and equipment do not need to be made available.

Once the key has been created, you will find it in the list and can copy it by clicking the key icon in the editing window.

VOLAGIC

Once you have copied the key from Webling, you can click the "Set up now" button in VOLAGIC. In VOLAGIC, you can then define again which rights VOLAGIC has for the Webling data (read or write access). IMPORTANT: If you have only granted read access in Webling, you cannot enable write access in VOLAGIC. Then enter your Webling subdomain and the corresponding key and click "Save".

Edit Helper field mapping

You will now be taken to the Helper field mapping. Link the Webling fields you want to import to the corresponding VOLAGIC fields.

By default, only certain fields (email, first name, surname, etc.) are available in VOLAGIC. To import additional fields, you must first create them as custom fields in VOLAGIC under "Organisation" – "Helper data". You do not need to link any fields that you do not require in VOLAGIC. Only first name, surname and email address are mandatory.

Assign Groups

Once you have completed the field mapping, you will be taken to the Group assignment. As with the access rights in Webling, you can define whether records should only be imported from specific Groups. IMPORTANT: The settings defined when creating the API in Webling cannot be overridden in VOLAGIC.

If you want to import all available Groups, you can now assign them to the corresponding VOLAGIC Groups. As with the Helper fields, the VOLAGIC Groups must have been created beforehand so that they can be linked to the Webling Groups. Groups that you do not want to link can remain set to "Not linked".

Main configuration

Once the Group assignment is complete, you will be taken to the main configuration. Here you can review everything, see information about possible additional mappings and make any necessary adjustments.

Activation

Once everything is set up correctly, return to "External APIs" in the navigation and click "Activate". If you want to start the first Webling import straight away, click "Run import". The first import will then start immediately and may take a few minutes.

Using the interface

Information

Once you have activated the interface, you will find the following information under "External APIs":

  • Mode – Does VOLAGIC have read or write access to Webling?
  • Last import – When did the last import take place, and how many Helpers were imported?
  • Optional mappings – If there are VOLAGIC fields that are not linked, this is displayed here. This is purely for your information if you intentionally do not want to link them.
  • Import errors – If errors occurred during the last import, they are displayed here and you will be asked to review them.
  • Helpers not linked to Webling – You will find this at the bottom of the overview. Click it to open the list of Helpers who are registered in VOLAGIC but are not linked to Webling.

Import behaviour

If you have enabled read and write access for VOLAGIC, both in the interface settings in Webling and in the VOLAGIC configuration, any changes that you or your Helpers make in VOLAGIC are transferred directly to Webling.

The import from Webling takes place overnight, shortly after midnight. Changes made in Webling are therefore only transferred to VOLAGIC during the next import.

Editing Helpers

If you have only defined read access, you can no longer edit linked Helpers in VOLAGIC once the interface has been activated. Webling is then the master system and only passes information to VOLAGIC – changes to member data must be made in Webling.

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Tutorial: External API