Overview
The sync from Mobilize --> VAN is generally one-way with the exception of signup attendance statuses.
The logic outlined in this article applies for scheduled event types configured in VAN Settings. Online actions such as petitions, pledges, and interest forms do not sync as scheduled events.
In general, we recommend updating statuses in Mobilize only.
How attendance statuses are configured in Mobilize
By default, the Mobilize --> VAN integration will rely on the status mapped for each event type in VAN Settings.
Note: It is also possible to configure "Custom VAN Settings" when an event is created. This dropdown section of the event creation form allows Admins to configure custom mapping for that single event and it cannot be changed after event creation. The mapping in "Custom VAN Settings" will be used instead of what is in VAN Settings.
How Mobilize attendance statuses sync to VAN
Three actions can initiate the sync of Mobilize statuses into VAN:
Event is created
Event location is updated
Signup is updated
The logic:
If the signup status in Mobilize is "No Show" or "Completed", the status will update to "No Show" or Completed" in VAN respectively
If the signup status in Mobilize is "Cancelled" or "Confirmed", the status will update to the status mapped to "Cancelled" or mapped to "Confirmed" in VAN respectively.
If a status in VAN is not mapped in Mobilize, the "unmapped" status will revert to the status mapped in Mobilize.
Here is a visual version of this logic:
How VAN statuses sync to Mobilize overnight
Starting two days before an event, Mobilize will check the status of upcoming event signups in VAN around midnight every night. Mobilize will also continue to check for "Completed" and "No-Show" statuses in VAN for three days after the event.
The logic:
If the VAN signup is marked with the VAN status you have mapped to "Confirmed" in Mobilize, its status will be updated to "Confirmed" in Mobilize.
If the VAN signup is marked with the VAN status you have mapped to "Cancelled" in Mobilize, its status will be updated to "Cancelled" in Mobilize and no reminder emails will be sent.
Mobilize will also continue to check for "Completed" and "No-Show" statuses in VAN for three days after the event, and we will update the status in Mobilize (to "Completed" or "No-Show"), if either of those are set in VAN.
Here is a visual version of this logic:
FAQs
What happens if I update a VAN status to something that is not mapped in VAN Settings more than 2 days before an event?
What happens if I update a VAN status to something that is not mapped in VAN Settings more than 2 days before an event?
If the event location is changed or the signup status is updated in Mobilize, then the VAN status will change to the respective status in Mobilize.
What happens to statuses if an event is manually synced?
What happens to statuses if an event is manually synced?
Sometimes, an event or entire dashboard needs to be manually synced by the Mobilize Support team. Mobilize teams only do this with your organization's consent. When this action is taken, all statuses in VAN will be updated in VAN according to the mapping provided in either VAN Settings or the Mobilize event's Custom VAN Settings if applicable. Any "unmapped" statuses in VAN will be overwritten.