API access: automate event creation into your stack
For most operators, creating events in the dashboard is fast enough. But once you are running high volumes or want guest media to slot into an existing booking system, doing it by hand becomes the bottleneck -- and that is where API access earns its place. With it, a new booking in your system can automatically create the matching branded event, so the guest-media setup happens without anyone touching a dashboard. API access is available on the Agency plan and above; it is one of the things that distinguishes the resale-grade tier, as covered in /for-business/agencies.
The core use case is automating event creation. When a client books -- in your CRM, your scheduling tool, or your own app -- an API call can create the Gathmo event with the right name, date and branding, ready for the QR sign. That removes a manual step from every booking and eliminates the risk of forgetting to set one up. For an agency or a high-volume studio, that automation compounds across hundreds of events a year.
Beyond creation, an API-first setup lets guest media participate in your wider workflow -- pulling an album link back into your client portal, kicking off your delivery process when an event ends, or syncing status into your own dashboards. The point is that guest media stops being a separate tool you visit and becomes a component of the stack you already run, which is exactly what a maturing operation wants.
A note on tiers and scope: API access is gated to Agency and above (it is not on the entry Studio plan), which keeps it aligned with the operators who actually need programmatic control. If you are evaluating whether to automate, the question is volume -- below a few events a month, the dashboard is fine; above that, the API pays for itself in saved time and fewer missed setups. To discuss an integration, book a demo.
What you will need
- The Agency plan or above (API access is Agency+)
- A system to integrate with (CRM, scheduler, or your own app)
- Developer capacity to wire up the API calls
Confirm you're on a tier with API access
API access is available on the Agency plan (€149/month) and above; it is not included on the entry Studio plan. This keeps programmatic control with the operators who run enough volume to need it. If you are on Studio and want to automate, upgrading to Agency is the step that unlocks API access along with full white-label and unlimited domains.
Create an API key
Generate an API key from your organisation settings. Treat it like a secret -- store it securely in your integration's configuration, not in client-side code or a public repo. The key authenticates your system's calls to create and manage events programmatically. Rotate it if it is ever exposed. This is the credential that links your stack to your Gathmo account.
Automate event creation from your booking flow
Wire an API call into the moment a booking is confirmed in your system, so it creates the matching Gathmo event with the correct name, date and branding automatically. This is the highest-value automation: every booking gets its guest-media event without a manual step, and you never forget to set one up. For an agency, this is the difference between guest media being a chore and being invisible infrastructure.
Wire event updates back into your stack
Beyond creation, connect guest media into your wider workflow -- for example, pull the album link back into your client portal, or trigger your delivery process when an event ends. An API-first setup lets your own systems react to guest-media events rather than you checking a separate dashboard. Design these integrations around the moments that matter in your process (booking, event end, delivery).
Decide what's worth automating
Automation pays off above a certain volume; below a few events a month, the dashboard is genuinely faster than building an integration. Start with the highest-leverage automation (event creation from bookings) and add more only where manual steps are actually costing you time. The goal is to remove bottlenecks, not to automate for its own sake -- so let your volume and pain points guide what you wire up.
Quick recap
- Be on Agency+ (API access is gated to Agency and above)
- Generate and securely store an API key
- Automate event creation from your booking/CRM flow
- Wire event updates (album link, event end) into your stack
- Automate by volume — only where it saves real time
Frequently asked
Yes -- API access is available on the Agency plan (€149/month) and above, letting you create and manage events programmatically. The core use case is wiring an API call into your booking flow so that a confirmed booking automatically creates the matching branded event, removing a manual step and the risk of forgetting to set one up. For high-volume operators and agencies integrating with a CRM or their own app, this turns guest media into part of the stack rather than a separate tool.
API access is gated to the Agency plan and above; it is not included on the entry Studio plan. This keeps programmatic control aligned with the operators who run enough volume to need it. If you are on Studio and want to automate event creation, upgrading to Agency unlocks API access along with full white-label and unlimited custom domains.
Event creation from your booking flow. When a client books in your CRM, scheduler or app, an API call creates the Gathmo event with the right name, date and branding automatically -- so every booking gets its guest-media event with no manual step and nothing forgotten. This is the highest-leverage automation, and for an agency running hundreds of events a year the time saved compounds significantly.
Treat it as a secret: store it in your integration's server-side configuration, never in client-side code or a public repository, and rotate it if it is ever exposed. The key authenticates your system's calls to create and manage events, so protecting it protects your account. Standard secret-management practices apply -- the same care you would give any third-party API credential.
Yes -- that is the point of the API. You can automate event creation from your booking system and wire event updates back into your stack, such as pulling the album link into your client portal or triggering your delivery process when an event ends. An API-first setup lets your own systems drive and react to guest media, so it becomes a component of your workflow rather than a dashboard you visit separately.
Probably not below a few events a month -- the dashboard setup is fast (about five minutes per event) and building an integration only pays off once manual creation becomes a bottleneck. The API earns its place at higher volumes or when you want guest media to slot into an existing system. Start with the dashboard, and automate when your volume or your pain points justify the integration work.
Yes -- wiring API calls into your booking flow or stack requires some developer capacity. The benefit is for operations that already run systems worth integrating with (a CRM, scheduler or custom app) and have the resources to connect them. If you do not have developer support, the dashboard remains a fast way to create events manually; the API is an option for when programmatic control is worth the build.
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