Overview
The Pax8 integration connects your Pax8 account with DeskDay so you can synchronize customers and subscriptions and use Pax8 subscription data in recurring billing.
With the integration, you can:
Connect Pax8 using your client credentials.
Map Pax8 customers to DeskDay customers.
Automatically create or map customers where applicable.
Review mappings that require attention.
Map Pax8 subscriptions to DeskDay customers.
Add mapped subscriptions to recurring invoices.
Automatically synchronize customer and subscription changes.
Choose which customers and subscriptions are included in auto-sync.
Notify selected roles when customer mappings require review.
Run a manual sync at any time.
Before you begin
Make sure:
You have your Pax8 Client ID and Client Secret.
You have permission to manage integrations in DeskDay.
Required customers and recurring invoices are configured in DeskDay where applicable.
Connect Pax8 to DeskDay
Open Control Center.
Go to Integrations & API.
Select Pax8.
Enter your Pax8 Client ID.
Enter your Pax8 Client Secret.
Complete the connection.
After the connection is established, DeskDay starts processing Pax8 customer information for mapping.
Customer mapping
Customer mapping connects Pax8 customers with their corresponding customers in DeskDay.
The page shows a summary of the customers processed and their current mapping status.
Customer mapping views
Needs review
Shows customers that require manual review before the mapping can be completed.
All
Shows all Pax8 customers processed by the integration.
Auto-mapped
Shows Pax8 customers that DeskDay automatically matched with an existing DeskDay customer.
Auto-created
Shows Pax8 customers for whom a corresponding DeskDay customer will be automatically created.
Un-mapped
Shows customers that are currently not mapped.
Use the search field to locate a specific customer.
Review customer mappings
When a customer requires review:
Open Needs review.
Locate the Pax8 customer.
Review the available DeskDay customer.
Select the correct customer.
Confirm the mapping.
Once a manual mapping is confirmed, DeskDay uses that mapping for future synchronization.
Configure customer auto-sync
From the Customer mapping page, click the Settings icon.
Enable Auto-sync customers to automatically synchronize Pax8 customers with DeskDay.
Under Run auto-sync on, choose one of the following options.
All customers
Synchronizes existing mapped customers and automatically processes new Pax8 customers.
New customers may be processed as:
Auto-mapped.
Auto-created.
Needs review.
Existing customers only
Synchronizes customers that are already mapped.
New Pax8 customers are not automatically processed.
Notify on failed mappings
Enable Notify on failed mappings when team members should be notified if a customer mapping requires review.
You can notify:
All roles
Selected roles
Use Selected roles when mapping issues should be handled only by specific teams or administrators.
Subscription mapping
Subscription mapping connects Pax8 subscriptions with the appropriate DeskDay customer and recurring invoice.
The page displays information such as:
Subscription.
Invoice alias.
DeskDay customer.
Status.
Recurring invoice.
You can also select a customer to narrow the list to that customer's subscriptions.
Subscription mapping views
Needs review
Shows subscriptions that need manual review when their billing frequency doesn't match the default or selected recurring invoice frequency.
All
Shows all subscriptions processed from Pax8.
Auto-mapped
Shows subscriptions that DeskDay mapped automatically.
Un-mapped
Shows subscriptions that are not currently mapped.
Review subscription mappings
For subscriptions under Needs review:
Locate the Pax8 subscription.
Select or confirm the appropriate recurring invoice.
Complete the mapping.
Once mapped, the subscription can be included in the customer's recurring billing.
Configure subscription auto-sync
From the Subscription mapping page, click the Settings icon.
Enable Auto-sync subscriptions to automatically link and update Pax8 subscriptions in DeskDay.
Choose which customers are included
Under Apply to, select:
All customers
Selected customers
Use Selected customers when subscription auto-sync should apply only to specific customers.
Click View selected customers to review the customers currently included.
Mapped subscriptions are added to the customer's default recurring invoice.
Choose which subscriptions are synchronized
Under Run auto-sync on, select one of the following options.
All subscriptions
Processes both existing and new Pax8 subscriptions.
New subscriptions are automatically processed only when All subscriptions is selected.
Existing subscriptions only
Synchronizes subscriptions that have already been mapped.
New Pax8 subscriptions are not automatically processed.
Supported Pax8-controlled values for existing subscriptions can continue to update, including:
How Pax8 subscriptions work with billing
Mapped Pax8 subscriptions can be added to the customer's recurring invoice in DeskDay.
When supported subscription details change in Pax8, DeskDay can synchronize those values so recurring billing reflects the latest Pax8 information.
This reduces the need to manually update recurring invoice lines when subscription quantities, pricing, or status change.
Manage a connected Pax8 integration
After Pax8 is connected, open the More options menu on the Pax8 integration card.
The following options are available:
Disconnect
Disconnects the connected Pax8 account from DeskDay.
Use this when the integration is no longer required or when another Pax8 account needs to be connected.
Update Credentials
Use this when your Pax8 Client ID or Client Secret changes.
Open the Pax8 More options menu.
Click Update Credentials.
Enter the updated credentials.
Save the changes.
Configure
Opens the Pax8 configuration where you can manage:
Customer mapping.
Subscription mapping.
Customer auto-sync.
Subscription auto-sync.
Failed-mapping notifications.
Sync now
Runs the Pax8 synchronization immediately using the current integration and auto-sync settings.
Use this when you want to retrieve the latest supported customer and subscription changes without waiting for the next automatic synchronization.
Important notes
Customer mapping should be completed before relying on subscription synchronization.
Manually confirmed mappings are retained for future synchronization.
New Pax8 customers are automatically processed only when All customers is selected.
New subscriptions are automatically processed only when All subscriptions is selected.
Subscription auto-sync can apply to all customers or selected customers.
Mapped subscriptions are added to the customer's default recurring invoice.
Existing mapped subscriptions can continue receiving supported Pax8-controlled updates.
Items under Needs review require manual attention.
Sync now can be used whenever an immediate synchronization is required.
Troubleshooting
Pax8 does not connect
The Client ID is correct.
The Client Secret is correct.
The Pax8 credentials are active.
You have permission to manage integrations.
A customer appears under Needs review
DeskDay could not complete the customer mapping automatically.
Review the Pax8 customer and select the correct DeskDay customer.
A new Pax8 customer is not being processed
Auto-sync customers is enabled.
All customers is selected instead of Existing customers only.
A subscription appears under Needs review
Review the subscription and confirm its DeskDay customer and recurring invoice mapping.
A new subscription is not being processed
Auto-sync subscriptions is enabled.
The customer is included in the selected auto-sync scope.
All subscriptions is selected.
A mapped subscription is not added to billing
The subscription is mapped to the correct DeskDay customer.
The customer has a default recurring invoice.
Subscription auto-sync is enabled where required.
Subscription values are not updating
The subscription is already mapped.
Auto-sync is enabled.
The customer is included in the synchronization scope.
Mapping review notifications are not received
Notify on failed mappings is enabled.
The appropriate roles are selected.
The mapping is currently in a state that requires review.
For assistance, contact DeskDay Support at [email protected].