Export

Organizers can export specific item types or all item types from the Organizer Studio:

• Go to the Studio -> Your event -> Data -> Items
• Click on the "Export" button

Click on:

•  "All items" to download all existing items 
• "Select types of items" and choose the item types you would like to download

• "Download" and the Excel file will be downloaded

Import via Excel file

In addition to the manual creation of items, we have released an option to upload them in bulk from an Excel file. Please note, this feature is in a beta phase.

To import new items or update the existing ones:

• Go to the Studio -> Your event -> Data -> Items
• Click on "Add items"

• Select "Import via Excel file"

To import items: 

• Upload the template
• Update and/or edit items and upload the file to the system. 

Please follow the instructions in the template.

• Once the changes are applied, you will get a message that the file has been successfully uploaded.
• If there were some errors during import, it will allow you to download a .csv file with the result for each item: added, edited, ignored or error.

You're now just one click away from your new marketplace! 💫

You can now see how many of your attendees are online on the platform in real-time! 

Go to the Studio → Analytics → Dashboard

Access to the communities list has been updated when you open the event app! 

When a user logs in to the event app, a column now appears on the left-hand side with useful links and quick access to settings:

This column will provide direct access to the Event Studio if the user is a member of an organization. It will also provide direct access to the Exhibitor Center if the user is an Exhibitor member.

But that's not all!

From this column, click the "display events only" toggle to switch to the following view:

By turning the toggle on, you can display ALL the events you're a member of, no matter what community you're in.

You can also use the search bar in the column to search for a specific event you're a member of.

Your attendees won't ever miss a meeting again!

All meetings will now take place in our new Meeting Room👨‍🎨

This new page allows meeting participants to:

- See all information about the meeting and the participants in one place

- Accept/Decline the meeting and also edit their participation afterward

- Participate in a video call during the time of the meeting

- Give feedback once the meeting is done

- Cancel the meeting (only the meeting organizer has this option)

🔎Where do you find this?

Don't worry, finding it is easy as pie! 

When an attendee has a meeting, they will have access to this room when clicking on the meeting from their Activities, from My event, or even from the profile of the person or exhibitor they have a meeting with.

What about exhibitors? Same thing!

From the Exhibitor Center, they will be redirected to the Meeting Room, where all members will be able to attend the meeting on behalf of their company.

Here's a piece of news that's sure to make you smile! 😀

There's been significant progress in community development: new roles in the Administration Team! 🔥

Here's a recap of the new roles and the rights associated with each role:

You are now able to give each member of your organization a defined role that includes more accurate access and permissions that reflect their position 🤩

For each Event Manager, you can now decide exactly which event inside the organization they have control over. 

The new role of Community Manager has also been created. For this role, you can decide which community inside the organization they have control over. The Community Manager will have control over all the events within the community they have rights to.

👉 How does this impact your organization's existing roles? 

- Admins will stay admins and will have the rights that are described above.

- Event Managers will stay Event Managers and by default, they will have rights to all the organization's events.

👉 The administration permission controls in the Studio have been completely revamped!

In the new board with the administration details, you can now know the role of each member of your organization as well as the number of communities and events they have rights to.

👉As the owner or admin of the organization, inviting new people to the administration team lets you define precisely which entities you want your new member to have rights on:

As you can see, you can invite someone as: 

- Admin

- Community Manager: For this role, you can decide which community inside the organization they have control over. Clicking "All Communities" will give them control over all existing and future communities of the organization. Clicking "Custom" will let you select specific communities.

- Event Manager: For this role, you can precisely define the events you want your Event Manager to have control over. By clicking "All Events," you will give them control over all existing and future events of the organization. By clicking "Custom," you can select specific events.

👉As the Owner or Admin of the organization, you can update the role and rights of any member of your organization at any time by clicking on any member of the board:

At Swapcard, being legally compliant is a top priority. 

👉 That's why all users accessing the Event App will have to accept Swapcard's Terms & Conditions and Privacy Policy.

👉 Also, when registering through a magic link, we'll ask users to check the two boxes. 

👉 Finally, we'll also ask all existing users to check the Terms & Conditions + Privacy Policy.

We know how frustrating it can be for your attendees when they are unable to log in and join your fantastic event or community. 

To simplify the login process and make everyone's life easier, you can now send attendees a magic link directly from the Studio!

From Studio>Event Data> People

Select the attendees you wish to target and a new button saying "SEND MAGIC LINK BY EMAIL" will pop up. 

This new button will automatically send a magic link to the selected attendees, letting them quickly and effortlessly sign in and enjoy your community and event right away!

💡Some important points:

• You can select as many people as you want at the same time
• A limit is set every 20 minutes, meaning you can't send a magic link more than 3 times to the same person
• The email containing the magic link will be sent by noreply@swapcard.com (unless you have a defined custom email)

Major improvement: In the event app, a user can now go to upcoming or ongoing events that are linked to a community directly from the community list. 

Also, the community last visited will be saved on your browser and displayed at the top of the community list. Very convenient! 

Event organizers, we've got great news for you! 😃

You no longer have to recreate a custom content field for each event. For people, exhibitors and sessions, you only need to set your custom fields once per community. 

For each event within the same community, you can display or hide any custom field previously created for other events.

How does it work ?

You can now share fields between events within a community. Organizers need to create fields only once per community and can then decide if they want to enable or disable it for any event in the same community.

All fields are still created at the Event level, but can be reused for another event in the same community.

👉👉Default custom fields

On any content setting, all content (people/exhibitors/session) will have a unique default custom field per community:

• 1 type for all the event's people
• 1 type for all the event's exhibitors
• 1 type, 1 location, 1 topic for all the event's sessions

⚠️ When this update is released, what will happen to all the default custom fields for existing events?

Let's look at an example:

BEFORE the release we have Event 1 and Event 2 in a community.

There is one type field on Event 1 with:

• Value 1
• Value 2

There is one type field on Event 2 with:

• Value 3
• Value 4

AFTER the release, we will have a unique type for Event 1 and Event 2 that will have the following values:

• Value 1
• Value 2
• Value 3
• Value 4

👉👉Other custom fields

• It is still possible to create a custom field, but it will only be enabled for the event where it has been created. The custom field can be enabled for any other event in the same community afterwards.
• In the search bar, you can search for any existing field for any event in the same community. Click on the relevant field and it will be added to the current event. See the following example:

You will notice that in the search results, you can see which event each field is enabled for.

⚠️ Please note that deleting a field, deleting a field's value, or reordering a field's value can impact several events. This is why an alert will popup when an organizer is taking one of these actions. See the following examples:

- Deleting a field permanently ('delete from all events' button):

- Changing the order of the values:

We're happy to see that you're creating so many interesting and innovative events 🚀

Because of this, we want to make it easier for your participants to book meetings with each other and see all that your event has to offer. 

That's why we're excited to introduce the meeting calendar! Meeting requests have been updated to include a calendar that will show all of your availabilities. Participants can now see your daily available meeting slots for each month and easily check which day and time they can request a meeting.

See for yourself!

Tip 💡 You should also remind your attendees, speakers & exhibitors to keep their availabilities up to date for the event!