We are pleased to announce the release of our new sidebar navigation:

In order to improve your Swapcard studio experience, we have made significant changes to the way you navigate through the interface.

Instead of the usual tabbed navigation on each page of the studio, you will now have subcategories directly in the menu.

The new sidebar includes the following categories:

• Event builder: Here you will find all the elements to customize the various settings of your event including your branding
• Registration: Allows you to manage and integrate your favorite registration and ticketing tool
• Content: Allows you to manage your sessions, exhibitors, items, and much more
• Meeting: Allows you to manage your meetings
• Communication: Email and notification management are grouped together here
• Analytics: Understand how people interact with your event

We are incredibly excited to be launching our new preview feature 🎉

We have removed the current preview and replaced it with a new window that opens when you click on the preview button located in the top bar: 

When you click on this button, a modal allows you to visualize your event in desktop or mobile mode: 

Here’s a new update that we’re excited to share!

• As an organizer, you will be able to reuse an existing Exhibitor from another event within the same Community
• Exhibitors will have to fill out their booth info only once per Community and no more than once per event

That means from now on, Exhibitors will only have to manage one booth per Community. Almost all the Exhibitor’s information will be consistent for all events within the same Community.

What will be shared between events and what will be unique per event?

What unique Exhibitor information is shared to all the events within the same Community?

• Name
• Description
• Logo
• Header image
• Video header
• Background image
• Address
• Website
• Email
• Phone numbers
• Social networks
• Any custom field
• Permission to add members
• Lead retrieval abilities (if the parameter is set on the exhibitor itself, this will be taken into account in the whole Community. If the parameter is not set, we’ll take into account the parameter of the event group the exhibitor is a member of)
• Documents and links (as of this release, all the documents and links will be shared with the Community. This means that for all events within the same community, you’ll find all the documents and links that have been created for any event there)
• Exhibitor links
• All the editing information abilities

What Exhibitor information stays within a single event?

• Booth (location)
• Advertising
• Members (The list of members will be unique to all the events of the Community only when we’ve introduced a unique People profile per Community - COMING SOON)
• Items (The list of items will be unique to all the events of the Community only when we move the Items to the Community level - COMING SOON)

How can you reuse an existing Exhibitor?

It is now possible to carry over an Exhibitor that has been already created in another event to a new event.

The process for this is simple. Let’s say for Event B you’d like to bring over select exhibitors that you created in Event A.

1. Go to Event A in the Studio and download the Exhibitors as an Excel file
2. Clean your Excel list so that only the Exhibitors you want to reuse remain (delete the non-relevant lines)
3. Go to Event B in the Studio, click on Add Exhibitors, and then choose the new option “Import content already existing in the Community”

4.    Upload the updated Excel file

5.  There you have it! All the Exhibitors that already exist won’t be duplicated but instead carried over to the new event.

Please note that in Studio, when trying to modify an Exhibitor that exists for several events, we’ll warn the organizer that modifying a piece of information could have an impact on several events:

What will change in the Exhibitor Center?

The only change in the Exhibitor Center will be to an Exhibitor that exists within numerous events from the same Community. There will now be one dedicated booth for each event where the Exhibitor is present as if there are two separate events.

This means for each booth, you’ll be able to independently manage the items, the meetings, the contacts, the analytics related to the activity of the exhibitor for an event, and so on.

What will change in the Event App?

In the Event App, the only change will be as follows:

Let’s look at an example: if an Exhibitor is enabled on Event A and Event B of the same Community, that Exhibitor can be found at both Event A and Event B but with a different look because the custom fields enabled for Event A and Event B can be different. Essentially it’s the same exhibitor, but with a different look depending on the customization.

Important:

We will not be merging existing exhibitors with this release.

For example, let’s say that Company 1 exists in Event A and also in Event B, and that Event A and B are in the same Community. As of this release, there will be two Company 1’s and they will not be merged.

The Exhibitor or the Organizer will have to decide which one should be deleted and which one should be kept and enabled for the other event.

Meeting room update!

The latest meeting room update for the Event app now allows multiple participants to view and participate in a meeting.

Users will be redirected to the meeting room from activities, requests, My event, and also from the profile of a user or company they have a meeting planned with.

• Any participant of the meeting will have access to it. This includes all team members of a participating exhibitor, as well as all members of the organization of the event

From the meeting room, participants will be able to:

• Accept or decline a meeting request
• Change their status from accepted to declined and vice versa
• See all the information about the meeting, including when and where it happens
• See the list of participants and their status
• Chat in the meeting discussion
• Attend the meeting virtually via video call
• Provide feedback for the meeting

Additionally, the requester of the meeting will also have the ability to cancel the meeting.

Exhibitors have the option to download leads directly from the Exhibitor Centre.

Just go to Exhibitor Centre -> Leads board -> Export leads

Types of leads available from the Exhibitor Centre:

• Connected with exhibitor members
• Had a meeting with the exhibitor or its members
• Had a chat with the exhibitor
• Visited or bookmarked the exhibitor booth
• Visited or bookmarked the exhibitor's items
• Downloaded documents
• Viewed and clicked on the advertisement on the exhibitor page
• Registered or physically attended the sponsored sessions
• Watched the sponsored sessions online

Please note: in the Exhibitor Centre the Team's contacts are merged with the Leads board. All contacts are available from the Leads board.

Organizers can manage access to these reports in the Studio by allowing rights at the exhibitor and group level.

By default, the first three reports are available for all exhibitors.

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: