Welcome to Swap Drop, a place to discover our monthly product releases and get exclusive tips on how to use them to the fullest. Let’s begin!

Expiration time for pending meeting requests

Networking time is vital at events, and unanswered meeting requests can be frustrating. Event organizers can address this issue by setting up an expiration time on meeting requests. This update facilitates more efficient networking for attendees, leading to an increase in overall event satisfaction.

Live Discussion displayed in Backstage

Elevate the event experience for both attendees and speakers with live discussions in Backstage. This integration eliminates the need for switching between apps, providing a unified interface to monitor attendee interactions in real-time. The key advantage is enabling speakers and moderators to engage with the audience instantly, fostering deeper connections and creating a more interactive event.

Backstage Session Moderation Assignment

Managing Backstage sessions with multiple members can cause challenges and coordination issues. This new feature enables event organizers to designate a moderator role to a team member, resulting in improved communication, streamlined management, and increased accountability.

Seamless Check-In Registration Meets SwapAccess

Ready to streamline the event check-in process? With SwapAccess app, whether you're scanning attendees into sessions, they will be instantly marked as checked-in, saving valuable time. What's even better, organizers don't need to configure anything on their end as this will be all automated for them.

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This is just a small portion of the features we’ve been developing this month. If you have a specific feature in mind or are curious about what's in progress, visit our product roadmap. Stay tuned for next month’s edition of the Swap Drop, where you will get an exclusive opportunity to try out the beta release of the Smart Meeting Generator, a speed networking feature that uses AI to generate meetings. 

See you in November!

We are happy to announce a game-changing feature that will significantly enhance your experience: the ability for organizers to group several pages under one unique sub-navigation bar button. This innovative feature promises to streamline navigation, enhance organization, and improve the overall user experience.

With this new feature, organizers can now consolidate multiple pages under a single sub-navigation bar button. This means you can have more views without the clutter of too many buttons on the top bar. It's all about making your navigation smoother and more intuitive, allowing you to focus on what truly matters.

How does it work?

1) Open the Organizer Studio 

2) In Event Builder -> Content Display -> You can now create a group

3) Click on the 'Create Page Group' button 

4) Drag and Drop the pages to your new group 

Note: For now,  groups are only available on the web, but will soon be available on mobile (for now on mobile, the pages simply appear as they were not in a group).

Starting from this release when you create an event on the Swapcard platform, the maximum duration you can select is 90 days.

Why do we limit event duration?

Limiting event durations is rooted in our dedication to fostering communities. By setting time limits, we encourage vibrant, interactive gatherings where members can build connections and have memorable experiences.

This commitment also improves interactions and helps avoid potential issues with analytics caused by long or repeated events. Another update to facilitate this change involves restricting the ability to modify dates of past events: if the start date of your event is past, and the event is published, you will not be able to change the event dates. 

Please note that there are no restrictions on the duration for which the event can be published. This limitation only applies to the event's start and end dates, the platform can stay 'live' for as long as you need. The past events with a duration of 90+ days will remain unchanged; no automatic adjustments will be made.

Managing virtual events and webinars can be a challenging task, especially when it comes to controlling Backstage Sessions. Before, this role was shared among multiple organization members, leading to coordination issues and potential production problems. However, a new feature has emerged to address this concern: the ability to assign a unique moderator among event members for the Backstage Session.

The moderator assignment feature streamlines Backstage Session management by establishing clear hierarchy, enhancing communication, improving accountability and enhancing professionalism

How to assign a Moderator?

In a Session detail in Studio, you now have the option to select the moderator with a search bar that will search among all the event members.

The moderator assignment feature is a significant advancement in Backstage management, addressing the challenges of shared moderation and contributing to a more professional and stress-free event experience.

In the world of event organization and management, collaboration is key. That's why we're excited to introduce the latest version of our platform, now equipped with roles for members of exhibitors to define access levels to the Exhibitor Centre.

Two roles are now available: Admin (the existing one) and Limited Access.

* if enabled in Exhibitor rights by an organizer 

Limited-role users will see this message if they are trying to access restricted content.

Admins can upgrade member' role from the Exhibitor Centre on the Team Members page:

Organizers can manage roles directly from the Studio: Content -> Exhibitors -> Exhibitor settings -> Members:

Important to note: 

• by default, all members are created as Admins
• for all existing events at the moment of the release, all members will be automatically considered as Admins

We're excited to introduce a significant upgrade to the Leads report in the Exhibitor Centre, aimed at providing exhibitors with even more comprehensive insights into their leads' interactions.

Previously, when multiple exhibitor members contacted a lead, the lead would only be listed once in the 'Contacts' report, displaying information solely about the initial team member who made contact. We understand that for exhibitors, it's crucial to have a complete picture of their leads' engagement, not just their initial connection with an attendee.

To address these needs, we've introduced a new tab: Contacts (incl. duplicates) in the Excel report that exhibitors can download:

This tab provides exhibitors with a comprehensive view of all interactions with a lead, ensuring that no valuable data is missed. The report maintains the same structure as the pre-existing 'Connected with your members' report, but now, individual leads may be duplicated if they have interacted with multiple team members. 

As a reminder of where to find it: Access to the Exhibitor Centre -> Leads Board menu -> Export Leads button -> Select 'Connected with your members' -> Start export. The system will generate an Excel file with two tabs: 'Contacts' and 'Contacts (incl. duplicates)'.

Now, exhibitors can easily track the entire journey of their leads, from initial contact to subsequent engagements with other team members.

We hope you find this upgrade valuable in your exhibitor journey. At Swapcard, we're committed to continually improving our platform to meet your evolving needs, and this enhancement is designed to do just that.

Networking is key and it increases for all events using the app. Because attendees can’t wait to meet others, we provide a new additional feature to Swapcard meetings: the ability to add an expiration time to all pending meeting requests.

Pending meeting requests can stay unanswered for a long time if they are sent to inactive users. By adding an expiration time, the event organizers allow users to free the time slots and book more and more meetings to continue to connect. Networking becomes easier and faster!

How does it work?

The event organizers go to the Studio > Meetings > Request rule. For each request rule, an expiration time can be set up. It can be:

• the meeting start date, meaning that it won’t expire
• a personalized expiration time: pending meetings will expire after this time, it can be days, hours, or minutes.

The expiration time can be modified in the request rule while the event is live and ongoing. All new pending meetings created after this update will have a new expiration time.

The users will be notified before the pending meetings expired

We're excited to introduce our latest feature – Custom Tabs in the Session Live Discussion Box. This feature answers the needs of event organizers, allowing them to attach webviews to specific sessions and seamlessly embed third-party tools like polls to boost engagement.

Webview Integration: Our Custom Tabs empower organizers to attach webviews to individual sessions, providing a direct gateway to relevant web content. Whether it's sharing additional resources, external links, or interactive content, this feature ensures attendees have all the information they need right at their fingertips, without any need to leave the session page.

Enhanced Engagement: We understand the importance of keeping attendees engaged during sessions. With our Custom Tabs, organizers can effortlessly embed third-party tools such as polling applications. This dynamic addition fosters real-time interaction, making sessions more immersive and participatory.

Static and Dynamic URL Embedding: Our Custom Tabs offer flexibility with the ability to embed both static and dynamic URLs. Organizers can showcase static content, ensuring consistent messaging, while also utilizing dynamic URLs with variables. This enables personalized experiences, such as injecting User IDs into the URL, tailoring the session content for individual attendees.

In a nutshell, Custom Tabs in Session Live Discussions streamline event organization, enhance attendee engagement, and provide organizers with a powerful toolset to deliver a memorable experience. Embrace this feature to take your events to the next level !

Swapcard is pleased to announce exciting new improvements for our map feature: the ability to choose the default zoom level for floor maps and select the default map orientation directly on Studio.

This new feature will make it easier to get a better view of the map and more quickly access the information you need. With the default zoom level for floor maps, users can more easily see the locations of exhibitors and areas of interest on the map. They can also choose the default map orientation, so they won’t have to spend time rotating the map to get the perspective they need.

How to set your default zoom level and the default map orientation?

Simply access the Studio > Content display > Select the floor plan you wish to edit > Data tab

On the Data tab, there is a new section "Map properties" where you will be able to set the zoom level and map orientation 

Default zoom level

Within the "Default zoom level" field, enter a value between 1 and 21, where 1 corresponds to a preview of the globe and 21 a street.

You can define the minimum and maximum zoom levels as well, which limits the user from zooming in or out above the limits you have set.

Orientation

You can choose a value between 0 and 359° to establish the orientation of the map, where 0 corresponds to the North.

Preview

A preview of the map will help you visualize the properties selected. Please keep in mind that the preview is related to the map displayed on the web and the result on mobile may differ due to screen size.