Organizing an event can be a daunting task, but with our new studio onboarding process, you'll be just a few steps away from creating a memorable experience. Here’s a breakdown of how you can get started:

1. Select Your Event Type

You're just a few steps away from bringing your vision to life! Begin by choosing the type of event you're organizing. Selecting the right category is the first step towards crafting an event that matches your goals. 

2. Name Your Community

Your community is the space where your events live, and it’s where you’ll keep your audience engaged year-round. This is not just about a one-time event but about building a lasting connection with your participants.

3. Create Your Organization

Now it's time to bring your team on board! Your organization serves as a hub for managing everything. Whether you’re coordinating multiple events, managing different communities, or handling various applications, the organization ensures that your team can collaborate seamlessly. 

4. Define Your Key Results

The final step is to set clear objectives. What do you hope to achieve with your event? By focusing on specific outcomes, you can maximize the impact of your event and ensure it achieves its goals.

Managing data imports with precision is key to seamless event organization. To simplify this process, Swapcard introduces advanced Group Mapping and Data Customization options for Integrations, giving you greater control over participant and exhibitor data imported from third-party tools.

Key Features

1. Dynamic Group Mapping

Assign participants or exhibitors to specific groups by mapping field values from your integration data. This enables precise group assignments based on criteria such as registration type, ticket category, or other field values.

• Select "Multiple Groups" to enable this feature.
• Configure mappings by choosing a field, applying an operator (e.g., is, is not, greater than), and setting the target group.
• Add as many mappings as needed, with the option to set a default group for unmatched records.

2. Flexible Data Overwriting and Case Formatting

Fine-tune how field data is imported and updated with custom settings:

• Case Format Options: Ensure field values are formatted to fit your needs with choices like original case, UPPERCASE, lowercase, and capitalization options.
• Overwriting Rules: Control whether imported data replaces existing values during record creation or updates.

Custom configurations for fields are clearly marked with an indicator for easy tracking.

Benefits

• Streamlined Data Management: Automate group assignments and maintain consistent data formatting across integrations.
• Improved Flexibility: Adapt import settings to align with your event’s organizational needs.
• Data Integrity: Prevent unwanted overwrites and ensure accurate records for participants and exhibitors.

How to Use

1. Go to Swapcard Studio and select your event.
2. Navigate to Integrations and open the relevant third-party integration.
   1. Group mapping
      • Choose Multiple Groups under Swapcard Groups, then click Group Mappings.
      • Set up dynamic group assignments by defining fields, operators, and values. Add as many mappings as required, and specify a default group for unmatched data.
   2. Data customization 
      • Click the settings ⚙️ icon in field mappings to configure case formats and overwrite rules for each field that is mapped.

Learn more how to implement Group Mappings and Field settings within our Help Center.

These new options provide unparalleled flexibility in managing your data imports, helping you tailor every aspect of your integrations to suit your event's requirements.

We’re excited to announce a significant enhancement to the Analytics Dashboard in Studio! To make event management even more seamless, we’ve introduced Registration Analytics. This update provides event organizers with detailed insights into registration trends and attendee behaviors, empowering you to plan and execute successful events with ease.

Key Features of Registration Analytics

Our new Registration Analytics feature brings a wealth of data right to your fingertips. Here’s a breakdown of what’s now available:

1. Overview of Registration Data

In the Analytics Dashboard, you can now access a summary of registration activity. Key metrics include:

• The total number of people who have registered for the event.
• The number of attendees who have checked in.
• Registrations that were canceled.
• The number of registrations abandoned.

2. Graph of Registration Over Time

A new Registration Over Time graph visually represents how registrations have trended during a specific period. The graph:

• Shows the number of registrations over time, allowing you to pinpoint peaks and dips in activity
• Is linked to the timeline shown at the top of the dashboard, offering flexibility in choosing the date range for analysis.
• A Toggle for Confirmed Registrations allows you to refine your view based on the type of registrations:
  - Confirmed Registrations: Displays only completed registrations.
  - All Registrations: Includes both completed and abandoned registrations for a broader perspective.
  
  
  

Benefits for Event Organizers

The new Registration Analytics feature offers several advantages for event organizers:

• Improved Insights: Gain a detailed understanding of your registration trends, including potential roadblocks or patterns in participant behavior.
• Efficient Planning: Use real-time data to prepare for check-ins, predict attendance, and manage venue capacity.
• Enhanced Decision-Making: The toggle functionality allows you to analyze specific datasets, enabling more precise decision-making and strategy development.

Organizers have the ability to send a payment request directly from Studio to collect on unpaid balances. 

With the goal to efficiently receive payment – while viewing a registration organizers can easily identify whether a balance remains unpaid. When the status indicates 'Balance Due,' organizers can swiftly send a link to the registrant allowing them to settle their outstanding amount. 

This seamless process can be initiated directly from Studio by following these steps: 

1.  A 'Send payment request' button will appear next to the outstanding balance in the transactions section, exclusively when the payment status reads 'Balance Due
2. Upon clicking this button, an email containing a payment link will be promptly dispatched to the user
3. Once the email is received in one-click the user will be taken to a page to input their credit card details and pay their remaining balance
4. Once the payment is successfully processed, the payment status in Studio will transition from 'Balance due' to 'Paid'

📖 Curious to dive deeper? Explore our Help Center article here.

We understand that networking is a crucial part of any event. That’s why we’re continually advancing our AI technology to offer you the best recommendations, ensuring you don’t miss out on the most important attractions and opportunities during events.

We’re excited to announce a significant improvement: the My AI Recommendations section is now exclusively available on a dedicated page. This new feature is easily accessible from the main menu, making it more visible and convenient for all participants to explore.

Notice that this feature is available on the Web Event App only.

📖 Want additional insights? Check out our Help Center article here.

Now, directly from both the Studio and the Exhibitor Center, you can translate exhibitor names and descriptions into multiple languages, ensuring a more inclusive experience for attendees from different regions.

How It Works:

• From the Studio: Organizers can edit exhibitor details and add translations for the exhibitor name and description, according to event languages they have enabled.
• From the Exhibitor Center: Exhibitors can log in to their center and edit exhibitor information where they can easily input translations for their name and description across event's languages.
  
  
  

Studio empowers organizers to initiate credit card refunds without having to leave Studio – streamlining the process and reducing the stress of using multiple tools.

How this feature will function?

When organizers access an individual registration record, they can opt to issue a full or partial refund of a valid credit card transaction. Cancellations and ticket downgrades can easily be accommodated. With the flexibility to issue full or partial refunds and it is easy to accommodate cancellations and ticket changes. In the case of a full refund, the entire transaction sum will be reimbursed to the original payment method. For partial refunds, organizers can specify the refunded amount (not surpassing the initial transaction value).

Organizers have the opportunity to thoroughly examine the refund before finalizing it. Once confirmed and processed, the refund will promptly appear in the individual's transaction history within Studio.

Invoices and credit statements will still need to be issued from Stripe. Stay connected for additional enhancements similar to this one that are on the horizon.

📖 Need more details? Find them in our Help Center article here!

Organizers can now view their financial data directly in Swapcard without having to login to Stripe. 

Within the payments section, the following details can be viewed and analysed:

1. Charges - summary of registration charges
2. Taxes - a summary of applicable taxes, including rate
3. Payment - summary of card details used to make the payment, including last four digits of the card
4. Credit - summary of card details used to issue a credit, including last four digits of the card
5. Balance due - display the calculated balance due prominently

Organizers can seamlessly access detailed payment information on the Stripe platform with a single click on the provided link, or make a refund directly from Studio.

We are excited to announce a major improvement to our Expo FP Floor Plan integration.
This update brings a native floor plan experience to our Expo FP feature, eliminating the use of a webview. This means faster and smoother navigation for all our users. 

The new native floor plan implementation also allows for seamless integration with the app. This integration makes it more convenient for our users to manage their experience on-site because it allows for actions to be linked directly to the app such as the redirection to any exhibitor from the map. No more switching between screens - everything you need is now just a tap away. 

Key Features of the New Native Floor Plan Implementation

Our latest update to the ExpoFP integration is packed with exciting features designed to enhance your experience:

1. Seamless App Integration: Enjoy the convenience of a fully integrated experience. The map now works directly within the app, allowing you to interact with it without needing to switch screens. Actions like redirecting to an exhibitor’s page can now be done with a single tap.
2. Bookmarking exhibitors: The bookmark of exhibitors from the detail page or the map is now available and synced on both ends.
3. Redirection from Session Pages: Easily navigate from a session page directly to the map. If you're attending a session, you can now quickly locate the session's venue on the map, streamlining your on-site experience.
4. Redirection from Meeting Details Pages: Effortlessly find meeting locations with direct redirection from the meeting’s detail page to the map. This feature ensures you’re always on track and can quickly get to your scheduled meetings.

These enhancements are designed to make your expo experience more efficient and enjoyable. We’re excited for you to try them out!

Lead Capture has undergone a complete makeover to improve both its visibility and ease of use.

Here’s what’s new:

• Enhanced Accessibility: The Lead Capture feature is now conveniently located in the bottom navigation bar, with an intuitive icon that clearly represents the action, making it easier than ever to capture valuable leads. The button is now more accessible to users within the app, but it can still be hidden based on permissions defined by the event organizer.
• Preventing Scans from Past Events: To ensure smooth operations at your future events, we’ve updated the scanning feature by removing the ability to scan three months after the event ends.
  

These improvements are designed to make your event experience smoother and more efficient. Get ready to make the most of your next exhibition with our upgraded Lead Capture feature!

📖 Curious to dive deeper? Explore our Help Center article here.