Introducing Promo Codes: A New Way to Offer Discounts and Boost Ticket Sales

Swapcard Registration just got even better! Organizers can now create and manage promo codes directly in Studio. This flexible feature lets you offer discounted tickets, making it easier to attract attendees and boost sales. With customizable settings, promo codes can be adjusted to fit your promotional strategy while integrating smoothly into the checkout process.

Key Features of Promo Codes

1. Easy Promo Code Creation

With Studio’s user-friendly interface, you can quickly create and customize promo codes to suit your event’s needs.

• Navigate to Studio → Registration → Promo Codes → Create a Code
• Define the discount value (fixed amount or percentage off)
• Set validity dates to control the promotion period
• Apply the discount to specific ticket types or all available tickets

2. Flexible Customization Options

When setting up a promo code, you have control over essential and optional fields:

Required Fields:

• Code Name
• Discount Type and Amount (fixed amount or percentage)
• Validity Dates (Start and End, to control the promotion period)
• Applicable Tickets (must be selected, with the option to apply the discount to all tickets or restrict it to specific ticket types, e.g., Tickets A, B, or C)

Optional Fields:

• Description
• Quantity or Usage Limit (specifying the maximum number of redemptions)

3. How Users Apply a Promo Code at Checkout

For a seamless experience, promo codes are fully integrated into the checkout process:

• Validation: Only active and valid promo codes can be used
• Accurate Discounts: Codes apply only to the designated ticket types, ensuring correct pricing
• Audit & Tracking: All promo code usage is logged, providing valuable insights for future marketing efforts

4. Promo Code Management and Reporting

Managing your promo codes is simple with Studio’s built-in tools:

• Deactivate or Delete Codes: Codes can be deleted if there has been no usage or deactivated by adjusting the validity dates
• Track Usage: You can have full visibility of promo code usage, including who has redeemed the code

Promo codes are a great way to boost attendance, reward loyal customers, and drive early ticket sales. Get started today by setting up your first promo code in Studio and watch your event sales soar!

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

We’re excited to introduce an enhanced ticketing section in Studio, designed to simplify ticket creation and management while providing a more intuitive experience for organizers. With a structured layout and modern design, you can now create and manage tickets with greater efficiency.

What’s New?

1. Seamless Ticket Creation Process

The ticket creation process has been completely reimagined:

• Dedicated Ticket Creation Page: Instead of a pop-up modal, clicking "Create a Ticket" now takes you to a redesigned page with more space and clarity.
• Three-Step Ticket Setup:
  • Basic Ticket Information – Enter essential details with mandatory fields in place.
  • Ticket Type Selection – Choose between Free or Paid tickets effortlessly.
  • Additional Settings – Customize advanced options to tailor the ticketing experience.

2. Improved Payment Gateway Setup

For paid tickets, the system will automatically check for a configured payment gateway. If one isn’t set up, a clear message will prompt you to configure it, ensuring a smooth payment process for attendees.

3. Intuitive Ticket Management

• Once tickets are created, they appear in the Ticket Display Section, offering a clear overview of all tickets.
• Easy Editing: Click on any ticket to make changes in a convenient modal window, keeping your workflow uninterrupted.

The Bottom Line

With these updates, ticketing in Studio is now more streamlined, user-friendly, and efficient. By reducing friction in ticket creation and management, we’re empowering event organizers to focus on what truly matters—delivering great experiences.

Finally, we've expanded currency support for paid tickets to include ZAR, DKK, PLN, CHF, NOK, CZK, HUF, and RON, giving you more flexibility in managing global sales.

Try out the new ticketing experience in Studio today, and let us know your feedback!

As part of our continuous effort to improve our platform, we are removing the tags feature from Swapcard.

We are constantly improving and updating our product to provide you with the best experience possible. As part of this, we have made the decision to remove the Tags feature from our platform.

Why are we removing the Tags feature?

After careful consideration and feedback from our users, we have found that the Tags feature was not being utilized to its full potential. We believe that by removing this feature, we can provide you with a better usage and more streamlined experience on Swapcard.

What does this mean for you?

Don't worry, your scores and notes will still remain on your leads! This change is only affecting the Tags feature. We understand that tags can be a useful tool for organizing and categorizing your leads, however, we have found that our new qualification forms can do this job even better. Tags already assigned to some contacts will remain available for several months in the Leads Export file. 

How can you qualify a lead without tags?

With our new qualification forms, you can easily add specific attributes and information about your leads to help you better understand and categorize them. This will not only make it easier for you to identify and follow up with qualified leads, but it will also provide a better experience for your potential clients.

This modification will be live on February 11th, 2025. 

As an event organizer, you now have more flexibility in managing paid ticket registrations, ticket changes, and payment requests. This guide will walk you through the new features that allow you to register attendees for paid tickets, switch ticket types, and handle payments efficiently.

Registering an Attendee for a Paid Ticket

You can now register an attendee for a paid ticket and send them a payment link to collect the amount due. Here’s how it works:

• When you select a paid ticket for an attendee, the balance for the ticket will be reflected as “Balance Due” in the financial summary.
• The Payment Status will be marked as “Balance Due” until the attendee completes the payment.
• The paid ticket will be visible under the Event Tickets section of the registration tab for the user.
• You will have the option to “Send the Payment Link” to request payment.

Changing a Ticket from Free to Paid

If an attendee initially registered for a free ticket but now wants to upgrade to a paid ticket, you can update their registration and request payment seamlessly:

• The ticket change will be reflected in the financial summary.
• Any previous transactions (if applicable) will be displayed.
• The new Balance Due will be updated accordingly.
• The Payment Status will remain “Balance Due” until the payment is completed.
• You can send a payment link to the attendee to collect the amount due.

Changing a Paid Ticket to Another Paid Ticket

Sometimes, an attendee may wish to switch from one paid ticket to another. This process is now smoother:

• The change in ticket type will be updated in the financial summary.
• Any previous transactions related to the original ticket will remain visible.
• The Balance Due will be adjusted based on the new ticket price.
• If the new ticket is more expensive, the Balance Due will reflect the additional amount owed.
• If the new ticket is cheaper, the financial summary will reflect an overpayment, and you will have the option to process a refund for the difference.
• The Payment Status will be marked as “Balance Due” until payment is completed.
  
  

Assigning a Sold-Out Ticket After Undoing a Cancellation

If you undo a cancellation for an attendee who was previously registered for a ticket that is now sold out, the system will handle this automatically:

• The total ticket limit will increase by 1 to accommodate the reinstated registration.
• You will be informed that this ticket type was sold out and that the limit has been adjusted.
• Only organizers can assign a sold-out ticket, while general users cannot register for a ticket that has reached its limit.

With these enhancements, managing ticket registrations and payments is now more efficient, ensuring a smoother experience for both organizers and attendees!

We are happy to introduce a new feature that allows you to synchronize your event calendar with Google Calendar. This feature ensures you never miss a session or meeting by seamlessly integrating your schedule with Google Calendar.

Key Benefits

1. Automatic Sync: Automatically sync all your registered sessions and confirmed meetings with Google Calendar from the "Settings", but also from "My Schedule" and "My Meetings" tabs on the "My Event" page.
2. Real-Time Updates: Any changes or updates to your sessions or meetings will be reflected in Google Calendar in real-time.
3. Enhanced Availability: Check your availability quickly and easily, ensuring you can plan and manage your time more efficiently.

This new synchronization feature ensures you stay organized and never miss an important session or meeting. Start syncing today and enjoy seamless integration with Google Calendar!

PS: You need to use the Web Event App to connect Google Calendar with your Swapcard account, then all sessions and meetings will be synced.

The new global search feature in Swapcard’s Studio offers event organizers a streamlined way to manage their event data across people, exhibitors, sessions, and items. 

Accessible from the right-side menu or via the Cmd/Ctrl + K shortcut, this functionality is designed to expedite the search and editing processes for event admins.

When using the search, the system suggests recent searches by default, allowing organizers to quickly access frequently viewed or recently modified entries. This intuitive feature helps event managers efficiently find and update profiles or event details without navigating through multiple sections, greatly enhancing workflow productivity.

Exhibitors AI Recommendations carousel is now live on the Mobile App! This new addition will enhance your experience and make it easier for you to connect with the right exhibitors at events.

As you may already know, Swapcard uses artificial intelligence to match attendees with exhibitors based on their interests and preferences. With the new AI Recommendations carousel, this process is now even more convenient on your mobile device. The carousels will appear on your exhibitor page, making it easy for you to browse through the recommended exhibitors and their profiles.

We understand that time is of the essence during events, and finding the right exhibitors can be overwhelming. With our new AI Recommendations carousels, we aim to simplify the process and help you make meaningful connections. This feature will be available on both iOS and Android devices, making it accessible to all our users. The event organizers can always hide this carousel from the page if necessary.

A brand new design for the AI recommendations feature is coming. Our team has been working to enhance your user experience and we believe this new design will do just that.

The new design for the AI recommendations feature brings a fresh and up-to-date UI that is not only visually appealing but also provides clear and easily visible information. We understand that time is of the essence for our users, and with this new design, you can quickly find relevant recommendations that will help you make the most out of your Swapcard experience.

As a reminder, the AI recommendations feature includes carousels, making it easier for you to browse through the suggested content. This will save you time and effort in finding the right sessions, exhibitors, and attendees that match your interests. Additionally, we also have the My AI Recommendations page where you can view all your personalized recommendations at once. This further enhances your networking and learning opportunities.

A new meeting description field is to be added to our meeting request feature, making it easier for you to communicate important details with your meeting participants.

With this new feature, besides the optional chat message, you can now specify locations, agendas, or any other meeting specificities in the meeting description. This will not only help you to better organize your meetings but also boost your acceptance rate by providing your participants with more information about the meeting.

The meeting description field is only accessible by the meeting organizer and can be added or edited at any time before the meeting takes place. This ensures that all participants are on the same page and have a clear understanding of the meeting's purpose and objectives.

We understand that every meeting is unique and may require different information to be shared with participants. That's why we have made the meeting description field customizable, allowing you to tailor it according to your specific meeting needs.

To add or edit the meeting description, simply go to the meeting page or request a meeting, and click on the "Edit" button next to the description field. You can then type in your meeting details and save the changes. The meeting description will then be visible to all participants.