The meeting details page is where a lot happens: requests get accepted, schedules get juggled, teams get assigned, and attendance gets tracked. For a page this central to the networking experience, it was long overdue for a proper rethink.

The revamped meeting details page in the Event App now shows the right actions to the right people at the right time - dynamically adapting based on who you are in the meeting (requester, invitee, team member) and where that meeting is in its lifecycle.

How It Works

The page now has a clear, consistent layout split into two components: the meeting details card (participants, time, location, message) and a contextual options panel that updates based on meeting state. Here's what each role sees:

As an invitee receiving a meeting request:

• Accept or Decline the request
• Reschedule directly from the details page
• Connect Google Calendar to stay in sync

As the requester waiting on a response:

• Reschedule or Cancel the request
• Add participants or video conferencing
• Export to calendar without leaving the page

As a team member handling exhibitor meetings:

• Assign the meeting to a colleague (or reassign it)
• Full action set available for both unassigned and assigned states

Once a meeting is in the past:

• Requesters are prompted to confirm attendance — with three honest options: "I joined, and it was valuable," "I joined, but it wasn't valuable," or "It didn't happen"
• Once confirmed, the feedback is locked in and the page reflects it cleanly

Key Behaviors

• Context-driven actions: The options panel only surfaces actions that are relevant to your role and the current meeting status. No clutter, no confusion.
• Google Calendar sync: Available across virtually every meeting state, so attendees can always connect their calendar regardless of where the meeting stands.
• Canceled, rescheduled, and expired: The page still renders cleanly for these states, offering calendar options without surfacing irrelevant actions.
• Multi-participant meetings: Invitees in group meetings can reschedule, add participants, export to calendar, or decline - and if they've declined, the page reflects that clearly.

Why This Matters

This revamp makes the meeting details page feel intelligent. It reduces friction at every stage of the meeting lifecycle, from the first request to the post-meeting attendance confirmation. For exhibitors managing high volumes of meetings across a team, the clearer assignment flow alone is a meaningful upgrade.

It's also built to scale - the new architecture makes it far easier to extend the page as the meetings feature evolves.

💡 Pro tip: Encourage exhibitors to use the post-meeting attendance confirmation as part of their follow-up workflow. The "valuable / not valuable / didn't happen" signals feed directly into ROI tracking and can help teams refine their meeting strategies across events.

We’ve improved the reporting experience with sticky headers and an always-visible horizontal scroll, so you can move across wide tables without losing context. This makes it faster to compare metrics, reduces back-and-forth scrolling, and keeps key column labels visible while you explore your data—especially on dense, multi-column reports.

What’s new

=> Sticky headers to keep column titles visible as you scroll

=> Always-visible horizontal scroll for quicker navigation across wide reports

Why it matters

=> Faster scanning and comparison across columns  

=> Less friction when working with large datasets  

=> A smoother day-to-day reporting workflow for organizers and teams

The event floor doesn't slow down for anyone. Sessions end, crowds form at booths, and exhibitors are expected to engage, pitch, and capture leads simultaneously. The traditional scan-and-qualify flow is great when there's time for it. But when there's a line five people deep, opening a full lead qualification form after every scan isn't a workflow, it's a bottleneck.

Quick Scan mode fixes that.

What's New

Exhibitors using Lead Capture in the Swapcard mobile app can now switch to Quick Scan mode: a streamlined scanning experience that records the lead instantly and returns immediately to the camera, ready for the next badge. No forms, no interruptions. Just scan, confirm, repeat.

Qualification can still happen - just later, at a quieter moment.

How It Works

Open Lead Capture in the mobile app and tap the scan button.

1. On first use, a brief explainer sheet introduces the two available modes.
2. Toggle to Quick Scan using the mode switcher at the bottom of the camera view.
3. Scan a badge - a toast notification confirms the lead was recorded.
4. The camera stays live. Scan the next badge. Keep going.
5. When you reopen Lead Capture later, the app remembers whichever mode you last used.

Key Behaviors

• Two modes, one toggle - exhibitors switch between Qualify (full flow) and Quick Scan (instant capture) directly from the scan screen.
• Instant confirmation - a lightweight toast message confirms each successful scan without interrupting the camera view.
• Persistent mode memory - the app saves your last-used mode, so staff who prefer Quick Scan don't have to switch every time they open the feature.
• No leads lost - every badge scanned in Quick Scan mode is recorded in full and available for enrichment and qualification after the event.
• Mobile only - available on iOS and Android event apps.

Why Exhibitors Will Love It

Peak booth traffic is where ROI is made or missed. Exhibitors who can't capture leads fast enough during high-volume moments lose connections that never come back. Quick Scan mode removes the friction exactly where it hurts most - letting booth staff stay present with attendees, keep the energy alive, and handle the qualification work calmly between sessions or at day's end.

More leads captured. Less stress on the floor. Better exhibitor ROI.

💡 Pro tip: Encourage exhibitors to use Quick Scan during keynote breaks and session transitions - those 10–15 minute windows generate the most foot traffic and the least available attention. They can qualify their full lead list once the rush subsides.

Event organizers often need flexible ways to structure and categorize their event content. Multi-level fields are a powerful way to organize complex information, making it easier for attendees to navigate exhibitors, people, sessions, and items.

Until now, multi-level fields were only available for exhibitors—and creating them required manual support from the Swapcard team. Organizers could not configure these fields themselves.

Today, this changes. Organizers can now create and manage multi-level custom fields directly from the Studio, and they can apply them not only to exhibitors, but also to people, sessions, and items.

Create Multi-Level Fields Directly in Studio

Organizers can now create a multi-level custom field independently from the Studio interface.

Once created, the field can be applied to four entity types:

• Exhibitors
• People
• Sessions
• Items

This allows organizers to define structured categories with multiple levels and assign values to each relevant entity.

For example, an organizer can create a hierarchical field such as a category structure and then assign the appropriate values to exhibitors, people, sessions, or items directly within the Studio.

This autonomy removes the need for manual configuration by the Swapcard team and gives organizers full control over how their event data is structured.

Visible in the Event App

Once values are assigned, the multi-level custom field is displayed within the detail pages of the corresponding entities in the Event App:

• Exhibitor pages
• People profiles
• Session pages
• Item pages

These values are visible on both web and mobile, ensuring attendees can easily understand how content is categorized throughout the event experience.

Use Multi-Level Fields as Filters

Multi-level custom fields can also be used to filter views inside the Event App.

Attendees can filter lists such as:

• People
• Sessions
• Exhibitors
• Items

This helps users quickly find the most relevant content based on the structured categories defined by the organizer.

Exhibitors Can Manage Their Own Values

Exhibitors also benefit from this flexibility.

From the Exhibitor Center, exhibitors can:

• Define the value of their own exhibitor multi-level custom field
• Assign values to the multi-level custom field for each of their items

This means exhibitors can manage their own categorization without relying on the organizer to configure it in Studio.

Greater Flexibility for Event Customization

The introduction of self-service multi-level custom fields across exhibitors, people, sessions, and items represents a major step forward in event customization.

Organizers gain greater autonomy in structuring their event data, while attendees benefit from clearer information and more powerful filtering capabilities inside the Event App.

Great networking starts with great data. The more Swapcard knows about your attendees, the smarter AI recommendations become, and the easier it is for participants to find the right people. That's why we've added six new suggested custom fields to your people setup.

And here's where it gets powerful: these fields pair perfectly with the recently launched Profile Completion Tracker. Even if you use an external registration system that didn't capture this data upfront, attendees will be prompted to complete their profile directly in the app. Missing data? Recovered.

What's New

The suggested custom fields library now includes six new pre-built fields you can add with a single click:

• Company Size — Single choice: from "1" to "1001 or more" (includes "Prefer not to say")
• Job Level — Single choice: Early-Career Professional, Experienced Professional, Senior & Specialist, Manager, Director, Executive (C-Suite), Other
• Job Functions — Single choice: Operations & Production, Sales & Marketing, Finance & Legal, HR, Technology & Data, Other
• Attendance Goals — Multi-choice: Networking, Exploring new products, Selling solutions, Learning about industry trends, Finding investment opportunities, Attending sessions, Just curious, Other
• Market Locations — Single choice: Africa, Asia, Central Asia, Europe, Latin America & Caribbean, Middle East, North America, Oceania, Global & Multi-Regional, Other
• Company/Organization Type — Single choice: 12 options from Startup to Corporate to Government to Healthcare & Life Sciences

How It Works

1. Go to your event's People custom fields settings in Swapcard Studio
2. Browse the Suggested Fields section when creating a new custom field
3. Select the fields you need, and answer options are pre-populated
4. Mark them as editable so they appear in the Profile Completion flow

What used to take several minutes of manual field creation now takes seconds.

Why This Changes Networking

This isn't just about cleaner data, it's about what that data unlocks across the entire attendee experience:

• Smarter AI Recommendations: Every field gives Swapcard's AI more signal to work with. Job level + attendance goals + market location = highly relevant meeting suggestions instead of generic ones.
• Powerful Attendee Filters: These fields become available as filters in the attendees list. Attendees and Exhibtiors can narrow their search by company size, job function, or market location to find exactly who they're looking for.
• Works Even Without Swapcard Registration: Using a third-party registration tool? No problem. Add these fields, enable Profile Completion, and let attendees fill in the gaps once they're in the app. The data still feeds AI matchmaking and filters.
• Exhibitor ROI: Lead retrieval gets dramatically more useful when every scanned badge carries structured data like job level, company type, and buying intent.

💡 Pro tip 1: Combine Attendance Goals (the only multi-choice field) with Job Level for instant attendee segmentation. An exhibitor scanning a badge will know immediately if they're talking to a C-Suite executive exploring new solutions or an early-career professional attending sessions. That context changes the conversation.

💡 Pro tip 2: All suggested answer options are fully editable. Use them as a starting point and customize to match your industry's vocabulary.

As a side note, we also added some suggested fields for Exhibitors to match with the People ones! 

MANAGE · Event management & promotion You can now take full control over how items are displayed to your attendees by choosing between alphabetical, most popular, or recent sorting options. Instead of being locked into a chronological view, you can align your content strategy with how participants actually browse your event.

Tailor the Navigation Experience

Finding a specific exhibitor or resource shouldn't feel like a scavenger hunt. By moving beyond "creation date," you can significantly reduce the friction in your event app:

• Alphabetical Sorting (A-Z): The gold standard for directories. Help your attendees find specific brands, speakers, or documents in seconds. No more scrolling through a random timeline to find "Zenith Corp."

• Most Popular (Smart Scoring): Surface the "trending" content automatically. Our new scoring algorithm calculates engagement by combining clicks and bookmarks.

  • Pro tip: We weight bookmarks more heavily (1 bookmark = 3 points, while 1 click = 1 point) to ensure the most meaningful saved content rises to the top. 📊
• Default (Most Recent): Keep this active if you want to highlight your latest uploads or news updates first.

How it Works in Swapcard Studio

Setting this up takes about three clicks. Once you define the sorting order in the Studio, the Event App updates instantly to reflect that exact sequence.

• Navigate to your Items view.
• Select your preferred sorting logic from the new dropdown menu.
• Sit back and watch your engagement metrics thank you. 🥂

Small Tweaks, Big Impact

• Logical UX: Attendees spend less time searching and more time consuming content.
• Exhibitor ROI: High-value exhibitors who get bookmarked more often will naturally climb to the top of "Most Popular" lists, rewarding engagement.
• Consistency: The order you see in the Studio is exactly what your attendees see on their screens.

This update makes session registration clear and intuitive for attendees by replacing ambiguous actions with explicit calls to action. Instead of relying on a bookmark icon that can be misunderstood, attendees immediately see what to do and what happens when they register for a session. The result is less confusion, smoother navigation, and higher engagement across the agenda. 

How it works

When an attendee views a session, the interface clearly adapts to the session type and availability:

• Limited-seat sessions

  • Attendees see a visible seat counter with clear color indicators such as “Only X seats left”.
  • A clear CTA button such as “Add to schedule” or “+ Add” on mobile is displayed.
  • Once clicked, the button updates instantly to “Added to schedule”, confirming registration.
  • If no seats are available, the CTA is removed and replaced with a “No seats left” message.

• Unlimited-seat sessions

  • A simple “Add to schedule” button allows instant registration.
  • The label updates after the action, confirming success.

• On-demand sessions

  • Attendees see “Save to bookmarks”, clearly differentiating on-demand content from live session registration.

Each scenario gives immediate feedback, so users always know their action was successful.

Value for organizers

For organizers, this improvement removes friction at a critical moment in the attendee journey. Clear actions reduce hesitation, lower support questions, and improve overall usability of the agenda. By guiding attendees with explicit buttons and confirmation messages, sessions are easier to discover, easier to join, and more likely to be attended. This directly contributes to higher satisfaction and stronger engagement throughout the event.

Organizers can now define a maximum quantity for each Extra in the Exhibitor Marketplace. This allows you to control inventory.

✨ What’s new

Set a maximum quantity for an Extra

When creating or editing an Extra, organizers can now specify a maximum quantity.

• Leave the field empty to allow unlimited purchases
• Enter a number to limit the total units available

Once the defined quantity is reached, the Extra will automatically be marked as Sold out and cannot be purchased anymore.

We're excited to announce our new HubSpot integration — connecting your HubSpot CRM directly into Swapcard Studio to import contacts and companies as attendees and exhibitors, with real-time updates via webhooks & API support.

✅  Simple Authentication

Connect your HubSpot account by providing an access token generated from a private HubSpot Legacy App. Swapcard validates the token on entry and alerts you if anything needs adjusting.

✅  Import Contacts and Companies

The integration reads your HubSpot data using a dedicated Swapcard Event custom object and imports records directly into Swapcard — Contacts become People (Attendees, Speakers) and Companies become Exhibitors. Any HubSpot contact or company field is automatically available for mapping.

✅  Real-Time Sync via Webhooks

Changes in HubSpot — new contacts, updated fields, or new associations — are automatically reflected in Swapcard without manual re-imports, keeping your event data accurate throughout the entire event lifecycle.

✅  Flexible Field Mapping

Map any HubSpot field to standard Swapcard fields or your own custom fields, giving you full control over how your CRM data populates your event app.

💡 Why This Matters

With this integration, you can:

• Save time by eliminating manual CSV exports from HubSpot and uploads into Swapcard.
• Ensure accuracy by syncing your authoritative CRM data directly into your event.
• Stay up to date with real-time webhook sync so your attendee and exhibitor data is always current.

We're excited to announce a new integration that connects OpenWater directly into Swapcard Studio — enabling you to automatically import Sessions, Speakers, and Applicants from your OpenWater program into your event.

✅  Simple Authentication

Connect your OpenWater account by providing three credentials:

• Client Key — your OpenWater domain
• API Key — your OpenWater API secret
• Program ID — the numeric ID of the program to sync

Once entered, Swapcard validates your credentials immediately and alerts you if anything needs adjusting.

✅  Sync Sessions, Speakers & Applicants

The integration supports five object types — each independently toggleable:

• Sessions — scheduled conference slots, imported as Swapcard Sessions
• Applications — accepted submissions assigned to sessions, also imported as Swapcard Sessions
• Documents — speaker file uploads (slides, agendas) auto-imported with Applications
• Speakers — presenters and organizers listed in submissions, imported as Persons linked to their sessions
• Applicants — the OpenWater account holders who submitted proposals, imported as Persons

✅  Flexible Field Mapping & Import Filters

For each object, you can map both standard fields and dynamic fields sourced from your OpenWater form templates — including custom submission fields, round data, and speaker table columns.

Import filters let you control exactly which records come through — filter by session type, category, submission status, or any custom field value.

💡 Why This Matters

With this new integration, you can:

• Save time by eliminating manual exports from OpenWater and CSV uploads into Swapcard.
• Ensure accuracy by keeping your event app in sync with the accepted program directly from the source.
• Go live faster by automatically populating sessions, speakers, and profiles as soon as submissions are accepted and scheduled in OpenWater.