We're excited to share a preview of our upcoming iMIS integration — connecting your iMIS membership data directly into Swapcard Studio to automatically import your event registrants as attendees.

✅  Simple Authentication

Connect your iMIS account by providing:

• Username & Password — your iMIS credentials
• Host — your organisation's iMIS domain
• Instant Query name — the configured query that returns your registrant list

Swapcard validates your credentials on entry and alerts you if anything needs adjusting.

✅  Sync Registrants as Attendees

The integration reads your iMIS Instant Query and imports each registrant record as a Swapcard Person. Standard fields include name, email, company, and registration status — and any additional columns your iMIS administrator adds to the query automatically become available for mapping.

✅  Optional OpenWater Profile Enrichment

If you also use OpenWater, you can provide OpenWater credentials alongside your iMIS setup. Swapcard will automatically enrich each attendee record with their OpenWater profile data — matched by member ID — adding fields like biography, photo, credentials, and more.

✅  Flexible Field Mapping

Map any iMIS query field — or OpenWater profile field — to standard Swapcard fields or your own custom fields, giving you full control over how registrant data populates your event app.

💡 Why This Matters

With this new integration, you can:

• Save time by eliminating manual CSV exports from iMIS and uploads into Swapcard.
• Ensure accuracy by syncing your authoritative membership and registration data directly from iMIS.
• Enrich attendee profiles by combining iMIS registration data with OpenWater speaker profiles in a single automated flow.

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.

The Meeting Conflict Alerts feature helps you and your attendees maximize every minute of the event by preventing double-booking between sessions and 1-to-1 meetings. You can now spot potential scheduling overlaps directly within the booking modal, ensuring that high-value networking doesn't come at the cost of missing a keynote.

In the fast-paced environment of a hybrid or in-person event, attendees often bookmark sessions and book meetings simultaneously. Previously, these conflicts were only visible on the meeting details page, often after the invitation was already sent. Now, Swapcard provides real-time visibility during the selection process.

Why this matters for your event:

• Increased Scheduling Efficiency: Attendees no longer have to jump back and forth between their personal agenda and the booking tool.
• Higher Session Attendance: By warning users of conflicts upfront, they are less likely to accidentally skip a bookmarked session for a meeting.
• Better Exhibitor ROI: Help representatives and leads find the perfect time to meet without the "Sorry, I actually have a session then" follow-up emails.

How it works:

Whether on the Web App or Mobile, the system now automatically cross-references bookmarked sessions with meeting requests.

• For Personal Conflicts: If you try to book a meeting during a session you've bookmarked, you'll see a clear warning: "Conflicting registered session: [Session Name]."
• For Participant Conflicts: If you are inviting others who are already "busy" with a session, the modal will display: "[Name] has a session at this time."
• For Group Meetings: If multiple participants have overlaps, the system neatly lists each conflict in a bulleted format so you can pick a better slot for everyone. 🤝

Quick Summary of Improvements:

• Instant Visibility: Warnings appear the moment a time slot is selected in the booking modal.
• Cross-Platform Support: Available on Web, iOS, and Android (with updated, intuitive icons for our Android users! 🤖).
• Contextual Data: Displays the specific name of the conflicting session so users can make informed decisions on the fly.

The new Semantic Search engine helps your attendees find exactly what they need, even if they don’t know the exact keywords to type. By moving beyond simple character matching to understanding the intent and context behind a search, Swapcard is making discovery more intuitive than ever.

Whether an attendee is looking for a "Software Engineer" or a "Developer," our search now understands they are looking for the same thing. 🚀

🌟 Why this matters for your Event

• Smarter Connections: Attendees can find relevant peers based on professional roles, biographies, and skills, even if their terminology differs.
• Boost Exhibitor ROI: Potential leads will find exhibitors and products based on the meaning of their descriptions, not just the names.
• Global Accessibility: Our new multilingual model understands multiple languages simultaneously. A query in English can now surface relevant content written in French or Spanish. 🌍
• Empower Sherlock, your AI Agent: This upgrade acts as a "brain transplant" for Sherlock. By providing our AI agent with better, context-aware data, Sherlock can now deliver significantly more accurate and helpful answers to attendee questions.

🔍 What’s New in the Search Bar?

We’ve overhauled the way our system "reads" your event data across People, Sessions, Exhibitors, and Products:

• Role & Identity Matching: We prioritize job titles and companies to ensure the most relevant professional profiles appear first.
• Deep Bio Insights: Our search now "reads" biographies and "About" sections to capture expertise and interests that aren't listed in a simple title.
• Custom Field Integration: Data like "Interests," "Skills," or "Industry" is now baked into the search DNA, making niche discovery a breeze.
• Hybrid Power: We’ve combined the speed of traditional text search with the "intelligence" of semantic search, giving you the best of both worlds: precision and flexibility.

Pro Tip: You don't need to change a thing! These improvements happen behind the scenes. Your attendees will simply notice that the platform feels "smarter" and more responsive to their needs.

🛠️ Continuous Improvements

• Multilingual Support: We’ve integrated a Multilingual model, allowing for seamless cross-lingual searches (e.g., searching in Korean to find English sessions).
• Performance Monitoring: We’ve added real-time tracking to ensure these "smarter" results don't slow down the user experience.

The Hosted Buyer module just got a major flexibility boost! 🚀

The latest update to Smart Meetings gives you total control over how generated and manual meetings are released to your participants. You can now choose whether to publish meetings as Pending or Confirmed, and manage them without the restriction of a single "meeting organizer."

Giving you (and your participants) more flexibility

The Hosted Buyer feature helps you bridge the gap between automated matchmaking and manual oversight. Previously, publishing meetings often felt like an "all or nothing" action. Now, you have the granularity needed to match your specific event's workflow, whether you want to force-confirm matches to guarantee ROI or allow participants to give their final consent.

What’s new?

• Publish as 'Pending' or 'Confirmed': When publishing draft meetings from the Hosted Buyer tab or creating them manually in the Studio, you now have a toggle.

  • Pending: Participants receive an invitation that they must manually accept. This is perfect for events where "opt-in" consent is a priority.
  • Confirmed: Meetings are added directly to schedules as accepted. Ideal for high-stakes hosted buyer programs where attendance is mandatory.
• Meetings with multiple meeting organizers: Now, both participants for the generated meetings have equal rights to reschedule, add descriptions, or invite others. No more bottlenecks caused by one person holding the keys to the meeting! 
• Updated Notifications & Emails: We’ve rebranded "Meeting Requests" to "Meeting Invitations" to better reflect the professional nature of these interactions. Participants will receive clear, actionable alerts to accept or decline pending invitations directly from their notification center.
• Real-time Activity Tracking: Attendees can stay on top of their schedule with the activity logs. They’ll see exactly when a meeting partner has accepted, even if the meeting status is still pending for others.

How to use it

1. In the Studio, navigate to Meetings or the Hosted Buyer tab.
2. Select your draft meetings and click Publish.

3. In the pop-up modal, choose your preference:

   • Check "Confirm meetings for participants" to bypass the request phase.
   • Leave it unchecked to send them as Pending invitations.
4. Decide if you want to Notify participants immediately or keep it quiet while you finalize the schedule.
5. Need to change your mind? You can still manually Confirm or Cancel any pending meeting directly from the side panel in the Studio.

This update ensures that whether you’re running a rigid VIP buyer program or a flexible networking marathon, Swapcard adapts to your rules—not the other way around. 🤝✨

Organizers can now automatically restrict access to the event for attendees who have not fully paid for their registration. This feature helps protect your event resources and ensures that only attendees in good financial standing can access the event experience.

How It Works

When a registration has a payment status "Balance Due", access to the event will be restricted automatically. This applies to the Event App and event check-in, helping organizers avoid manual follow-ups for unpaid registrations.

The following message will be displayed when accessing the Event App:

Unlock your event access
Your access is currently paused due to a remaining balance. Complete your payment to unlock full access.

Remaining balance due
Complete your payment to get full access to the event.
{confirmation_number}

A button will be available to Email payment link to the attendee.

• Their payment status is Balance Due
• “Allow access with balance due” has not been enabled

Attendees can regain access by:

• Completing their payment, or
• Receiving manual access from the organizer through the “Allow access with balance due” option in Studio
  
  

Allowing access with a Balance Due

In some situations, you may still want to grant access to an attendee who has not completed their payment. Organizers can override the restriction by enabling “Allow access with balance due” on an individual registration, allowing the attendee to access the event.

Key Details

• This option is applied per registration.
• Once enabled, the attendee will be treated as if their payment is complete and can access the event normally.
• If the outstanding balance later becomes zero or negative, the override will automatically be removed.

This feature gives organizers flexibility while keeping payment controls in place.

Organizers can now choose how the Promo Code field is displayed on the registration form. This setting allows you to control how visible the field is for attendees when they register for your event.

Depending on the option you select in Studio, the promo code field will appear differently to end users during the registration process.

You can choose between two display options:

1. Standard

With the Standard option, the promo code field is hidden by default on the registration form.

Attendees will see a link prompting them to enter a promo code. When they click the link, the field expands and allows them to enter their code.

2. Prominent

With the Prominent option, the promo code field is visible and expanded by default on the registration form.

Attendees can immediately enter their promo code without needing to click any additional link.

The added flexibility allows you to adapt the registration experience based on how frequently promo codes are used for your event.

Organizers can now control where guests are redirected to purchase tickets when using In-App Registration. This new feature allows you to choose between the default Swapcard registration page or an external registration URL, giving greater flexibility.

What This Feature Allows You to Do

Select the Swapcard registration URL or an external registration URL for guest-mode redirection.

• Swapcard URL – Users will be redirected to the default Swapcard registration page.
• External URL – Users will be redirected to a custom registration link that you provide.

If you select External, a field will appear where you can enter your custom URL.

Once a registration URL is selected:

• You can copy the link using the copy icon.
• You can open or access the link directly using the quick-access icon.

When an external URL is configured, guests browsing the event will be redirected to this external URL instead of the default Swapcard URL.

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.

Managing legal terms for an event is always a balancing act:

• You need the flexibility to fix or improve the wording
• You must stay compliant with what attendees already accepted
• You want to avoid forcing thousands of users to re-accept for a tiny typo

That’s exactly the problem this feature solves.

🚨 The core problem

Before this update, editing a term with existing acceptances was risky and unclear:

• What happens to past acceptances?
• Do I invalidate them?
• Do I need to reset everyone?
• Can I version my terms properly?

Organizers needed explicit control, not hidden side effects.

1) Nothing is saved by accident

Editing the description does not auto-save.
The Save button stays disabled until a real change is made.

➡️ This prevents unintended legal updates.

2) Smart save depending on real data

When you click Save:

🟢 No acceptances yet

Your change is saved instantly. Simple.

🟡 Existing acceptances

You get a decision modal:

“Manage existing acceptances”

You must choose how your update impacts users.

3) Attendees stay in control too

Acceptance is no longer a one-way action.

Users can revoke their acceptance at any time.

That means:

• They can withdraw consent if they no longer agree with the terms
• Their status is immediately updated
• Organizers always see the real, legally accurate state

➡️ This keeps the system aligned with consent regulations
➡️ And gives transparency to both sides