To allow attendees to register and participate in your event, you need to create groups. Groups help segment different types of participants, such as speakers, exhibitors, and general attendees. Once groups are set up, you can add people to your event, enabling you to customize their experience and access.
To know more about groups, you can read this article.
How to add people to your event
Once you've created your groups, you'll be able to add people to your event.
Adding people manually
To do so, follow the steps:
Log into the Studio.
Go into the Content menu and select People.
Click on the Create people button on the far right.
Add their information details and click on Create people.
Adding people via a registration system
Check out our collection on registration systems here ⚙️
Adding people via an excel file
Follow the instructions on this dedicated article 📖 :
How to manage People settings
Once you've added people, you can edit their information by clicking on their names.
You can see and edit the following information :
How to manage people without accounts ?
Organizers can create profiles for individuals without accounts, ideal for VIPs who won’t use the platform but need visibility at the event. These profiles are visible within the event but won’t have access to platform features such as messaging or meetings.
What are the restrictions for people without accounts ?
They won't be targeted by emails from the Email Manager.
They can't schedule or participate in meetings, nor will they be able to interact with other attendees.
If they have been added via a registration system
Participants registered using a third-party tool cannot be created without accounts because third-party registration tools require an email address. When provided, this email will make sure the participant is automatically imported into Swapcard as a person with an account. However, you can turn them into a person without an account by following the steps in the Create manually section.
If they have been added via excel file
Open the Excel worksheet that was downloaded to your computer and locate the column named Profile with Account; enter Yes as a cell value for people who will have an account and No for those who won’t, like in the example below.
If they have been added manually
The "Email address" field is mandatory, which means that when you create participants individually, they are by default set up as People with accounts.
If you wish to change their profile type to one without an account, here's how you can do it:
Navigate to Content ➡️ People.
Find and select the participant you wish to modify.
Click on the "Settings" tab.
Scroll to the bottom and select "Transform to a person without an account".
This will turn them into a person without an account.
When you change the attendee's registration from "With an account" to "Without an account" to update their email address, it's important to note that this action will create a new account. All previous messages and connections will still be associated with the original account that the attendee used.
If you think this change is unsatisfactory for the attendee, we suggest adding their new email address to their account as a secondary email. They can then designate it as their primary email.
To do this:
Direct them to the Settings page of their account: https://app.swapcard.com/settings.
They can input their new email under the 'Email addresses' section.
After verifying the new email, they can then use it for logging in.
They can make the newly added email their primary address for future communications.
Adding and managing participants in Swapcard allows you to customize the attendee experience and ensure a smooth event process. By utilizing groups, you can effectively segment your audience, while the ability to add people with or without accounts provides flexibility for high-profile attendees who may not use the platform.