7 reasons for digital participant management

Why digital participant management makes event planning easier

Because it involves many different tasks, planning an event is complex and exciting. At the same time, this is the challenge: keeping track of things and ensuring that everything runs smoothly. In particular, the digital participant management must work, because this is where the communication of the event to the outside world begins. In addition to program planning, technical planning and, for example, the coordination of all service providers, digital participant management is a central process of every event planning. Digital tools, such as software for managing guests, are playing an increasingly significant role.

Here we list seven points for you on how digital participant management makes event planning easier and easier.

1. Your guest data is managed centrally
2. Full overview of team guest list management
3. Your guest data is always up to date
4. Your invitation sending can be automated
5. You can statistically evaluate your process
6. Your local check-in will be faster
7. A complex process is simplified

‍

1. Central management of guest data ‍

With a digital software tool, all guest data is collected and managed in a single list. This means that Excel lists no longer circulate in various variations. The potential for chaos is minimized. Of course, personal Excel files can still be kept and then imported into your digital participant management list. A duplicate filter marks double-guided participants. Digital participant management makes your participant management clear and structured.

2. Team guest list management‍

If your participant data is managed via cloud-based software, accounts can be created for multiple system users. With a changelog As a function, all changes to the data set can also be traced. This means that all team members always know what the state of play looks like.

3. Current guest data at any time ‍

As a cloud-based software solution, your tool for digital participant management constantly synchronizes your data. This means that all users always have the latest data set. Changes are therefore immediately visible and adaptable. During your event, you can see at a glance at your list of participants which guests are already there and who hasn't checked in yet.

4. Automated sending of invitations ‍

Once set up, your guest list makes it easier to automatically send your invites. You can assign your participants to different groups of participants so that different information can also be sent easily and securely to different guest groups. The software for digital participant management thus allows you to always categorize your guests up to date and provide them with the appropriate information.

5. Statistical evaluations ‍

The dashboard shows you the most important event statistics, numbers and information about your invitation process. Here, feedback, and cancellations from your participants are summarized for you and visualized in clear statistics. This is a clear advantage that digital participant management brings.

6th Quick check in on site‍

With a tool for digital participant management, tickets can be played out as QR codes and on inlet be scanned. This saves you a long search in printed, alphabetically sorted lists. When you scan, your list is immediately updated. If specific information has been stored about a guest, this will be shown to the admissions agent as soon as the guest is checked in. In this way, the guest can immediately be correctly instructed.

7. Complex processes are simplified‍

The list of participants in an event is a dynamic construct. It starts as an extensive invitation list and transforms into a guest list that brings together the expected participants. But even at this stage, it is necessary to work with final changes, prevented guests and successors. A digitally managed list makes it easier to always be up to date and always be able to access the correct data. For simple, efficient and powerful digital participant management.