Participant management is THE cornerstone of successful events.
It often takes hours, days, or even weeks of work to manage all the information related to your participants.
That's why we've designed a solution that's easy to use, simple, user-friendly, and ultra-powerful to save you time!
Designed by professionals for event managers, but also for office managers and executive assistants who need to organize events.
Traditionally, guest management is mostly done in Excel.
However, while Excel is great for accounting, it is not at all suited to event management because it is very time-consuming. That's why, together with logistics managers, we have completely redesigned a fully web-based solution that is more powerful than Excel and 100% suited to events. ... and above all, much FASTER! ... but still compatible with Excel for data imports/exports.
• View your entire database in table mode in your browser
◦ No pagination and up to 50,000 participants
◦ View and scroll through all your data instantly
◦ Click anywhere to update data
◦ All changes and authors are logged and saved in real time
• Batch modifications
◦ Simultaneous modifications grouped across multiple fields
◦ Alert messages if values already exist
• Export all your data whenever you want in .CSV format
• At AppCraft, you have three default fields: name, first name, and email. All other columns are 100% customizable and adaptable to each event context.
• By importing your Excel file, you automatically structure your database and create all the columns you need.
• Create as many participant types as necessary (VIP, speakers , etc.)
• Create dynamic groups based on data: "if a participant has such and such characteristics, then include them in group A."
• Work simultaneously with others on your guests and participants:
◦ Data is updated in real time for all event stakeholders in a secure manner (Appcraft is ISO27001 certified)
◦ For your own needs, group your data with "saved views" on the columns of your choice.
• Without exporting and in a secure manner, create "reports" to share certain data with your colleagues, the hotel manager, your shuttle transport provider, etc.
◦ ... of course, we update the data in real time everywhere
◦ The data is directly accessible and readable in table format in any browser, without a plug-in!
◦ Allow or deny your contact to download the data in .CSV format.
This way:
– you avoid transferring files via unsecured email
– you save time by sharing a link that your contact can view when they need it.
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A participant database is essential for centralizing, organizing, and effectively utilizing all information related to your guests, speakers, or partners.
It allows you to automatically segment your audiences according to different criteria, such as role, status, language, attendance, type of activity, or even behavior in the application, in order to offer a personalized and seamless experience to everyone.
Thanks to the AppCraft database, you can:
• Work simultaneously with others on the same platform, with data updated in real time.
• Filter and view up to 50,000 participants without pagination.
• Manage your access, communications, and VIP experiences with ease.
• Secure sensitive information by limiting access to each employee according to their role.
For a clear and efficient database, follow these key steps:
Collect the right information: use your registration forms to gather all relevant data (name, company, role, language, preferences, etc.).
Define your dynamic typologies: automatically segment your participants according to cross-referenced criteria to personalize their experience.
Assign roles and statuses: identify your speakers, VIPs, exhibitors, guests, etc., in order to manage access and targeted communications.
Update in real time: any changes (validation, attendance, group changes) are immediately synchronized on the platform.
Analyze and leverage data: use filters and history to refine your welcome, communication, and loyalty strategies.
The AppCraft database stands out for its power, flexibility, and full integration into the event platform. Unlike traditional Excel management or external tools, it has been designed specifically for the needs of the events industry.
Here are its main advantages:
• Intelligent dynamic typologies: automatic segmentation according to role, language, status, or behavior in real time.
• Multi-user collaboration: simultaneous work, instant updates, and change history.
• Seamless access management: automatic assignment to hotels, workshops, or groups based on form responses.
• Ergonomic interface: table-mode navigation of up to 50,000 rows, with no latency or pagination.
In the dynamic world of event planning, creating meaningful interactions between participants is paramount. The advent of smart technologies now offers exciting opportunities to optimize the participant experience. Modern event CRMs such as AppCraft use data and artificial intelligence to group participants by affinity, thereby improving the quality of interactions and the effectiveness of networking.
Grouping participants by affinity offers several advantages:
• Improved participant satisfaction: Participants feel more engaged when interacting with people who share similar interests.
• Effective networking: Grouping by affinity facilitates more targeted and relevant encounters, increasing the chances of future collaborations.
• Personalization of the event experience: Each participant enjoys a more personalized experience, which can increase loyalty to the event organizer.
