Eventact Primer: Core Concepts and Features

This article explains key terms and commonly used concepts in Eventact, equipping you with the knowledge to utilize the platform's features effectively.

Eventact Back Office Structure

The Eventact back office is organized into two main tiers:

1. Company-Level Administration
2. Project-Level Management

This two-tiered architecture separates organization-wide settings from event-specific configurations. It helps reduce duplication, enables reusable configurations, and promotes consistency across all your events.

The Company Level

The Company Level serves as the central hub for managing organization-wide settings and data that are reused across multiple events.

Typical tasks performed at the Company Level include:

• Managing a centralized attendee database shared across all events
• Configuring organization-wide settings like privacy policies, payment gateways, and CRM synchronization
• Controlling user access and permissions across the platform
• Accessing cross-event analytics and reporting
• Creating and launching new projects (events)

Note: The Company Level does not allow direct management of individual event content or workflows. These must be handled at the Project Level.

The Project Level

The Project Level is where you configure and manage the details of individual events. Each project has its own environment, tools, and settings.

Key modules at the Project Level include:

• Registration: Build forms, collect attendee data, and handle payments
• Abstracts & Agenda: Manage speaker submissions, build schedules, and assign sessions
• Website: Create and launch a dedicated event website
• Event App: Customize and publish a mobile app for attendees

Additional tools include management for exhibitors, venue maps, and event-specific shared data.

Contact Management

Eventact maintains a centralized contact database that consolidates participant data across all events.

• Each individual has a single primary record (called a Contact) that links their activity and engagement across the platform.
• Data such as registrations, abstract submissions, and app interactions are connected to this unified profile.
• This structure allows for personalized experiences and data-driven decisions in marketing, sales, and support.

Identification of Registrants and Participants

Identifying users interacting with forms allows Eventact to:

• Personalize the user experience
• Consolidate data from multiple modules and events
• Prevent duplicate records

The default identifier is the user's email address.

1. When a user starts filling out a form, they're asked for their email.
2. If a matching record is found, a verification code (OTP) is sent via email or SMS.
3. Once verified, the user can continue with registration or abstract submission.

You can turn off user identification for a form or event by choosing "Skip Login". Using 'Skip Login' means the system won't associate the submission with any existing contact or reuse previous data, which can be useful for anonymous surveys or simple information collection.

You can customize the identification options and OTP message through the Contacts > Login Options.

Attendee Roles

Roles define each participant's function or relationship to the event, such as attendee, speaker, exhibitor, or sponsor.

Key role-related features:

• A person's role is consistently visible and manageable across all event modules, ensuring a unified view of information.
• Eventact allows individuals to hold multiple roles simultaneously, for instance, being both an exhibitor and a speaker.
• Participant roles can be automatically assigned based on ticket type or abstract submission.
• The event app provides role-based access control, enabling participants to access specific features and content according to their assigned role.
• Attendee roles and networking feature settings control how participants can interact with each other and who can contact whom.
• Badge designs can vary based on the roles of individuals, allowing for easy visual identification.

Forms

Online forms are essential tools in Eventact for collecting and managing information.

Common uses:

Registration

• Registration: Gathering attendee details, ticket selection, workshop sign-ups, accommodation booking, preferences, dietary restrictions, accessibility needs, and payment.
• Abstract/Content Submission: Allowing speakers or presenters to submit their proposals, papers, or posters for review.
• Feedback and Surveys: Collecting insights from attendees, speakers, or exhibitors after an event to assess satisfaction and identify areas for improvement.

Key Form Features:

• Multiple forms per project – allowing you to create different registration forms under the same event.
• Conditional logic and expressions for dynamic behavior
• Back-office fields for staff-only data
• Multilingual support in a single form.

Field Levels

Eventact supports three levels of form fields to manage data sharing and consistency:

1. Project Fields
   • Defined at the project level
   • Data is unique per submission and per project
2. Company Fields
   • Shared across all projects
   • Data is synced across events (e.g., name, email, job title)
3. Master Fields
   • Shared definitions across projects (same field type/logic)
   • Data values can vary per event
   • Helpful in maintaining a consistent structure while allowing event-specific inputs

Tokens

Tokens are dynamic placeholders that automatically insert participant or event data into content, such as:

• Emails
• Badges
• Registration forms

They simplify personalization and reduce manual entry.

Expressions

Expressions are logic-based statements that dynamically control form behavior or data processing. They can include Eventact fields or tokens.

Examples:

• Show/hide form sections based on responses
• Validate data entries (e.g., custom formats)
• Adjust pricing
• Trigger conditional emails

Registration Price Plans

Price Plans enable you to offer different ticket prices based on predefined conditions such as registration date, membership status, or quantity.

• The first matching plan in the list is applied
• Plans must be ordered carefully to prevent date overlaps

Registration Promotion Codes

Promotion Codes provide users with access to special offers during the registration process. By entering a specific code, attendees can unlock benefits such as discounted pricing or access to exclusive ticket types that are not publicly available.

Registration: Price Plans vs. Promotion Codes

Both price plans and promotion codes can be used to adjust the prices of items, but they operate differently:

• A price plan automatically updates the price in the background when certain conditions are met, such as the registration date or membership level.
• A promotion code takes effect only when the registrant manually enters it during the registration process.

Feature	Price Plan	Promotion Code
User Intervention	Not needed - price adjusts automatically based on predefined conditions	Required - user must manually enter the code during registration
Security & Control	Controlled by the organizer - conditions are not exposed to users	Less secure - codes can be shared or leaked without organizer control
Marketing Use	Less Useful - cannot attribute registrations to specific sources	Useful for measuring campaign performance and sources
Use Case	Early bird, late registration	Discount for partners, sponsors, promotions

Final Thoughts

Understanding these foundational concepts will help you navigate Eventact more effectively and take full advantage of its powerful features. For further information or guidance, refer to the platform's help center or contact Eventact support.