Working together without chaos: 7 building blocks for event software

Implementing new software is often just the beginning.
Before processes and agreements are fully in place, support requests quickly pile up — access, permissions, data security, or simply a bit of guidance. So how do you help teams get started quickly and work independently, without IT turning into a constant firefighter?

The key lies in a few smart features that support collaboration within and across teams from day one. Here are a few examples.

Roles & rights  

Not everyone needs access to the same things. Only give people what they actually need. For example, organizers should have access to the participant list, while others shouldn’t. Or maybe you want to create temporary guest roles, such as for a content review by a colleague or professor. That’s why it’s smart to choose software that lets you assign different roles and permissions.

Security and compliance

Do you organize events that involve registrations, payments, and personal data? Then strong security and compliance are essential. There are several factors to consider, such as whether the software meets GDPR requirements. An ISO 27001 certification and/or a SOC 2 report can help with this. They prove that critical processes around security and data management are properly in place.

Internal structure

Your software should reflect the internal structure of your organization. Mirror your organization in layers within the platform. Create a main organization where all your events come together. Then set up separate sub-organizations for each business unit or faculty. Ideally, you should also be able to assign different roles and permissions to users per organization.

Integrations & SSO 

What should a strong software partner always offer? In addition to robust data security, a dedicated API tops the list. It helps you streamline internal processes and centralize your data in one place.

Working with a CRM? Then you’ll probably want your event data to sync automatically. Connect your accounting or finance system, and ticket revenues or expenses are sent directly. With a CMS integration, new events automatically appear on your website. A flexible API lets you decide exactly how these connections are set up, ensuring everything fits seamlessly within your organization’s infrastructure.

Single Sign-On (SSO) not only makes logging in easier for users but also protects the integrity of your data and processes. When you remove a user from your own systems, that change is automatically reflected in your event software. Safe, efficient, and consistent.

Intuitive software and onboarding

Your IT team shouldn’t have to explain every feature of your event software or onboard each user separately. That’s why it’s important to choose software that’s intuitive and easy to use, so people can get started right away.

Pay attention to things like:

• Are elements such as registration forms and surveys drag and drop? This makes it visual, beginner-friendly, and instantly rewarding since users can immediately see the end result.
  
  
• Are the features WYSIWYG (what you see is what you get)? For example, if you want to build an event website, it’s helpful when users don’t need any technical knowledge to get started.

When it comes to onboarding, there are a few things worth checking. Does the software offer, for example:

• An up-to-date knowledge base or user guide?
  
  
• Training materials for new users, such as courses or video tutorials?
  
  
• A fast chat agent for technical questions?
  
  
• Support availability or a dedicated account manager to answer questions?

This kind of support can significantly reduce the workload for your IT department. The result? Fewer tickets and faster adoption.

Insight and control

Imagine you work at a large organization with multiple users in the system. The number of support tickets can quickly add up, or you might even have custom work requests pending. With a portal, you can see open tickets, actions, and statuses at a glance. Monitor turnaround time, first response, and recurring issues. Transparent, clear, and instantly gives you an overview of what’s going on.

Templates and reusable settings

There are several ways to look at this. Suppose your organization runs multiple events. The style of assets such as emails, websites, and forms may differ per department. Or you may host a recurring annual event with its own recognizable branding. In that case, it helps if you can easily create copies or templates. This makes the process smoother and more efficient every time.

On the other hand, your organization may rely on standardized data or settings per event. You might want to sync events with your CRM and also track how many events are offline, online, or hybrid. By adding custom properties and making them required, you standardize processes and safeguard data quality across your organization.

As you can see, there are many ways to strengthen collaboration in your organization with the right software. Have more ideas? Let us know at marketing@aanmelder.nl
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