Sweap set up for admins
Account setting
Administrator's guide to setting up your account
General account settings
Enable AI Feature
The event tags - creation and usage
Create guest fields for your account
Adding deletion rules to automatically delete guest data
Set up templates
User roles and permissions
Permission sets - Default user roles in Sweap
Permissions and configuration of default permission sets
User permissions and their functions in Sweap
Setting up new users
Roles and permissions
Visibility groups
Event-Ticketing - e-payment with Sweap
API and publishing package function
Implementing the event overview page within your website
Implementing the event overview page in an IHK24 website
Use Sweap's Zapier integration
Import of distributors with EVA
Import groups and committees from EVA master data
Sweap app and devices for check-in
Set up domain and e-mail address
Getting started with Sweap - Basics
Event overview and dashboard
Basic structure of the event overview
The action field and its functions
The calendar view for your events
The event dashboard - overview
Event Sustainability Widget
Basic functions
Event formats in Sweap
What are event series?
Single event creation with Sweap
Create event series in Sweap
Create sessions for your event series
Using time zones in Sweap
Duplicate an event to use it as a template
The preview mode for creating e-mails or webpages
Using the correct image sizes
Create text with the HTML-Editor
AI feature in use in HTML editor
Use placeholders in Sweap
Customize headlines and text with HTML
Linking emails and websites in Sweap
Legal notice and privacy policy
Support and data protection at Sweap
Data tracking with Sweap
Privacy policy and GDPR
Questions about security & data protection
Sweap AI - Questions about security & data protection
Increasing security - introduction of Keycloak
Session limits - session limitation
Send your feedback about Sweap
Personal settings
Search and filter functions
The search function in Sweap
Using the filter function in Sweap
Last Update and Last Reply of your guests
Best practice, online webinars and updates
Create and manage contacts and guests
Create, import and export guest information
Add guests to your list
The guest import with Excel
Edit guest information and change the status manually
Export your guestlist
Create and manage contacts
Add companions
Manage attributes for guests and divisions
Postal mail invitation and QR code
Setting up and sending e-mails
Individual salutation
The guest salutation
Create guest salutation with our salutation assistent
Use your own salutation form in your e-mails
E-mail builder
The email types and their use
The different types of email templates
The Email template LA LUNA
E-mail builder: creating e-mails
Configure emails - set up an invitation email
Call to Action Button withinin emails
Create mails more efficient with using the duplicating function
Insert links for virtual events into e-mails
Insert stock photos into emails
Testing Emails in the Editor: Here's how it works
Font types in emails
Troubleshooting for E-Mails
Opt-In states and bounces
Reduce spam probability of e-mails
Display images correctly in my email
Delivery notification and bounces in the e-mail log
Basics for the successful delivery of e-mails
Tracking email opening rates
Important information about blocked e-mail addresses - status "mailjet: preblocked
Sending out e-mails
Registration pages & Virtual event platform pages
Registration page basics
Registration page - using the Website Builder
Registration page - using the websitze wizard
Templates for your webpage
Contents and modules of a registration page
Texts, colours and design for the registration page
Settings to close the registration page - Website Wizard
Registration options settings within the Website Wizard
Embed your own font in Sweap
CSS & Java Scripts for website customisation
Header and footer within a website
Publish events on your own website
Font types in websites
Setting up the registration form
Configuration of a registration form
Add a checkbox with URL to the registration form
Show and hide form fields
Enter accompanying persons (registration form)
Virtual Event Platform
Integrations and modules for the Virtual Event Platform
Operate and monitor events with Sweap
Table of Contents
- All Categories
- Operate and monitor events with Sweap
- Monitor events
- Event status and the stages of your events
Event status and the stages of your events
Updated by Julia Walther
In this article we explain how you can change the status of your events and thus manage them more easily. Furthermore, we would like to briefly show you what the individual event phases mean.
You can change the status of your event in the event settings or when sending an e-mail:
1. Event status
1.1 Draft event
When you first create new event, your event will be automatically in draft mode. In draft mode you are creating your event campaign by depending on type of your event you use some of following Sweap features:
- Defining event name, date, location, duration etc.
- Creating event website
- Creating event invitation email
- Loading guest list
- etc.
You should use draft mode to build your campaign and to review it before sending out invitations or making it available for public.
Website and email banner
When your event is in draft mode your event website and email will have draft banner on top of the event and you will be limited to sending your email to maximum 10 people. So if you want to send it to your email provider you can send it to yourself or to your team to review it.
Draft event widget
In your event dashboard there will be event status widget and it will indicate that your event is in draft mode, when the event starts and registration ends, and depending on your company structure you will have possibility to change event to active or to archive it.
If you don't have the rights to change event status, but your event needs to be reviewed and approved by someone else in your company, your event status widget will look like this:
1.2 Active event
After you review and put it into active, you can send out your emails to potential guests. Your email invitations and event website won't have any draft banners and you will not be limited to 10 guests.
1.3 Archived event
When your event finishes and you want to store it without actually deleting it, its best to archive it. You will still be able to access it but it wont cluster your dashboard of currently active events.
Event without subscription or credit
If you don't have a yearly licence or single credit to activate the event your event status widget will give you information about it and also you will be able to purchase single licence for the event directly clicking on "Buy a licence" button.
2. Event Phase
The event phase is based on the state of the event (Draft, Active, Archive) and the date status (time slot) of the event. The date status is calculated as follows:
DRAFT ---> event not yet active.
ARCHIVED ---> event has been completed and marked as archived
The following statuses are calculated based on the event date as follows:
PREVIOUS ---> less than 7 days until event start ---> EventPhase.UPCOMING
RUNNING ---> event running ---> EventPhase.ONGOING
CLOSED ---> event over ---> EventPhase.OVER
REGISTRATION ---> everything else => EventPhase.PUBLISHED
Display in the list view:
Display in the tile view: