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Event Insights - The key figures of your event

Julia Walther Updated by Julia Walther

The event management team is often confronted with the hurdle that events have to be put into figures in order to be able to evaluate them. To be able to make reports and measure the success of your event, you can call up the event insights of your event.

You can find these figures under the menu point "Insights".

Event Insights

Event insights are available for all forms of events you can run with Sweap. So it doesn't matter if you're running an on-site event or if your event is digital or hybrid. You can view the numbers online in Sweap or download them. For downloading you can use our PDF export function.

The information in our Insights is divided into the categories 'Registration', 'Communication' and 'Check-in'.


Within the registration section you will find 5 graphics, we present you these graphics below.

Registration Goal

The first graphic in the registration section shows the 'Registration Goal' and the progress towards it. If you create your event with our event creation process, you can define a target directly when creating your event. If you create your event without our wizard, you can set this target by clicking on the three dots in the upper right corner of the graphic. Define how many registrations you would like to achieve for your event. Our system will then provide you with a corresponding evaluation.

Registration status

(1) The next chart, 'Registration status', is a simple pie chart that divides the invitees by their feedback. You can see at a glance how many of your invited guests have registered, decliend, or not at all given you feedback.

Registration Funnel

(2) The "Registration Funnel" chart is a waterfall chart. This chart goes into more detail by showing the guest state in a funnel. Often it's not enough to just know how many acceptances or rejections you've generated. The registration funnel graph allows you to put your numbers in perspective, as we also show you information about how many participants were generated from acceptances or if you had "no shows". This gives you important insights into where, why and when you lost potential participants.


(3) The conversions graph breaks down participants by their conversion status as a percentage.

Replies over time

(4) The last graphic of the Registration section shows you a line diagram. On this graph, you can see when the invited contacts decided to accept or decline the invitation. This last graph is especially useful if you want to measure other event marketing efforts: Do the spikes in accepted invitations correlate with your targeted promotions? If not, why not?

Insights Grafiken Einladung

However, the real magic of the first section can be found in the "Choose guest category" dropdown box. This feature allows you to display the graphs just presented in relation to your guest categories. This gives you even more detailed information about how the invited contacts of the respective categories reacted. We want to give you the possibility to analyze more specifically how the invitation to your event was accepted.

Insights Einladung Kategorie wählen

More information in regards to guest categories can be found here.


The second section within the insights shows you two graphs whose usefulness should not be underestimated. Both graphs, the funnel and the 'Registration Impact' graph, illustrate the effectiveness of your email communications. Using the drop-down menu, you can analyze your communication tools by viewing the graphs individually in relation to your emails. You can thus find out what influence which email had.

Insights Kommunikation

When using our Event creation assistant you can create different emails for your event, from early bird invites to reminder emails to closing calls. By tracking the click through rates of your emails and plotting them on the graph below, you can determine which emails had the most or least impact. This graph will help you make decisions for your next event.


The last section displays information about the people checked in. You can find all information about the check-ins within four different graphs.

Insights Check-ins
Check-ins over time

(1) In this line diagram you can see exactly when the participants have checked in. From the information of the check-in time good conclusions can be drawn especially for recurring events:

  • do the participants arrive on time,
  • are your planned admission times sufficient or should they be staggered,
  • should you offer longer entry times or are even shorter corridors sufficient.

The last three graphs contain the following information:

Check-ins (pie diagram)

(2) This graph shows you the number of check-ins versus guests not yet checked in, based on the number of commitments.

Attendance Rate (in percent)

(3) This graph shows you, based on the number of acceptances, how many participants took part.

No-show Rate (in percent)

(4) This graph shows you, based on the number of acceptances, how many guests did not attend despite accepting.

All of these numbers are pieces of information that you should have on hand both during and after an event.

How did we do?

The confirmation status from guests