Sweap set up for admins
Administrator's guide to setting up your account
General account settings
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
Default user roles in Sweap
Access rights and configuration of standard user roles
User permissions and their functions in Sweap
Setting up new users
Roles and permissions
API and publishing package function
Implementing the event overview page within your website
Implementing the event overview page in an IHK24 website
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
The calendar view for your events
Basic structure of the event overview
The action field and its functions
The event dashboard - overview
Create a new event
Duplicate event and use as template
The preview mode for creating e-mails or webpages
Using the correct image sizes
Create text with the HTML-Editor
Customize headlines and text with HTML
Support and data protection at Sweap
Search and filter functions
The search function in Sweap
Using the filter function in Sweap
Timely filtering of acceptances and declines
Trainings, online webinars and updates
Create and manage contacts and guests
Create and manage contacts
Manage attributes for guests and divisions
Create and import guest information
Add guests to your list
The guest import with Excel
Edit guest information and change the status manually
The guest source: an indicator of success for your communication
Postal mail invitation and QR code
Setting up and sending e-mails
The guest salutation
Create guest salutation with our salutation assistent
Use your own salutation form in your e-mails
The email types and their use
The different types of email templates
The Email template LA LUNA
E-mail builder: creating e-mails
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
Send a test e-mail
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
Virtual Event Platform
Creating websites with the website builder
Templates for your webpage
Contents and modules of a website
Texts, colours and design for the registration page
Registration settings and automatically closed registration
Embed your own font in Sweap
CSS & Java Scripts for website customisation
Header and footer within a website
Publish events on your own website
Setting up the registration form
Configuration of a registration form
Show and hide form fields
Enter accompanying persons (registration form)
Integrations and modules for the Virtual Event Platform
Operate and monitor events with Sweap
Event status and the stages of your events
Postponing and cancellations of events
The confirmation status from guests
Evaluate and export the KPI´s of your event
Sweap guestlist app and check-in
Table of Contents
Updated by Julia Walther
1.Is there a possibility to postpone the event?
Often events are cancelled due to low registration numbers or current external circumstances. However, before you really cancel your event, you should consider the possibility of postponing it.
To postpone an event within Sweap , you should consider the following.
1.1 Inform future guests
If your guests can register via a public registration page, you should first change the date of the event.
To do this, simply select the editing icon next to the event you want to edit in your account under Events > List View.
Here you can then change the period of the event.
1.2 Informing already registered guests
To inform already registered guests, the easiest way is to send them an invitation email, where you should ask your guests to confirm or cancel the new date of the event.
Simply create an e-mail under the menu item Communication
and select the e-mail type Invitation.
Now the guests have the possibility to use the accept or cancel button after receiving the e-mail without having to fill in their data again on the registration page. To do this, simply activate the direct acceptance and cancellation from the e-mail.
In order to send an e-mail to the already confirmed guests, simply filter for acceptances within the guest module of the event, select all and open the e-mail assistant under Action. Here you can then select the desired e-mail and send it directly to the selected guests.
For a better understanding you will find a video here:
2. Cancel the event
If you really want to cancel your event, you have to inform not only your guests but also all service providers and others involved.
To avoid further logins, you should close the registration and place a message on the login page that the login is closed.
To close the registration simply set the date in the past in the registration setting on the event website.
In order to place a message on the website for your guests or interested persons, you can insert your text under texts, buttons for registration under "Message when registration closed".