Projectsheet.io to Swapcard Integration

We design and implement an automated, real-time data synchronisation process between ProjectSheet.io and Swapcard using a modern low-code automation platform

About ProjectSheet.io

ProjectSheet.io is the ultimate project management and event management tool kit.

Achieve better results with less work thanks to process automation and standardized workflows. ProjectSheet.io is flexible and adapts to your needs.

The Challenge

Standardized Event Management Processes

ProjectSheet.io is a project management tool for event professionals.

This tool allows for standardized and optimized project management processes. It centers around a project sheet that contains all the event data.

Single Source Of Truth

This project sheet is the event’s main source for all project-related information. This includes speakers info, content schedule, sponsors, etc.
It features extensive automation and powerful, built-in reporting tools.

Automated Event Platform Configuration

 ProjectSheet.io is great for virtual or hybrid projects (meaning part of it takes place online) that require an event platform. This event platform needs to be configured, with data that is already present in the Project Sheet.

ProjectSheet.io decided to use EPEAK Automation & Software services to automate the configuration of the event platform, based on the project sheet data. This avoids entering the same data twice and eliminates the risk of human error.

 

What we did

Why Swapcard?

ProjectSheet.io can support events hosted on any third-party event platform. However, a lot of their clients use Swapcard.

So, the first ProjectSheet.io event platform integration is based on Swapcard.

From a technical perspective, this integration requires

  • A source of information, which is the ProjectSheet
  • An automation solution, which we selected to be Make
  • A communication method between these different elements (GraphQL and REST APIs)

Several processes are implemented in the Automation Tool, including

  • Initial synchronization of the project data to the platform
  • Update syncs to keep the platform up to date

Other significant benefits to the automation process include

  • Data transport volume optimization
  • Data clean up and sanitization
  • API optimization to reduce calls and increase sync speeds

These features ensure that the automated process remains lean, fast and cost-effective.

Results

Better for everyone

The automated integration between ProjectSheet.io’s ProjectSheet and Swapcard brings several benefits, both internally and externally.

In addition, this process follows EPEAK Studio’s logic of constant optimization supported by automation. 

Most of EPEAK Studio’s events are powered by ProjectSheet.io, so this enables maximum efficiency, for the benefit of our clients.

Project Managers benefit from

  • Time saved by entering data once instead of twice or more (single source of truth)
  • No risk for human error

Clients benefit from

  • Automated Swapcard configuration, saving time and money
  • Instant synchronization of last-minute changes with Swapcard
  • No need for lengthy cross-checking between Swapcard and the ProjectSheet
  • Unlimited changes, even during the event, with a very low risk level of messing things up

Remove low-value tasks

In the absence of automation, the event platform needs to be configured manually. Additionally, a time-consuming testing and cross-checking process is required, in order to prevent mistakes.

These mistakes can include

  • Incorrect session scheduling or missing sessions
  • Wrong or incomplete list of speakers for a session
  • Incorrect streaming or VOD links

This adds up very quickly, and can amount to several days of time spent over the course of a medium-sized project. 

Better and Faster

On the contrary, the automated integration configures the whole event platform in a matter of minutes, and no mistakes can be made.

The benefits & time savings of this integration are even greater when the event schedule is subject to last-minute changes, which happens often in our experience.

In conclusion, this integration saves so much time that the development costs were paid off after 5 events only, starting to save time and money extremely quickly.

Feeling inspired by what you see?