Using the right software tools in business can help you and your team ace the event management process. But, when choosing these tools, always pay attention to the event software integrations they offer.
Integrations expand the functionality of your event technology. They let you access a broader range of features and ensure your systems and workflows operate seamlessly. This means you can use software integrations to work smarter, save time, and achieve more with the tools and platforms you use.
There are a lot of different software tools and solutions that event venue managers rely on. Before you choose an event management platform, make sure that your essential systems integrate with each other for a better experience.
In this guide, we cover how this works and look into some of the most popular software integrations for event platforms.
What is Event Software Integration?
Event software integration is the process of connecting different tools and systems to your event management software. The purpose of this is to share event data and automate tasks between platforms.
Using software integrations streamlines the event planning and execution process. You don’t have to manually share and transfer data between platforms. Instead, you get a more unified event technology stack where each tool communicates and works perfectly together.
All kinds of integrations with your event management solution can exist. This could cover anything from payment processing to email communications, accounting tools, and more.
Basically, the more tools you can integrate, the better your experience will be running your business. Event software integrations aim to create a more seamless, efficient workflow when managing events. You will also get a more holistic view of business and event performance.
What are the Benefits of Integrations?
Increases Efficiency
Integrating different software tools can help you automate repetitive tasks, which saves time and increases productivity. By seamlessly sharing event data between platforms, you won’t have to put in the manual effort to copy this information over.
Improves Data Management
Integrating different systems improves data consistency and accuracy. This is because you don't have to worry about the risk of human error when transferring data, which makes it easier to access and manage the correct information. Your data stays consistent across all platforms, and you always work from up-to-date information.
Enhances Client Experiences
Event managers can also use certain integrations to improve customer experiences. For example, if you allow clients to make event bookings, communicate with your team, and process payments from a single email, this streamlines their interaction with your event venue.
Better Decision-Making
Integrating data from different systems can help event managers gain real-time insights into event status. In turn, you can make informed business decisions and access meaningful reports more easily.
8 Awesome Event Software Integrations for Event Venue Managers
Event professionals can take advantage of all kinds of integration opportunities. When choosing an event management platform, here are some of the best integrations to look out for:
Email Providers - Gmail, Outlook
Most event managers use email as a primary form of communication. This makes integrations with Gmail, Outlook, or other email platforms highly valuable for several reasons. With an email-integrated events platform, you can send event emails directly from the central dashboard.
Integrating email into your event venue management software can help you communicate more efficiently with event planners, clients, and vendors. You could send automated confirmation emails, reminders, and updates directly from your event software. This means valuable communications are kept in one place where everyone can access them.
Furthermore, integrated email platforms make it easier to respond to inquiries. You can do everything inside your event management platform and use clients' submitted data to draft a personalized response. And, because there’s no need to leave your dashboard to send a mail, you can get messages out faster.
Calendars - Google Calendar
An essential function of event management software is to help you become more organized. Integrating your event software with your calendar (such as Google Calendar) makes staying on top of dates and bookings much more manageable.
This integration lets you share booking and event details housed in your event management solution with your team’s calendars. New reservations automatically sync on the calendars, drawing through the client’s information. As a result, employees automatically have an overview of all the events booked. At the same time, your calendar is blocked to prevent double bookings.
Table Reservations Software - OpenTable, Tock
If you run a restaurant, integrating table reservation software, such as OpenTable or Tock, with your event management platform can help streamline table and event bookings. Not only can you manage diners and help them find your restaurant, but you can also utilize their data to provide a personalized event experience.
Say you receive an inquiry or booking for your private dining space. Integrating table reservations software with your event management platform lets you capture leads and filter them through to your event management system. From there, check your guests’ past dining, seating, and event preferences to provide a personalized experience at your restaurant.
The actions you take based on the diner data can help to drive customer loyalty. Develop incentives to reward repeat customers, and encourage new customers to return and book future events at your restaurant. This could be through booking discounts, or points or referral programs.
Website Builders - Squarespace, Wix, WordPress, Bentobox
Your website is one of your most important online assets. It’s where you accept event venue bookings and engage clients. So, it's vital to integrate your event management platform with it.
There are a couple of different ways you can do this. You can integrate your event booking or inquiry form, or embed an event payment gateway to your site.
In each case, you can create a seamless flow of information from your website to your event management software. Not only does this save time, but it also enhances client interactions with your business.
Financial Software - QuickBooks
This is one of the most valuable event software integrations to add to your tech stack. Your event management solution holds important financial event data - like event proposals, which provide a basis for budgeting. Integrating this data with your accounting system makes life a lot easier.
For example, an event software integration with QuickBooks lets you easily share financial data between the platforms. This makes data entry for recording payments, generating invoices, and reconciling accounts more accurate. You don’t have to worry about manually inputting data and making possible errors.
Integrating an accounting system with event management software also lets you track financial data in real-time. This includes your event revenue, expenses, and payment transactions, helping you accurately manage finances and make informed decisions.
Payment Processors - Stripe
Integrations with payment processors, such as Stripe, allow your business to accept card or wallet payments from clients. The processors mainly gear services around accepting and making online payments. So, for event venues that take advance deposit payments online, this is a must.
Importantly, the payment processors ensure secure, PCI-compliant transaction processing that safeguards clients' personal and financial information. You can embed payment links in emails or set up a payment gateway on your event booking page.
Usually, you also get access to in-person terminals and point-of-sale systems to place in your venue.
Employee Scheduling - 7Shifts
Integrating your event management tools with employee scheduling software, such as 7Shifts, simplifies staffing operations. You can easily keep track of all employees and plan your team requirements for events.
One advantage of this is more efficient employee scheduling for events. Schedule and manage staff from unified software, reducing the risk of scheduling employees on the wrong days. It helps prevent clashing work schedules and ensures the right people are in place at the right time. Team members know where to be and when, as they receive shift notifications.
Some employee management tools also offer automated time tracking. This makes it easier to monitor employee hours, which is vital for accurate payroll calculations.
Lead Generation Tools - The Knot, Wedding
Integrating your event management software with tools like The Knot and WeddingWire can provide an array of benefits. One key advantage of this integration is increased visibility for your event venue. Through the connection, you can get your venue and services in front of a large pool of potential customers who use the marketplaces.
Besides increasing visibility, these integrations can help you generate more leads. Paste your lead form on either of the platforms, and the lead data you collect will automatically pull through to your event management system.
With everything integrated, you can track customer interactions, manage data, and automate processes to help edge them along the sales pipeline. Overall, this enables you to work more efficiently and provide better customer service.
Conclusion
You need to use the right tools if you’re going to run successful events and improve the way your venue operates. By using a fully-integrated system, you’ll be able to achieve a lot more.
Perfect Venue is an all-in-one event management platform offering powerful integrations with the software we’ve discussed above. Try Perfect Venue for free to see how it can help you optimize your event management process.
