Tracks

Smarter Campaign Assignments for Event Stakeholders

Overview

A streamlined feature allowing users to assign tracks to campaigns based on their event agenda

Project Goal

To simplify the process of assigning participants to campaigns by introducing “Tracks” — a grouping mechanism that enables users to align speakers and stakeholders with specific sessions or themes, improving campaign targeting and reducing manual work.

Problem statement

Users need a more efficient and intuitive way to assign stakeholders to specific campaigns within an event. The current default behaviour—automatically assigning all stakeholders to all campaigns—leads to confusion and operational inefficiencies, especially for users managing topic-based or session-specific content streams. This results in workarounds like duplicating campaigns, which complicates stakeholder management and increases the risk of error.

Target Audience

Primary users

Event marketers and campaign managers
who run campaigns aligned to thematic streams within an event
Users across all subscription tiersMarketing Teams & Brand Managers
who currently create multiple campaigns per event
Teams using integrated tools
Such as; Map Your Show or A2Z/Personify for agenda and stakeholder management

Initial Research & Customer feedback

Structural shift
‍Users were looking for a way to group sessions using “tracks” (e.g., by topic, location, or audience).
Streamlined distribution
The ideal workflow included downloading one file containing pre-filtered participant links organised by track.
Error reduction
Errors were caused by assigning stakeholders to the wrong campaigns due to the lack of filtering based on tracks.

User Interviews: Key Insights

Users often think in terms of tracks, not just sessions or events.
They want to engage stakeholders at the track level — not across the entire event.
There is a strong desire for automatic filtering and a single download for stakeholder links grouped by track.
Uploading tracks as part of the event agenda would reduce manual entry and confusion.

Defining and creating the solution

Features and specifications

Track Creation and Session Assignment
We leveraged the already-familiar concept of “tracks” present in most event agendas. Tracks could be thematic (e.g., “Design”, “Sustainability”) or logistical (e.g., “Room A”, “Main Stage”). Sessions could now be assigned to one or more tracks, either manually or through bulk uploads.
Assign Tracks to Campaigns
Once tracks were defined, users could easily assign specific tracks to a campaign. Stakeholder links (e.g., Gleanin links) would then only be generated for stakeholders participating in those assigned tracks, ensuring more targeted and accurate outreach.
Seamless Upload & Integration
Agenda uploads could now include an additional “Track” column to automatically group sessions.
Support was extended to existing integrations such as Map Your Show and A2Z/Personify, enabling track assignments.

Required user flows

Upload data in spreadsheet format, including tracks (which should automatically be assigned to corresponding sessions)
Assign speakers to campaign based on the tracks that they are on
Assign tracks to campaigns
Create & delete tracks

Solution

Tracks are automatically assigned to the corresponding session as soon as the user uploads their spreadsheet data for processing. This ensures a seamless integration and organisation of information, allowing for efficient management of the data within the system.

A specific sub-set of speakers can be assigned to participate in a particular campaign, ensuring that only those speakers who are involved in designated tracks will receive the appropriate links to share details about their participation in the campaign.

As above, a user can assign specific tracks to a campaign, meaning only a sub-set of speakers will receive their links to share participation.

Users have the ability to create trakcs when assigning/removing tracks from a campaign.

Results

Reduction in support queries regarding user confusion on which speakers should get a link from which campaign
Users no longer have to filter out the irrelevant speakers from a campaign
As tracks are assigned to various campaigns through specific sessions, users expressed a strong desire for a streamlined method to assign speakers and exhibitors to those campaigns effectively. This functionality would enhance the overall organisation and management of campaigns, allowing for a more efficient allocation of resources and expertise.

Groups

Based on the feedback that users wanted to be able to assign speakers and exhibitors to campaigns, we have introduced the concept of groups to address this need. This new feature allows users to organise their campaigns by grouping relevant speakers and exhibitors together. By creating these groups, users can streamline the coordination process, ensuring that each campaign is well-supported by the appropriate individuals.

Solution

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