Ventla offers two solutions/app types: Container and White Label.

• With a Container solution, your “app” is hosted within our Ventla app on the App Store and Google Play.

• With a White Label solution, you have your own standalone app—complete with its own name and icon—in the App Store and Google Play.

Although the store listings differ, once a participant opens the app from their home screen, all graphics and functionality remain the same for both app types. In other words, the difference is minimal, and there are several benefits to using a Container app. For example, participants will always have the latest features and bug fixes right away, whereas with a White Label app, updates can sometimes be delayed.

Learn about the Requirements for each of our solutions;

1. Ventla Container

2. White Label

3. Invite (Registration)

We’re thrilled to introduce Ventla GPT—a new tool to help you design events that connect, inspire, and engage. Whether you're planning a casual team session or a large conference, Ventla GPT provides tailored guidance to make your gatherings more purposeful and impactful. Ready to see how it can elevate your next event? Access it here: https://chatgpt.com/g/g-Uw3i1Fjp5-ventla-gpt. If you have any feedback or suggestions, we’d love to hear from you at [email protected].

Please note: Ventla GPT is continuously learning, and while it’s designed to help, it may sometimes make mistakes. We’re always working to improve it and appreciate your understanding. Contact the Ventla team for more details or read the release notes here.

Creating a new event in Ventla is easy!

Navigate to the Events tab on the left hand menu. On this page you will see listed all of your Active events. To view Archived events, you can simply select that subtab on the page.

To create a new event on the Active Events tab, select the blue "Create new event" button at the top.

Once you select the button, you will be redirected to the Event Settings Page where you will be able to structure the information surrounding your event. See Manage Event Settings for next steps.

For Invite, select either Ventla Container or White Label from the menu on the left. The graphical requirements for the Ventla Invite Registration page are available in the links for both app types.

The link below provides the graphical requirements and includes a form for submitting all necessary details for the White Label app.

https://www.ventla.io/ventla-white-label-graphics-submission-form

The Activity Feed is where your attendees can share and view eachothers thoughts throughout the event. Think of this as an internal social media feed, where attendees can post text or images, like, and comment on other attendees’ posts.

In the Admin panel you can browse, edit, or delete any posts or comments made by an attendee. You may also choose to promote an attendee image to the Image Gallery.

With the My Program feature activated, attendees have the ability to favorite upcoming sessions by bookmarking individual program items. Once bookmarked, those items will appear under the "My Program" tab in the mobile app and virtual venue.

By bookmarking a program item, the attendee will be sent an automatic push notification as a reminder five minutes before the sessions starts.

The Image Gallery is an opportunity for the administrators of the event to share approved images with the audience. These can be images taken by a professional photographer at the event, attendee promoted images from the Activity Feed, or company approved material.

In the Social Media section, you can share links to your social networks with your audience. Linked items include:

• X (Twitter)

• Facebook

• A blog (RSS Feed)

In the mobile application and virtual venue, attendees can add their own text notes. The notes section can be found on the left side menu toward the bottom. Attendees can send any notes to themselves via email to save for future reference.

Features

In this tab of the settings menu, you can choose to activate or deactivate the sections within your mobile app and virtual venue. Simply select the checkmark for each section and remember to save your changes. Read more about each feature: Features Overview.

Integrations

Ventla currently integrates with Eventbrite and Lyyti for additional registration features. To learn more about how those integrations work and ask about pricing, please contact your Ventla representative.

Under "Features & Integrations" on your event Settings page we recommend disabling any menu items and features you do not intend to use for this event. This is to avoid the possibility of whole sections of your app appearing empty.

Select the checkbox to enable/disable, then save your changes at the bottom of the page.

Once logged into the administrative panel, select Users in the menu to the left. While under the Administrators tab, invite your colleagues or partners to collaborate with you on your next event by selecting from the admin options.

There are three administrator types:

• Application administrator - This user can create, view, and manage all events and administrators on your account. This is the highest access level.

In order to create and build events within your platform in Ventla, you need an administrator account.

If you already have an account, go to and login with your username (usually your email address - all lowercase) and your previously set password.

If you do not yet have an account, contact your Ventla representative or a ConferenceDirect colleague with admin access. ConferenceDirect admins have the ability to create event level, department level, or app level admin accounts.

If you cannot remember your previously set password, simply select "Forgot Password" and follow the steps to reset your account password.

Our password security is strict and if your password is not accepted, you will see an error message stating what needs to be adjusted within the password. If you're having difficulties creating a highly secure password, we recommend using a password generator website, such as:

Response Themes

Select your desired theme from our pre-designed options or create your own theme to use across your Dialogue responses and for displaying live audience responses. Customize by adding your company or event logo and choose your desired color options. Remember to save your changes.

On the Settings page of your new event, you will find three tabs; event information, features & integrations, and dialogues.

Event Information

In this section you can manage the basic information surrounding your event. Include a name, date, location, welcome text, advertisements, and more. On this tab you will also be able to manage your event's privacy settings and generate a QR code for easily attendee access.

Features & Integrations

This is where you can turn menu items for your event on or off. If you turn them off, they will no longer appear within the mobile app or virtual venue. You may also integrate your event with Eventbrite for alternative registration ticketing features.

Dialogues

Ventla’s Gamification module allows you to gamify the attendee experience by assigning points to various actions or tasks within the Ventla environment; giving you the power to create fun and exciting challenges.

Get Started

In Ventla’s admin panel, the Gamification section can be activated by going to the event’s Settings section and selecting the Fetaures & Integrations tab.

To activate and deactivate Gamification in your event, simply select the checkbox in the Gamification feature and press Save

Once activated, the Gamification tab will appear on the left side menu of your event. Within that tab, Gamification is split into two parts:

While the section is for general information about the event, "My Information" is reserved for any attendee-specific information that you are managing. This could be flight numbers, hotel room numbers, group numbers, employee ID number, etc.

"My Information" is clearly presented in a list format, with a bold heading and a body in the corresponding menu section.

Note that My Information is connected using the participant email.

To learn how to manage My Information for event attendees, .

App Icon

• 1024 x 1024 px

Splash Screen

• 960 x 1600 px

The Information section is a versatile feature. Create any general information that you want available to attendees such as speaker bios, vendor/exhibitor information, presentations, handouts, static venue maps, social media links, fully embedded web experiences, or sponsor information. You may choose to share this information item with the entire audience, or with specific groups.

When creating a new information item, we provide you with some pre-defined information types:

• Speaker

• Sponsor

Ventla Check-In is designed to handle your attendee check-ins with ease, ensuring a seamless and organized process from beginning to end.

Our solution is divided into two integral components:

1. Check-In Application: A user-friendly interface that simplifies the check-in process, allowing you to efficiently manage and track attendees.

2. Participant Management: A robust system for checking participants into events and programs, helping you maintain order and enhance the overall experience.

We on the customer team are constantly seeking new ways to help our customers get started with the platform as quickly and easily as possible. We are currently testing and soft-launching 'interactive' tutorials, where, instead of watching a video, you can follow along and navigate the admin panel. This is a work in progress and is not yet finalized. Below, we've published a couple of examples for 'testing.' You're welcome to try them out, and we would love to hear your feedback! At Ventla, we appreciate and gladly accept all types of feedback, whether positive or constructive.

Thank you in advance!

Get started

Introduction

The Ventla Ticket Check-in app is your go-to tool for managing check-ins at events and sessions. It’s designed to make things run smoother with real-time updates and detailed reporting. You can access the app here: .

Login

Whether you’re on a single-event or subscription package with Ventla (learn more here), the pricing model is based primarily on the number of participant seats.

Your app's seats can be allocated at either the parent or department level, and there may also be limits on how many seats can be used per event.

Seats Consumed / Available

The number of seats consumed and the number of seats available are displayed in the admin panel’s top navigation bar. Click the small icon to view additional details. You can also see the seats consumed for each event on the right side of the Active and Archived events listing.

Need more seats? Reach out to [email protected].

How Seats Are Consumed in Ventla

As an administrator, it’s important to understand how seats are consumed during an event.

• Ventla Invite

  • If you send an invitation via Ventla Invite and the invitee accepts, a seat is consumed.

  • Note: If an invitee later declines after initially accepting, the seat remains consumed.

• Importing Participants

  • When you, as an administrator, import a participant or a “my information” list in the Participants section, each imported participant uses a seat.

  • Note: Deleting participants after an import does not restore the consumed seats. Nor does archiving or deleting the event.

• Joining via the App

  • When a participant clicks “Join” in the event’s mobile or web app, a seat is consumed.

• Duplicating an Event

  • When you duplicate an event and choose to bring over participants from the previous event, those participants consume seats.

Each email (participant/invitee) only consumes one seat per event.

Need more seats? Reach out to [email protected].

Overview

When you sign in to the admin panel, the first page displays all active and archived events. Use the left-hand menu to manage app-wide settings, including the brand screen.

The brand screen is the first page participants see when entering the app or selecting "Later" on the event selection screen. Since it remains the same across all events, we recommend keeping it generic—unless your platform hosts only a single event. In that case, you can include event-specific content, but note that participants may see it only once.

Because it's not a primary page, deciding what to include can be tricky. We suggest using it for general app information, support details, website links, contact info, or a space for participant feedback. Below are the item types you can create when clicking "Create new item":

• Information

  • In-app information

  • External linked information

• Poll

📌 Tip: When publishing a brand screen item, you can send a push notification for better reach. Simply select "Send a push notification about this to all app users" before clicking "Create".

Add a Brand screen item

Log in to the admin panel at , select Brand screen from the left-side menu, then click Create new item at the top and choose your item type.

Examples

Title: Update the app

Description:

We regularly update the {{APP NAME}} app with new features and bug fixes to ensure the best possible experience. If you haven’t enabled automatic updates, please check the App Store (for iPhone) or Google Play manually. If you see an “Update” option instead of “Open,” be sure to update the app before your next use.

Title: Enable notifications

Description:

Enable push notifications for the {{APP NAME}} app so you don’t miss any important updates.

On iOS:

Go to Settings → Notifications → {{APP NAME}} → Toggle Allow Notifications on.

On Android:

Open Settings → Apps → {{APP NAME}} → Notifications → Turn on notifications.

Title: App support

Description:

For any event-related questions, please reach out to us or the event organizer. If you’re experiencing technical issues with the app, contact Ventla Support at [email protected], and they’ll be happy to help you resolve them quickly.

Many technical issues can be fixed by uninstalling and reinstalling the app. Please give this a try before contacting Support.

Title: Happy to see you here in the app! Swipe right ▶️ ▶️ to see the content

Description:

Swipe right to see the content, add a photo to your profile icon up top, and bring your comments and photos to the activity feed to share with all of us.

Title: Add a photo to your profile through the profile icon up top.

Title: Bring your comments and photos to the Activity feed and share with us!

Have questions? Need inspiration? Reach out to [email protected]!

Welcome to the Ventla Family!

We're so happy to have you with us! Our goal is to help you create engaging and memorable events by:

• Inspiring participants

• Ensuring the right information reaches everyone

• Encouraging interaction and engagement

Stay Connected with Us

Have questions about features, support, or anything else? Contact us at [email protected] – we're happy to help! 😊

Essential Resources

Here are some useful links for inspiration, tips, and training:

🔗📚News & Updates:

🔗📚 Knowledge Center:

Whether you're planning a meeting, a conference, or a large event, Ventla is here to make the process smooth and efficient.

Onboarding Process Overview

1️⃣ Sign the Contract

If you have questions about the contract, contact your Ventla sales representative.

2️⃣ Submit App Details & Graphics

• If you have a White Label app, you’ll need Apple and Google developer accounts. Create them as soon as possible.

• We need details about your app (name, description, graphics, etc.). Submit them through the correct form:

  • Container App:

  • White Label App:

If your contract includes Ventla Invite, make sure to meet the requirements for your custom registration page. These requirements are listed in the forms above.

3️⃣ Ventla Builds Your App

• Container App: Delivery within 1–3 days

• White Label App: Delivery within 1–2 weeks (assuming developer accounts are set up)

4️⃣ Activate Admin Accounts

Once your app is ready, you'll receive access to the admin panel.

Send us the names & email addresses of those who need admin access.

5️⃣ Schedule a Training Session

After the app is published, you can schedule a 1–1.5 hour training for administrators.

• If you haven’t heard from us, contact your Customer Success representative or email [email protected].

• Send us the names & email addresses of participants.

• To make the training as relevant as possible, please fill in and submit this document in advance:

6️⃣ Set Up Your First Event

After training, you’ll be ready to create your first event! Log in at using your email and the password you set up.

Don’t have an account yet? Email [email protected], and we’ll assist you!

🚀 Need Help?

We’re always here for you! Contact for the fastest assistance.

Feedback & Input

We continuously collect customer feedback to improve our platform. If you have any comments—positive or constructive—please send them to . Your input is invaluable in shaping Ventla’s future!

The Participants section is where you can browse and manage all your event participants. Participants can be added to the event in a few ways:

• By the Administrator through import.

• By Administrator by adding one-by-one.

The focus of the Dialogue section is to boost your event interactivity. Send push notifications, information message, conduct polls, have the audience submit questions to the stage, or send out a surveys.

The Program section is where you will input your event agenda.

Learn how to build your program with our Excel template and upload Build your Program manually Select the button in the top right corner to create a new program item. There are many options to keep in mind when creating a new program item:

Tracks

If you have multiple sessions taking place simultaneously or if you want to logically group sessions (ie. afternoon workshops), you may choose to assign them to certain tracks or breakouts.

Ventla Administrative Panel

Get Started

The push notification feature is one of the key ways of directing attendees through the event. Sometimes, attendees will forget to "allow notifications" from the app when they download it to their phone. If this occurs and attendees are not receiving push notifications, there are a few ways to proceed:

Check Ventla App Settings

1. Have the attendee open the Ventla app on their device

2. Open the event

3. Select the menu icon in the top left corner

4. Swipe down to the Settings tab

5. Enable the toggle for "Allow push notifications from this event"

Check Phone Settings

1. Open the Settings app on the attendee's phone

2. Swipe down to select Notifications

3. From here you either will need to select the Ventla app or select "App notifications" to locate the Ventla app amongst their list of apps

4. Enable the toggle for notifications

White-list Ventla.io Domain

If emails from ventla.io are repeatedly ending up in your spam or junk folder, you can send the below details to your IT Department in order to improve deliverability.

Vid första användande av appen blir deltagarna ombedda att registrera sig med och verifiera sin mailadress. Detta görs genom att deltagaren först anger korrekt email (och den som är avsedd att användas av administratören) och därefter ska deltagaren skriva in den unika 4-siffriga verifieringskod som skickas till dem inom 1-2 minuter från [email protected].

Det kan hända att

Because the "My Information" details are uploaded and linked to the attendees' emails, it is essential that they join the mobile app or virtual venue with that same email.

When attendees join using a secondary email address, they may find that they cannot access the "My Information" details that are vital to them.

We recommend that you identify the email address that the attendee information was uploaded with, and ask them to re-register for the event using this email.

Ventla's enhanced chat feature makes communication simple and engaging. It supports private chats, event-wide discussions, and session-specific conversations. Participants can easily share images, videos, files, and more for seamless interaction.

Setup Note: Ensure the Chat and Discussions feature is enabled under Settings > Features & Integrations to allow participants to connect and chat with others effectively.

1:1 Chat with Participants

How to start a one-on-one chat:

1. Navigate to the Participant section of the event.

2. Search for or locate the desired participant by name, click on their profile, and start the conversation.

Note: Participants can quickly access ongoing conversations by clicking on the chat icon at the top of the screen.

Upgraded Chat Features:

• Reactions: Express emotions quickly with emoji reactions to messages.

• Block and Unblock: Maintain privacy by blocking or unblocking other users as needed.

• Media Sharing: Effortlessly share images, videos, and files in private chats.

• Push Notifications: Stay updated with instant alerts for all one-on-one messages.

Event-Level Channels for group chat

Every event includes two default Event-Level Channels: Introduce-yourself, where participants can introduce themselves and connect, and Help-desk, where they can ask event-related questions. Both channels can be renamed by the admin through the settings.

How to enable event-level group chat:

1. Go to Settings > Chat & Discussions.

2. Click on the + Create Channel option, set up the channel, and save it.

Features of event-level group chat:

• Mentions: Directly tag participants in the chat to draw their attention to specific messages.

• Mute/Unmute Channels: Users can mute or unmute specific channels based on their preferences to manage notifications effectively.

• Media Sharing: Share images, videos, and files in group discussions to facilitate collaboration.

• Push Notifications for Mentions: Receive real-time alerts when mentioned in a channel.

Admins can view and participate in event-level group chats by navigating to Settings > Chat & Discussions > Open Event Chat.

Session Chat

It is a feature for event sessions where participants discuss session-specific topics in real-time.

How to enable session chat:

1. Go to the program feature

2. Select a particular session & go to the session detail and scroll down

3. Enable the session chat for that program.

Features of session chat:

• Upvote Messages: Promote important messages or ideas by upvoting them.

• Media Sharing: Share images, videos, and files to enrich the conversation.

• Thread Replies: Enable participants to reply to specific messages, keeping the chat structured and contextually relevant.

"Watch live" chat

"Watch Live" is the main live stream accessible to all participants from the event menu. As of the latest update on January 29, 2025 (read more ), you now have the option to enable a chat for the main live stream, allowing for real-time interaction and engagement.

How to enable Watch live chat

1. In your event, navigate to the "Watch Live" module in the left-side menu. (Ensure this feature is enabled under Settings → Features & Integrations.)

2. Check the box for "Enable chat during live streaming."

3. Click Save to apply the changes.

Once enabled, participants can access the chat by selecting the chat icon at the top of the stream window when in full-screen mode.

Features of Watch live chat

• Upvote Messages: Promote important messages or ideas by upvoting them.

• Media Sharing: Share images, videos, and files to enrich the conversation.

• Thread Replies: Enable participants to reply to specific messages, keeping the chat structured and contextually relevant.

Basic Information

• Event Icon (1024 px by 1024px in PNG format)

• Name (maximum 120 characters)

• Department (optional)

• A welcome text to greet your participants

Date & Time Zone

Please provide a start and end date for your event. If you have an "evergreen" style event, please contact your Ventla representative to learn how to manage this feature.

When setting your event time zone, make sure to select the time zone of the event venue or the standard time zone for your virtual event. Choosing the wrong time zone could effect the start times of specific program items on your agenda as well as scheduled notifications.

Event Visibility

Scrolling down the page, decide on your event visibility. There are three options:

• Public - The event is available to anyone accessing the platform on the "Select an event" page. This means that anyone with access to your app will see this event appear on their list.

• Code - Participants are required to enter the code on the "Select an event" page before authorized access. This code can be included within your access link - see below for further information.

• Require tickets - You, the administrator, decide which registered email addresses should be given authorized access. This is done by assigning your participants a ticket in the Participants section of the event.

Event Access Link

To simplify the event entry process for your attendees, you can create a direct access link.

To do so, select the Code option for Visibility. You can choose to create your own code or use our built-in code generator. Check the box to "include code in the link" and simply copy the link to share with your attendees.

For further ease of access, follow the above steps and select the QR code next to your link. A QR code will be generated for you which, once scanned, will direct your attendees straight into the event.

If the link and QR code are accessed on a mobile device, the attendee will first be taken to the AppStore or Google Play to download your app. After registering, they will be redirected straight into the event.

If the link is clicked on desktop, the event will automatically open up in the virtual venue.

Location

You may select the format of this event to determine if it is in-person, virtual, hybrid, or unspecified. Enter an address for your event and choose whether you would like to display the location in a map for attendees.

Advertisement

Upload clickable advertisement banners. The banners will rotate on the , , and sections of the event on both the mobile platform and virtual venue based on an algorithm to distribute them for equal visibilty.

The "Watch Live" function, when enabled, will appear at the top of the event menu in the mobile application and Virtual Venue.

Whether you choose to stream with Ventla Live or with a third party provider, your attendees can tune in live or on-demand.

Get Started

In the Admin panel, navigate to your event Settings page. Select the Features & Integrations tab and enable the Watch Live feature.

Once enabled, Watch Live will appear in the left side menu in the Admin panel.

Set the start date and the end date for to make the stream available to your attendees.

Options Available

There are a few different streaming options available with varied levels of integration with Ventla.

Recommended Methods

Analytics

If you use RTMP or Ventla Live, we offer insights once your stream is over. Analytics are automatically available once the stream has ended.

VOD - Video on Demand

For RTMP or Ventla Live you can choose to have the stream available as a recording once the stream has ended.

Want to learn more? .

Push notfications can be sent with any of your Dialogue items including surveys, multiple choice questions, information messages, scale statements, and more. Simply select the "Send push on publish" checkbox before publishing. When publishing a push notification you can choose to send it immediately or schedule it for a specific time.

Once you have published a push notifcation, you have the option of unpublishing it. There are a few things of note:

• After unpublishing participants cannot access the dialogue item.

• You can publish the dialogue item again.

• Participant's responses will remain intact.

Notifications can be received on iOS (iPhone / iPad), Android, and in the Virtual Venue on desktop. Remind your participants to allow push notifications on their device.

Personalise Dialogue items

We want participants to feel welcomed and taken care of - and this next step in personalisation brings us closer to that goal.

You can now insert codes for first name and/or last name into headlines or descriptions of polls, information posts, or surveys. This means the participant will see their own name in the content.

If no name is saved in the participant profile, the placeholder simply renders as blank and won’t disrupt the rest of the message.

Example:

Copy

Typing curly brackets { and } varies depending on your operating system and keyboard layout. We recommend asking your preferred search engine or AI assistant something like: “How do I type curly brackets on my keyboard in my region?”

Are you looking to streamline processes? Try this bulk import feature, designed to potentially save you numerous hours of work, particularly if you are organizing larger events.

How to set them up, part 1

How to set them up, part 2

If you like to change the names of the menu and more suited for your activation type, watch the video below.

Build an icon

In the Program item Click on the icon, then the view below appears: 1. Tick the Build an icon

1. Select an icon in the library

2. Set the Foreground color

3. Set the Background color

4. Click the Save button for the icon image

5. Go back

6. Save the program item

Pre-created icons or photos

If you want to have a theme or do something a little bit different you can use photos of speakers or create icons with multi colored backgrounds in a Graphics design tool, this will make your icons stand out and have a fun twist. Just upload your prepared icons or photos to each program item and save. It is really just your imagination that will sets the limits.

Watch this clip of how to create drink tickets. We believe that this could be applicable to many other activities so feel free to use it in any preferable way

Introduction

This feature lets you check in participants for a program by scanning their QR codes when they show up at a session. It’s super handy and makes the whole process a lot smoother.

Here’s how to get it set up:

• First, go to the Program section and pick the program you want to set up.

Scavenger-style activities are a simple way to create real value for sponsors and real fun for participants. They get people moving, spark conversations at booths, and make it easy to measure engagement. In Ventla you can power these games by locking Dialog posts with Access codes. Set it up once, then let your community explore.

Important basics about Access codes

• Access codes are case-sensitive. “PassWord” is not the same as “password”.

• Codes must be re-entered each time. Posts do not stay unlocked.

To check participants in using the Ventla Check-In scanning app, you first need to invite the person who will handle check-ins as an administrator.

1. In the admin panel, click your logo in the top-left corner to go to the main page.

2. Navigate to Manage access → Create new (at the top).

Music has a unique power to bring people together. If you’re hosting an event where community is at the heart, why not let participants co-create the soundtrack? Adding a Spotify playlist to your Ventla app can build buzz before arrival, set the mood during breaks, and even keep the energy going after hours.

Imagine letting everyone add their favorite tracks to the playlist for the evening party, or sharing a curated set of songs that reflect the event’s theme. It’s an easy way to spark interaction and make people feel part of something bigger.

Here’s how to embed a Spotify playlist into Ventla:

1. Create an information post of the type “Webpage.” In the field URL to page, paste the embed link in this format:

2. Find your playlist ID on Spotify.

Introduction

The event check-in system is here to help you scan and check in participants quickly using their tickets. It keeps everything up-to-date in real time, which means managing your event will be a lot easier and more streamlined.

We've also introduced a new admin role called "Check-In Assistant." They are only allowed to check-in the participants in your event or program.

When you create or duplicate an event in Ventla Admin, you will be prompted to set the event’s date. Thirty days after the specified start date, the event’s Settings page will lock or “freeze.” This older functionality remains in place to prevent events from being reused inappropriately. If you wish to reuse an event and its content, please duplicate the original event instead.

Even though the Settings page may become inaccessible, this does not affect any other modules or features of the event, nor does it affect participant or admin access to the event itself. As long as you, as the administrator or organizer, do not need to make any changes on the Settings page or its tabs in a past or upcoming event, there is no need to unlock it.

Apple

1. Login to

2. Select "Users and Access"

Why Changes Don’t Always Appear Immediately in the Mobile App

When you make a change in the admin panel (for instance, adding a new program item or updating an information folder), it won’t show up immediately in the mobile app. Generally, the app checks our servers for updates every 5 minutes—so participants usually won’t notice any delay. By the time they reopen the app, the changes will be there.

However, if you need to see your updates right away (for example, while running a live event or testing new content), you can force refresh the app in two different ways:

1. Refresh the Content

Running an event is never just about what happens on stage. Behind the scenes, your event team is working hard to make sure everything comes together — from the first load-in and registration setup to managing activities throughout the day, and finally wrapping and offboarding once the event is over. Ventla can be just as useful for managing your internal team as it is for engaging participants.

Create a Dedicated Event Team Group

By setting up a specific group in Ventla for your internal team, you can keep all operational information in one place. Program items, schedules, and instructions can be made visible only to team members, giving them clarity without cluttering the main participant agenda.

Examples of program items for your internal team:

Technology moves at lightning speed these days, and at Ventla, we do our best to keep up. That means we’re constantly developing, updating, and sometimes fully replacing the tech behind our platform. In fact, in spring 2024, we revamped the entire framework of our mobile app to make it faster and better.

For participants, though, all this rapid progress can be a bit tricky if you haven’t used the app in a while. For instance, if you last opened it in fall 2023 and then wait until fall 2024 to update, it’s pretty likely something will break. The old version just won’t get along with the new replaced backend technology.

Officially, we support updates from the latest version going back a couple of releases. So, if the current version is 5, we’ll support updates from 4.3 (about six months old). If you’re on version 4 or older, you may have to uninstall and reinstall to jump straight to version 5.

As a tech company, we have to choose where we invest our resources. Should we spend our time making the app even better, or trying to keep ancient versions updated? We’ve decided to focus on new features and improvements. Of course, it might be a different story for a multi-billion-dollar company like Meta, which has WhatsApp, Instagram, and other massive apps with nearly unlimited resources.

If you’re running an annual event on Ventla, you might see this issue more often—especially if your participants haven’t opened the app in 8–10 months. In those cases, we recommend a clean slate: have everyone delete the old app and reinstall. Think of it as “new year, new app!”

We hope this clears things up about potential hiccups after a long break from the app. If you have any questions about this process—or about sharing this info with your participants—drop us a line at

Before you start selling and accepting registrations, you should configure all your ticket email templates (or keep the suggested, default ones).

Your registration emails are managed under Invite -> Invitation manager -> Configure emails.

For ticketed events there are 6 email templates available.

• Invitation email (when sent from Ventla)

• Invitation reminder email (can also be used as any custom email, e.g for sending out additional important event information or instructions on how to join the event)

Event surveys are one of the most powerful tools you have to learn and improve. But only if people take the time to fill them in. Here’s how to make sure they do:

1. Keep it short Your attendees are busy. A few well-chosen questions will give you far better insights than a long list no one wants to complete. Aim for 3–5 key questions, and make every one count.

2. Use easy answer formats Scales (1–5 or 1–10), sliders, and multiple choice options make it quick and effortless for participants to respond. Save the heavy thinking for one open text box at the end.

3. Focus on what matters Don’t just ask for a satisfaction score. Think about the purpose of your event. Was it to inspire, to inform, to connect? Your survey should measure how well you delivered on that promise.

4. Design for improvement, not just validation High scores look nice, but they don’t help you get better. Instead, ask questions that uncover what worked and what could be improved next time.

5. Leave space for their voice Always include an open text field. Attendees often highlight the unexpected — details you wouldn’t have thought to ask. That’s where the real gold lies.

When you input date and time data into MS Excel, there may be formatting specifications that can be mistranslated when uploaded into Ventla.

A common error can be seen in the example of "My Information" above.

To fix this error, you will need to format your MS Excel column to the "Text" category.

Resolve the auto-formatting

Keeping Your Ventla App Up to Date

Ventla continuously releases new features, improvements, and bug fixes. To ensure the best possible app experience, we recommend enabling automatic updates for the app (rather than updating manually through the App Store or Google Play).

If you want to keep automatic updates off but update a specific app manually, they need to:

1. Open the App Store.

Ventla for PowerPoint

Integrate your event Dialogue items directly into a PowerPoint presentation. Using the Ventla for PowerPoint add-in allows you to display your results to a presentation screen and to manually publish dialogue items without needing to manage them from your Admin account.

Present your Session question or Dialogue item results live to your audience. The result type will vary depending on the question type that you have selected for that item. Polls can be displayed as bar graphs or pie charts, while text feedback results can be displayed in list view or as a word cloud.

Results will always open up in a browser window. Our recommended web browser is . Always ensure that your browser is current with the latest updates to ensure a smooth user experience.

Session Questions

Select the Program tab in the left side menu. Along the top banner you will see options for Program, Evaluations, and Session Questions. Select session questions. From here, you can find and distribute the link for all items. This link can be shared with the team responsible for presenting the results on the day of the event.

Creating tickets is part of the Registration page builder. Follow the steps below.

1. In the Registration page builder, select the Tickets tab.

1. Then click the Add new ticket box.

To create a Promotion (for example; "Early Bird 10% Off" with a coupon code), follow the steps below.

1. Under Registration page builder -> Tickets, select the Promotions tab.

Speaker bios can be created in the Information section of the event. Before creating the content, create a folder to organize the information into.

Create a Folder

1. Select the "Manage folders" button on the right. Add a folder and name it "Speakers." You may also choose to pin this item.

Since the Ticket feature is so new, we have yet to gather more frequently asked questions.

Have a question? Need help? Contact us at [email protected] and we are happy to assist!

See how the sales are going! Some statistics and the transaction history is available to you under the Ticket sales tab.

Have questions? Contact [email protected]

Once you have your and published (with standard and custom questions), and set up your and you are ready to start selling tickets!

Distribute the Link to registration page (Invite -> Registration page builder -> Event details) to all invitees through Ventla (the Invitation manager) or your own preferred way (e.g Outlook).

Need a recap of the ticket/registration flow? Read more .

You'll have the ticket data (incl. a list of all transactions) available to you under the "Ticket sales" tab. Learn more .

Have questions? Contact [email protected]

Quizzes are a simple yet powerful way to bring energy into your event. They can be purely fun, giving participants a lighthearted break, or they can be knowledge-based, helping you check understanding and even certify learning. Whether you want to spark competition, reinforce key messages, or make training more interactive, quizzes are a versatile tool that add value for both organizers and participants.

How to Create a Quiz in Ventla

Building a quiz in Ventla is quick and intuitive.

1. Go into Dialogue in the admin view.

2. Create a survey consisting of multiple “Pick the correct answer” questions.

3. Decide how you want to handle answer feedback:

   • If you want the correct answer to remain a surprise until the end, do not tick the box “Give correct/incorrect feedback to participants.”

   • If you do want participants to see immediately whether they answered correctly, tick the box. Be aware that once participants have submitted their answers, you cannot make any changes to those submissions.

4. Send out the quiz with a push notification timed to fit the purpose of the activity — for example, right after a session to test knowledge, or during a break to create a fun energy boost.

5. That’s it — you now have a quiz ready to run at your event.

Once participants submit their answers, you can see who answered all questions correctly. This allows you to:

• Announce a winner in a competition setting.

• Approve participants who have successfully completed a course or training module.

Adding More Creativity

If you want to make the quiz more challenging or engaging, you can also include open-ended questions. These can be used to:

• Introduce a tiebreaker for a competition.

• Add an extra level of creativity to determine the winner.

• Gather deeper insights or reflections while still keeping the activity game-like.

Why Quizzes Work

• For fun: A quiz creates energy and excitement, giving participants a reason to lean in and engage.

• For learning: A quiz helps reinforce important content and ensures participants leave with the knowledge you want them to remember.

• For recognition: Whether it’s winning a game or completing a course, a quiz allows you to highlight achievement.

By combining ease of setup with flexibility in design, and by sending it out at just the right moment, Ventla makes it simple to bring the power of quizzes into your events.

Your event app is more than just a schedule and speaker list. Used well, it can become the go-to guide that makes the whole experience smoother, safer, and more enjoyable for every participant. Here’s how to think beyond the basics:

1. Cover the essentials Attendees want to feel prepared. Include practical information such as:

• Venue details (maps, room names, security info, accessibility support)

• Wi-Fi instructions

• Transportation options (public transport, shuttles, parking)

2. Support travelers If participants are coming from abroad, the event app can be their best travel companion. Add:

• Visa information and entry requirements

• Currency tips and common payment methods

• Electrical outlet types and voltage

• How to get around locally (metro, taxis, ride-shares, bikes)

3. Sprinkle in local flavor Make the experience memorable by sharing fun extras:

• Short phrases in the local language

• Must-see spots if they stay an extra day

• Cultural tips and do’s and don’ts

• Quirky facts about the destination that spark conversation

4. Personalize with Groups Not everyone needs the same information. Locals might care about parking, while international guests need travel advice. With Ventla’s Group logic, you can target the right content to the right people.

5. Think like a participant Step into their shoes: What would make you feel confident, comfortable, and curious? By helping people pack, plan, and prepare, you’re already improving their overall event experience before it even begins.

The Groups feature makes it possible to segment your audience based on their interests, registration responses, breakouts, teams, and more. Use this as a way to target your Program, Information, and individual Dialogue items to one or more participant groups.

Assigning groups enables the option for participants to only be able see information relevant and intended for them.

There are several ways you can create and assign participant to groups:

Ventla Invite

Have Ventla Invite automatically create and assign participants to groups based on the responses to a single choice custom question.

1. In the Admin panel, navigate to the Invite section on the left side menu.

2. Once in the registration manager, select the "registration questions" tab at the top.

3. Select "Add a question" under the custom questions heading.

4. Change your question type to "single choice (dropdown)."

Import with file

Indicate your groups within the template for Participant import.

1. Download the Participant import template

2. In the last column of the import file, name the group(s) that each attendee should be segmented into.

Manually Assign

Manually create and assign groups within the Participants section of your Admin panel.

1. Navigate to the Participants section in the left side menu of your admin panel.

2. Select the Groups tab at the top.

3. Create all of your intended groups.

4. Navigate back to the Participants tab at the top.

Customise the experience by using Hidden Groups

Groups will only be visible for participants belonging to a specific group. Therefore you can create content and hide it for all or some participants. By allocating the group to participants later on your can prepare a surprise or show activities later during your event. Watch this video to see how you can hide parts of the Program, Information and Dialogue.

A physical help desk isn’t always practical — and with Ventla, you don’t need one. By creating a virtual Help Desk inside your event app, participants can get answers quickly and discreetly through 1:1 chat. Here’s how to set it up:

1. Create a Help Desk profile Assign someone from your event team to take on this role. Create a participant profile with the name Help Desk and add an icon or picture so it’s easy to spot.

2. Add an information item

• Create an Information Item of the type Speaker

• Name it Help Desk

• Write a short description about how participants can use it to get support

• Link the item to the Help Desk participant profile

3. Organize it for easy access Add the Help Desk information item to the folder of your choice — for example, Venue & Help. This way, participants can find it instantly when they need it.

With this setup, participants can reach out directly to the Help Desk through chat in the app, saving them the hassle of finding a physical desk and letting your team support them more efficiently.

Send out push notifications and drag your particpants to the correct program item. Watch the video for instructions!

If you experience issues with the Administrative Panel or the Ventla Virtual Venue (web application), clearing your browser's cache, cookies, and site data may help resolve the problem.

Steps to Clear Site Data in Google Chrome:

1) Open the Admin Panel or Virtual Venue in a Google Chrome browser window.

2) Click the small icon next to the URL in the address bar and select Cookies and site data.

3) Click Manage on-device site data.

4) Locate any items related to Ventla in the list and click the trash icon next to each Ventla entry, then select Done.

5) Refresh the page and try again.

This process removes any stored data that might be causing issues, ensuring a smoother experience in Ventla, especially after a relase of new features and improvements.

As a speaker, you have the opportunity to make your session more interactive and engaging by using the event platform. Below are the main ways you can invite participation and what options are available. Use this as a guide when planning with your event manager.

1. Audience Questions

• Questions to you: Attendees can submit questions in advance or live during your session. You decide if you want to receive them before, during, or both.

• Your question link: You’ll receive a personal link from your event manager with all submitted questions. This makes it easy to prepare by reviewing advance questions, or to manage your own Q&A directly from the stage. You can also choose to let a moderator handle them on your behalf.

2. Polls and Live Voting

Polls let you ask your audience questions and get instant feedback. They can be sent out in advance or live from the stage.

• Control the reveal: You can choose to keep results hidden until you present them, or let the results build live as people vote.

• Visuals: Poll results are displayed in clear graphs that update in real time.

Poll Types available:

• Single choice – One answer per participant. Results shown as Bar chart or Pie chart.

• Multiple choice – Several answers per participant. Results shown as Bar chart or Pie chart.

• Text feedback – Open responses from participants. Shown as List view or Word cloud.

• Ranking – Participants rank items in order. Results shown as Bar chart.

3. Planning Your Engagement

When preparing your session, ask yourself:

• Do I want questions from the audience in advance, during, or both?

• Will I handle Q&A myself using the question link, or do I want a moderator to manage it?

• Which type of poll fits my content best?

• Do I want results revealed live or only when I choose?

Bring your ideas to the event manager and they’ll set everything up for you. You only need to focus on what works for your talk and your audience.

By making use of these tools, you’ll create more energy in the room, connect with your audience, and make your session memorable.

All 4-digit verification codes are automatically sent from [email protected]. The code is used to verify ownership of the email entered.

For any attendee not receiving the code, there are a few things they can check for:

• Make sure the correct email is entered with no typos.

• Check the spam or junk folder.

• Select the option to have Ventla manually send the code.

If you still cannot locate the code for the attendee, an Admin can look-up the code in the Admin panel.

Code Look-up

Codes can only be looked-up by Application Administrators, the highest admin level.

1. In the Admin panel, select the Users section in the left side menu.

2. Select the "Verifcation code look-up" tab at the top.

3. Enter the email, and provide the participant with their code.

No results? Check the above suggestions.

When you import a list of invitees, participants, or "My Information" you may see an import error warning. Read all about them below:

• Start by making sure you are using the correct import template provided in the Administrative panel. You can also find and download the templates here.

• If importing Invitees to Ventla Invite or Participants to the Event:

  • Make sure not to remove, replace, or reorder any headings on Row 1 of the import template.

  • First name, Last name and Email are all mandatory fields.

  • Leave any cells empty which you may not use.

• If importing "My information," make sure to not modify the Email heading in cell A1.

"Duplicate emails" error

This error message only occur when there are duplicate emails present in the import file. Please check your file for duplicates before trying again.

if you need help.

"Invalid Email(s)" Error

There are two possible reasons for the "invalid emails" error message:

• The required headings on Row 1 have been altered, reordered, changed, or removed. Make sure to follow the instructions for each .

• One or more emails have issues. Here are a few common mistakes:

  • Missing @ symbol

Check your import file before trying again.

Need additional help? .

As an organizer and administrator, you can sell tickets as part of the Ventla Invite registration flow. Getting started is a breeze, and Stripe, our payment processor, handles all payment processing smoothly and securely for you. More specifically, we use Stripe Connect and Stripe Tax.

Prerequisites

Below is what you need to get started!

Learn additional details in this Guide for Connecting Stripe to Ventla.

Overview

How it works (Step-by-step)

1. As part of building your Invite registration page, you will create different ticket types (free or paid) as well as any promotions (for example, "Early Bird 10% Off" with a "10OFF" coupon code).

1. You will then, as usual, distribute the default link to the registration page to your invitees (either through Ventla or in your own preferred way). All recipients of the registration link will be presented with the various ticket types available for purchase.

2. The buyer chooses the number of each ticket type to buy, enters an email for the receipt, and in the next step adds an email address (invitee) to each ticket. The buyer can easily and conveniently buy a ticket both for themselves and any colleagues/friends/partners in one go.

1. The buyer then completes the purchase of the selected tickets. Note: the checkout process is handled entirely by Stripe Checkout. The default payment methods include Credit Card, Apple Pay, Google Pay, and Klarna. You can control the methods yourself through your own Stripe account.

1. When the purchase is completed, a confirmation message is displayed, and an automatic email with ticket details is sent to all email addresses specified by the buyer. In this email, there is a link for each person to complete their registration (answer any standard and custom questions included in the registration, for example, name, company, if they need a hotel room, etc.).

1. When the invitee has answered all the questions in the registration form, another confirmation email is sent to the invitee, as usual.

2. Finally, as an administrator, you can quickly and easily get an overview of all invitee data, statistics and transactions of your ticket sales in the Invite module.

Have questions? Contact [email protected]

Why Do Some Participants Appear in Admin but Not in the App?

A common question from administrators is why certain participants show up in the Participants list in the admin interface but aren’t visible to others in the app. The most frequent explanation is that these participants have not entered a name in their profile. We haven’t found a good way to display just an email address in the app, as it generally doesn’t provide much value on its own.

Note: In the screenshot below, you can see the difference between a profile that includes a name and one that does not.

How to Fix This

1. Ask Participants to Complete Their Profiles Send a push notification to all participants, asking them to add at least their first and last names. Participants can access their profile by tapping the icon in the top-right corner of the event menu in the app.

2. Add Names Manually in Admin In the admin interface, open a participant’s profile, click Edit, enter their first and last name, and then click Save.

3. Use Participant Import You can also import participant data to add one or more names at once.

Your Feedback Is Welcome

If you think this process should work differently, please send your thoughts—good or bad—to [email protected]. Your feedback helps shape future product development. Thank you in advance!

To divide your administrator accounts into departments, the Ventla Team will need to enable this feature on your application license. Once enabled, you may assign administrators and events to specific departments. To add this feature to an app license, contact us.

Get Started

Departments and department admins are added and managed under the Users section. When creating a new event, you can select which department the event should belong to.

To create a new department:

1. Navigate to the Users section on the left side menu

2. Select the Departments tab at the top

3. Create your desired departments

Once your departments have been created, navigate back to the Administrators tab at the top. You may now create an event level, department level, or app level administrator.

To enable the Ticket feature in Ventla Invite, follow the steps below.

1. Create your event and make sure to enable the Invite module on your event Settings page.

2. Select the Invite module in the menu to the left.

3. In the box in the top left corner, enable tickets and select applicable currency, or, if prompted, click "Set up your stripe account" and instigate the onboarding for Stripe Connect.

Set up your Stripe account

Enable ticket sales

The same box will indicate any issues or remaining steps in the Stripe onboarding process.

Once done, you can proceed to create your tickets.

Have questions? Contact [email protected]

With ticketing we are now introducing a couple of additional columns in the Invitation manager. These are;

• Email Status

• Invitee Status

• Has ticket(s)

• Completed registration

• Ticket issued at

Have questions? Contact [email protected]

The standard application license is considered a "Container App." A container app is built and hosted within the Ventla App. Each individual licensee has a unique identifier which allows them to have a branded experience within the Ventla App.

An additional feature that we support, is converting the standard license into a White-Label application. With this license, the client will have their own separate application submitted to the App Store and Google Play Store.

The in-app experience is exactly the same, with only two main differences:

1. Instead of downloading "Ventla" in the app store, the attendee will download your branded app

2. On the Home screen of your phone, you will see your icon instead of Ventla's icon

What to Know

• The client will need an Apple Developer's License (Apple charges a fee for this)

• Ventla will need to be added to the Apple Developer's License

• Delivery of the app will take slightly longer

• Updates may take longer to be released to white-label apps

An early, well-crafted email is the fastest way to get participants to download and start using your Ventla event app. It not only drives app adoption, it also sets the tone for an engaged event community before anyone even arrives.

Why this email matters

Sending a dedicated pre-event message helps guests:

• Download and log in to the app before the event rush

• Explore the programme and start personalising their agenda

Prefer a video tutorial? .

What is Ventla Invite?

Ventla Invite is our own, fully integrated registration system. Invite includes:

Ventla makes it simple to showcase your sponsors and create opportunities for them to connect with participants. Below are the key features you can use when setting up sponsor visibility and engagement.

Sponsor Profiles

Each sponsor gets a dedicated space on the event page and in the app under Sponsors/Partners.

• Add a descriptive text about the sponsor.

During or after the event, you can export data from multiple event modules. Below, you'll find instructions for some of the export options.

Do you have any questions or need further assistance? Contact us at [email protected].

Export Dialogue Results

It's easy to add one or more Zoom links to your event in Ventla.

Like other streaming options, you can either place a Zoom link at the top of the event menu (ideal for the event's main stream) or within a specific program item (such as breakout sessions).

For the best experience, Zoom works best on a computer and is primarily suited for digital events. In the mobile app, participants are directed to the Zoom app for the optimal experience. In the web app (also known as the "virtual venue" or PWA), Zoom is fully integrated, allowing participants to join Zoom sessions directly within the Ventla platform while continuing to navigate and follow the event broadcast simultaneously.

How to add a Zoom link

The My Information section information can either be added through Ventla Invite (our registration module) or by you, the administrator. Watch this video or see detailed instructions below.

Importing Attendee-Specific Information

1. In the Admin panel, open your event and navigate to the Participants tab of the left side menu.

2. While in the Participants tab, select the "Import My Information" button at the top.

3. A pop-up will appear to enable you to download our import template.

4. Once downloaded, open the template in MS Excel.

5. Keep the "Email" heading in cell A1.

6. Replace all sample headings with your own desired headings starting from cell B1.

7. Add all attendee emails starting from A2 and proceeding down the A column.

8. Once saved and complete, navigate back to the admin panel and import your file.

Exporting Attendee-Specific Information

1. In the Admin panel, open your event and navigate to the Participants tab of the left side menu.

2. Select "Export results" and choose between CSV or Excel file.

3. A pop-up with appear with your export options.

4. Select "Only My information" and click Export.

Editing Attendee Information

To edit a single participant's information:

1. Navigate to the Participants tab of the event, find the participant your are looking to edit and select their profile.

2. In the top right corner, select Edit.

3. Scroll down to the "My information" section of the profile, update the information, and Save.

To edit multiple participant's information at once:

1. Export the "My Information" data.

2. Make your updates within MS Excel.

3. Import the information back into the Admin panel.

Deleting Attendee Information

If you wish to delete "My Information" items from one or all participants:

1. Select any attendee in the Participants section

2. In the top right corner, select Edit.

3. Scroll down to "My Information"

4. Find the specific set of data you wish to delete.

Once complete, Save your changes at the top of the page.

Rules

To turn on a gamification rule in the Rules tab, simply toggle on the rule you’d like to use. From there, you can set your point values and send out a push notification to your audience letting them know the rules of your challenge or competition and how many points they can earn.

You can activate or deactivate any rule by simply pressing the toggle to the right of the rule. You can also adjust the points at any time by pressing "Edit" next to the point number. You can set the points to any number greater than zero (0).

At any time, if you want to reset the points back to the default settings, press the “Restore Default Points” button on the top right of the page.

Rules to Activate in Ventla

• Update Participant Profile – Earn points by adding & updating profile information once you’ve activated the event

• Add Profile Picture – Earn points by uploading a profile picture to your participant profile

• Complete Participant Profile – Earn points by completing all the fields in your participant profile

• Answer Dialogue – Earn points by responding to any individual Dialogue items like one-off polls, Q&A, etc.

Leaderboard

To view and manage your attendee leaderboard, access the Leaderboard tab in the Admin panel’s Gamification section. You can view your entire leaderboard and clear the points to reset your gamification opportunities.

Ventla customers have gotten extremely creative with gamifying their experiences through networking competitions, selfie competitions, scavenger hunts, vendor competitions, and more. If you would like to learn more about using Gamification in your event, .

The Ventla self check-in feature makes it simple to keep track of who did or did not attend the event. Attendees can scan a QR-code from within the event in the iOS and Android mobile application.

Once scanned, an icon will appear in the Participants list within the Admin panel, marking the check-in time and date. This information is then available when exporting the list of all your event attendees.

Attendees will also see at the top of the event menu that they have checked-in successfully.

Prerequisites

In order to use the self check-in feature, the Ventla Team will need to enable it on the application license.

Get Started

Once added to the overall application license by Ventla, you need to enable the check-in feature for your specific events.

1. In the Admin panel, navigate to the event you would like to enable self check-in on

2. Open the Settings section on the left side menu

3. Select the Features & Integrations tab at the top

4. Scroll down to Self Check-in

You can now paste the code in a document and post it at the registration table or entrance of your event. You may also choose to show the code on a screen, tablet, or laptop.

Manual Admin Check-in

If someone is not going to use the app, or is experiencing issues, you as an administrator can:

1. In the Ventla Admin, navigate to your event's Participant section

2. Select the participant's profile

3. Click the blue Edit button in the top right corner

4. Select the checkbox to check-in.

The builder has three tabs:

• Event Details

• Registration Questions

• Preview Page

You will need to publish your registration page from the Registration Page builder before you can move on to the Invitation manager. Invitees will not be able to view your page unless you have distributed the link to register. You may also choose to Unpublish and Update your page at any time.

When using the Ventla ticketing feature with Stripe, there are several fees to be aware of:

• Stripe Transaction Fee*: Stripe charges a standard fee on all transactions, which is typically a percentage of the transaction amount plus a fixed fee. Learn more here.

• Stripe Tax Fee (if applicable): There is an additional 0.5% fee for the use of Stripe Tax, of the transaction amount, to cover the tax calculation and compliance services.

• Ventla Application Fee: On top of Stripe's fees, Ventla charges a 1% application fee, of each transaction. This fee helps cover the cost of maintaining and improving the Ventla platform.

These fees are transparently deducted from each transaction, ensuring that you always know the exact costs associated with processing payments and managing tax compliance. You can find more detailed information about Stripe's pricing on their official website .

*In Ventla, payment methods default to Credit Card, Apple Pay, Google Pay and Klarna. You can control the methods yourself through your own Stripe account.

Examples

A Swedish business sells a 1000 SEK (excl. Moms / VAT) ticket to an individual using an EU payment card.

Individual pays

Applicable fees

*The Stripe fee will vary based on several factors. 2.05% is just an example. Learn more .

Business receives

A Swedish business sells a non-taxable ticket for 1000 SEK to an individual using an EU payment card.

Individual pays

Applicable fees

*The Stripe fee will vary based on several factors. 1.68% is just an example. Learn more .

Business receives

A Swedish business sells a 1000 SEK (excl. Moms / VAT) ticket to a business in other EU country.

Business pays

Applicable fees

Business receives

Now, let's get started!

Have questions? Contact [email protected]

Configuration

Once the app has Zapier integration enabled, you can turn Zapier integration on or off per event.

This is done under “Settings” -> “Features & Integrations”.

When enabling Zapier functionality for an event you will be presented with an API key, this API key is the same for all events.

The API key is used for authenticating your Zapier Zap with Ventla. Copy this and use it while setting up your Zap.

Setting up a Zapier Zap for Ventla

1. Start by creating a new Zap on your Zapier.com subscription.

1. Click on select “Trigger” and search for “Ventla”. Click to select.

1. Select trigger event to subscribe to

In the right hand side of Zapier, select the appropriate trigger for event to subscribe to

1. On the “Account” tab click connect to enter your API key (obtain from Ventla Admin)

1. Click continue

2. Optionally test the trigger to review the triggers data fields

3. Configure the Zapier “Action” by clicking on “Action”

   1. This is defining where Zapier will send the data from Ventla

1. Continue by setting up the details of the action, here we will create a new contact in Hubspot based on the accepted invitees information.

1. Configure the account

1. Map the Ventla output data to the Hubspot input data

Here is an example on how we map the First name and Last name obtained from Ventla to the new contact record in Hubspot.

1. When done with the action configuration move ahead to test it.

2. When done with testing you can now publish your Zap. Once the Zap is published it will automatically run the configured action every time the Ventla trigger condition is applied.

Your final Zap shall look something like this:

Current trigger support and data-formats

Accepted invitation to event

Triggers in Ventla Invite when an invitee registers for an event, or when an administrator manually sets and invitee to “Accepted” status.

Data format

Have questions? Contact [email protected]

The Invitation manager is where you can manage all your invitees and their data. From here, you will also configure and send your registration emails including the invitation, reminder, and confirmation.

Get Started

Add & Import Invitees

You can leave the invitee list empty to only view those that are registering, input invitees manually, or you can choose to import a list of invitees.

When importing a list of invitees, make sure to use our and read the instructions carefully.

Configure Emails

Build each email type by selecting the "Configure Emails" button. We have three types of pre-existing email templates:

• Invitation

• Reminder

• Confirmation

The confirmation email is the only one automatically sent out whenever an invitee registers through your page. It cannot be sent manually.

Reminder emails do not always have to be used as reminders to register for the event. You may choose to re-configure this template for any type of custom email. Feel free to use any of our email tags (see below).

Email Tags

All email templates contains a set of tags within a pair of brackets that you can use to dynamically input content in your emails. Some tags can be removed while others are considered mandatory.

Send Emails

Once you have created your emails, you can begin sending them. Use the checkboxes to select one, a few, or all of your invitees. Select the blue "Send" button and select the email you would like to send.

All emails will be sent from [email protected].

Invitee Status

The status column in your invitees list indicates whether each person has:

• Accepted

• Rejected

• Opened the Invitation Email

• Clicked the Link to Register

You can change an invitee status manually between accepted and rejected by editing their invitation. See below.

Edit Invitations

You can edit invitations and invitee responses without triggering an email:

1. Navigate to the Invitation manager tab

2. Scroll to the invitee you want to edit

3. Select the dropdown to the right of the Manage button.

4. Select "Invitee Details"

2025-12-08

Meeting booking widget

We have just launched a new widget: Meeting booking.

We built it for an event with almost 600 participants, where one company met with its suppliers. More than 300 supplier participants were able to book 5 minute meetings with seven people from the company side, without chaos, double bookings, or manual coordination. It worked well, really well.

A big thank you to Julia for giving us the opportunity to develop this together!

What you can do with the Meeting Booking widget

Here is a demo page where you can try the booking flow yourself. It is designed for mobile use when linked from within Ventla, but works just as well on desktop.

How to set it up

• Add the names of the people who should be available for booking

• Add bookable rooms if needed

• Define the dates and times when bookings can be made

• Choose the meeting duration

What it looks like for participants

• A clean, up to date view of available time slots

• A 5 minute window to complete the booking

• A confirmation email with an ICS calendar file

• The ability to return to the page to view, change, or cancel their booking

What you see as an admin

• Live updated bookings

• Filter by person or room

• Print or export to XLS

• Protected participant names (we set up admin accounts for this)

Unlike previously developed widgets in Ventla, this one comes with a small additional cost, just so you know.

If you like, we would be happy to also show you the admin interface.

2025-11-28

Ventla GPT update

We have updated the instructions and guidance behind Ventla GPT to improve accuracy, relevance, and overall usefulness.

Test it out here:

What’s improved

• Significantly reduced hallucinations

• Much stronger alignment with Ventla’s functionality and workflows

• Clearer, more actionable recommendations that reflect how the platform is used in practice

What’s new

• Added inspiration from Adlerian psychology, with a focus on purpose, individual contribution, and practical behavior in event contexts

• Continued use of insights from well known authors and thinkers, now grounded more clearly in real Ventla use cases