A look into our meeting platform's redesign to help you manage group participants and market an event seamlessly, all with one easy-to-use solution.
From the beginning, GruupMeet focused on building the best solutions for planners to effectively and efficiently manage critical corporate and incentive meeting logistics. Today, planning teams are fragmented as they work and share data across email, Excel spreadsheets and a number of disconnected tools where flights, registration, housing, check-in and other data about meetings are deposited. The result has led to experiences that are often ineffective and frustrating for teams, and respectively not relevant or convenient for participants. We’ve made it easy to keep teams connected so companies can provide more personalized service and support to attendees within one easy-to-use solution. We redesigned our tool to offer a more streamlined and integrated experience when executing on-site logistics and guest management.
Building the type of solution that fits within workflows of multi company teams that rely on each other to successfully manage and share data means understanding the overall experience. Today, this requires an incredible amount of sophistication, beginning with determining how to acquire this data, gathering insights from customers about fragmented services, and then formulating a strategy that works to meet the needs of all parties involved.
We believe that meeting technology should automate critical manual tasks to help with the delivery of results, not involve an additional step, training or process to further complicate logistics. We have focused on priorities that fit within the way customers want to work - not based on legacy systems.
We've spent the last 6 months building a beautifully redesigned and easy-to-use solution for seamless meeting execution. We've worked with some of industry’s top planning and destination management companies alike, learning and iterating along the way to build one amazing platform for teams to manage group participants and market an event seamlessly.
A simple way to keep planning teams connected.
We knew that in order to simplify logistics, we needed to start with an interface to easily invite and share information, files, events and text or chat replies from participants with collaborating teams. Our planning calendar and dashboard for teams includes the ability to upload and share files and PDFs internally. You can add and edit settings for various roles or dashboard viewing permissions.
Within one dashboard, our solution unifies important on-site logistics updates, files, schedules and features messages from participants, keeping everyone informed at all times. Planning teams can even take action to communicate and offer support to participants from within the application.
A straightforward way to reach and engage guests.
Effective communication is a key component of successful meeting logistics. For years, we’ve seen organizations communicate with participants in a robotic fashion. Attendees today want to feel like you are speaking to them personally, at the right time. They want communications that are more relevant and less interruptive.
Our new messaging features serve to conveniently reach participants and feature your meeting or event services brand. Messaging is automated based on specific actions and personalized for each participant, or manual for on-demand notifications.
We first started with the messaging channel that everyone knows best: email. Email remains one of the only mediums of communication that is cross channel and accessible on any device. We wanted to ensure auto emails made it to participant’s inbox (past the SPAM filter without the need for additional steps, passwords or setup), and for the experience to be incredibly straightforward, with a minimal interface that simplifies the complexities of email marketing. Most existing event and meeting technologies have failed to focus in this key area. (Take a look at your SPAM folder for more insight). Our tool works seamlessly with your business email so that you receive replies directly in your inbox.
Using two-way texting for faster, better communication.
Next, we focused on manual and automated two-way texting for a conversational and personal experience unlike SMS blasts and Nextel two-way radios. 98% of text messages are opened as compared to 14% of calls, 18% of returned voice messages and 20% of emails. Millennials have created a texting addiction and trend. We wanted to help organizations capitalize on this form of communication to save planners additional times and money. So that teams know what’s going on, we featured replies from attendees within the Planner’s Dashboard so that on-site managers could easily provide support and more personalized service. Planners can respond to messages in a chat-like form from within the Planner’s Dashboard. We also created four automatic messages that can be customized and tailored for each meeting. The automatic notifications include a pre-meeting message, an arrival message, a “during meeting” message, and an automated departure notice. While there are many solutions for communication, we made the decision to build a solution within our platform so that we can easily tailor or help planners with custom experiences. GruupMeet has custom integrations with Twilio and SendGrid to help leverage the best technology for additional security and assurance.
A unified experience, accessible across device types.
With the rise of mobile, the industry has flocked to event and meeting apps. But, the vast majority of people spend their time using just a few messaging apps so engagement has adoption have been key challenges. We have evaluated and tried various solutions, including mobile apps in the past (they are still in App Store's, in fact). We decided to create a “hybrid” solution for a more streamlined and integrated experience for teams. We have plans to further address mobile apps, and are working to help lead the way! Below is a brief recorded demo of what we have built today:
We're happy to share prerecorded or live demo. We always look forward to learning insights through conversations with customers so we're are happy and committed to helping as best we can. We also offer a free trial meeting. We look forward to helping you keep your teams connected!