Administrator's Guide to Setting Up Your MATE Account
General Account Settings
Creating and changing users
Roles and permissions
App branding & App settings
The event tags
Event overview page
Create and edit customised templates for email & websites
Configuration of a printer
Print labels for name badges
Quickstart - Create your MATE Complete event quickly
Event status – Draft, Active and Archived Events
The event overview
The field of action
The preview for creating e-mails or web pages
Using the correct image sizes
The search function
Email and Domain Setup
Create a new email address as sender in the account settings
Creation of a new webpage domain
Managing email addresses
Creating multiple sender email addresses and website domains
Service hours, Data Protection and IT Security
Create Events and Guests
Create a new event
Create and edit attributes
Default attribute values
Create guests manually
The Guest import with Excel
Create guest categories (segmentation)
Insert links for virtual meetings into e-mails (module: virtual event)
The email types
The Email template LA LUNA
The email templates
Creating an invitation email using the template Modern
The Guest salutation
The Wallet-/ Passbook ticket
The salutation assistent
Use your own form of address
The Email Log
Basics for the successful delivery of e-mails
Send a test e-mail
Root attributes in the guest list
Registration Page and Virtual Event Platform
Templates for your webpage
The registration form
Show and hide form fields
Enter accompanying persons
Colors and Design
Contents and modules
The Event Reception - the feature for virtual and hybrid events
Linking/Disconnection MATE with Zoom
Publish events on your own website with the event overview page
Invitation and Event Management
The invitation- and ticket code
Sending emails (email dispatch wizard)
The Dashboard for your event
Postponing/ Cancelling of events
The confirmation status of your guests
Evaluate and export the KPI´s of your event
Edit guest information and change the status manually
Create and change accompanying persons with the guest
Individual limitation of accompanying persons
The timely filtering of acceptances and declines
Tracking of email opening rates
Check-in via batch function (multiple selection)
The guest source: an indicator of success for your communication
On site / The Check-In App
The MATE App
The check-In of companions
The print settings
Setting up a printer setup
Possible solutions for troubleshooting during the on-site check-in
Tips & Tricks
The use of placeholders outside the HTML-Editor
CSS & Java Scripts for website customisation
The reduction of the spam probability of my emails
Pictures from my email are not displayed (correctly)
Customize headlines and text with HTML
Duplicate event and use as template
Duplicating e-mails and save time
Insert stock photos into emails
Create E-mail invitation for a series of events
Best Practice: Attendance documentation with MATE
MATE 2.0 Roadmap
How can I filter acceptances and declines by time?
How can I postpone an event?
How can I cancel an event?
How can I change the user language?
How can I sign up for the MATE Newsletter?
How can I give feedback on MATE?
Which products (licenses) can I purchase?
Email configuration and sending
How do I create a new email address as sender in my account?
How can I create multiple sender email addresses and website domains within one account?
Why do my emails not reach the customer?
How can I reduce the spam probability of my emails?
Why are pictures from my email not (correctly) displayed?
Why can I not save my changes to the website?
How can form fields be shown and hidden (checkbox, dropdown, radio button)?
How can I edit the display of the date in the countdown (website)?
How can I edit the color settings of the countdown?
How do I set up a new website domain?
MATE Setup and Check-In
How do I put a setup into operation?
Which printers can I use at check-in?
How can I undo a Check-In?
Data protection and security
Why do I have to include my imprint and privacy statement on MATE's emails and websites?
Questions about security & data protection
How is DSGVO conformity ensured with MATE?
How can I send information automatically to the guests by e-mail?
Updates & Training
Table of Contents
Updated by Oliver Edwards
How the IHK Würzburg-Schweinfurt opens again thanks to visitor registration.
Chambers of Commerce and offices, but also larger and smaller companies, have certainly not had an easy time of it over the past months. Their important work is very closely linked to personal contact - something that was not possible due to various regulations for the containment of the coronavirus SARS-CoV-2. Until now! The MATE visitor registration helps the IHK Würzburg-Schweinfurt to reopen its doors for visitors.
The creation of security and hygiene concepts is an important topic at the moment, not only for events of all kinds. Also for public institutions, such as chambers of commerce, very special regulations for contact with visitors must be observed. One of these regulations is the "...obligation to keep a record of attendance with information on contact tracking of guests and service recipients...". (Source: Berlin Senate Chancellery).
The institutions concerned are free to decide how they implement this documentation in practice: analogue or digital. It is advisable to use a digital solution. This has numerous - not inconsiderable - advantages:
- Datenschutz: Im Gegensatz zu einer öffentlich vorliegenden, analogen Liste, kann der Zugriff auf die digitalen Informationen kontrolliert und eingeschränkt werden.
- Datenspeicherung: Digitale Informationen können sicher abgespeichert werden, analoge Listen können verloren gehen, verlegt oder gar entwendet werden.
- Datenfilterung: Digitale Informationen lassen sich schnell und unkompliziert nach gewünschten Attributen filtern und/oder sortieren.
- Datenveröffentlichung: Die Daten können direkt und digital mit Behörden geteilt und veröffentlicht werden.
So, if an outbreak of corona can be traced back to a specific source, it is possible with just a few clicks to immediately determine who was in which areas on that day.
The IHK Würzburg-Schweinfurt has also opted for a digital solution and kindly shared its experience.
Registration form as attendance documentation
MATE's registration form can be used in many different ways, so you can easily record your visitors by simply customizing the form to serve as detailed attendance documentation.
With QR code, all visitors are thus directed directly to the registration form of the IHK Würzburg-Schweinfurt. Here, all data necessary to trace chains of infection can be stored. Thus it is always clear who is where and when.
To inform visitors about this possibility, the IHK Würzburg-Schweinfurt has created an information sheet. Documents like this can be sent to visitors or participants without any problems via the MATE communication tools. To ensure that everyone has received and read this information, the opening rates of the e-mail can be tracked.
Web Administrator CMS und Design
Bonus Feature: Live visitor tracking
With MATE you always know who is in the house or the venue at the moment. Thanks to our sophisticated check-in system*, live tracking is possible at any time. This is particularly important for controlling visitor flows and maintaining an overview.
*This feature is currently not yet used by the IHK Würzburg-Schweinfurt, but is available to all MATE customers.
Through digital visitor management by MATE, the regulations of the federal states regarding the reception of visitors can be complied with. Visitor data is documented and can be retrieved at any time, while all data protection regulations are observed. If you are interested in our system, please contact us at any time.