Questions & Answers


Your most frequently asked eyevip questions


General

What is eyevip?
eyevip is a fully online event management software that accompanies you before, during and after your event. eyevip is a simple and intuitive tool for everyone. Whether you are an event or marketing manager, a personal assistant to the CEO or organizer – eyevip enables you not only save costs and time but also your nerves. eyevip brings back the fun in event management.
How long has eyevip been in business?
Originally, eyevip was born out of tailor-made, individual solutions for the handling of Switzerland's OrangeCinema’s 2007 VIP events.

Since, eyevip has been developed by .eyecatcher AG, an individual software solutions specialist dating back to 1998. In 2016, eyevip became a completely independent organization.

eyevip has been successfully implemented and put into operation by a range of diverse clients showcasing hundreds of events, thousands of invitations and numerous users. We expanded our expertise in 2013 to program the solution from scratch, eyevip’s software has highlighted the latest security standards, simplest usability, state-of-the-art infrastructure and modular extensibility.
How does eyevip work?
Our tool is entirely online, enabling you to access it anywhere at any time via a web browser. Upon creating an eyevip account, you can then log into your account via our login page and, once you are logged in, start using our software tool. At this time we do not offer a version of our tool that you can download and install locally on your own computer.
How can I test eyevip?
The fastest and easiest way to test eyevip is by visiting our website. Our demo event enables you to test the registration process and experience first-hand how to simple it is to send invites to your guests. Alternatively, you may can get in touch with us and set-up a live demo via screen sharing.
Is there anything I need to download to use eyevip?
Our application is completely online with no aditional installations or downloads necessary. All you need is a device with an up-to-date web browser and a connection to the Internet.
How can I create an account with eyevip?
In order to use eyevip, you will need a license. To do so, please get in touch with us. Please call us at +41 43 499 29 19 or send us an e-mail at hello@eyevip.ch.
How quickly can you get services up and running – my event is very soon?
eyevip is available for you almost at the touch of a button. Depending on the complexity and requirements, our event management software can be made ready for you in just a few minutes.
Our events are all about meeting people in person – why should we use online technology?
eyevip doesn’t replace meeting people in person. What eyevip does is facilitate this event to happen in person. Our system allows you to plan and get more from your event.

Pricing

How do your packages and pricing work?
eyevip offers various licencing models. To understand the different options available to you please visit our website. Depending on the requirements, we also offer tailor-made licensing packages that enable you to be even more flexible.
We are a small company that only organizes only a few events – is it suitable for us?
Absolutely. eyevip services are fully supported and modular, making us not only suitable for large orgaizations but also for smaller event organisers / agencies who want a fast, simple and very cost effective solutions. You only pay for what you need.
What additional costs are there?
Our event registration tool is modular in design and allows for individual function upgrades. You pay only what you need.

For more information regarding our add-on's please visit our website.
How can I get the eyevip add-on's? What is the pricing model for this?
We enjoy working closely together with our clients. If you have any questions regarding eyevip add-on's or how these work, please do not hesitate to get in touch with us directly. We would be happy to consult you.

Alternatively, you can find more information on our website.
What are the minimum contract terms? How can I cancel my contract?
If you use eyevip for 10 events per year, or if you obtain a license for an unlimited number of events per year, you have a minimum contract term of 1 year. The annual license may be terminated in writing with a notice period of two months before expiration or renewal at the end of the month. Without notice, the license is automatically renewed for another year.
How can eyevip help me increase my ROE (Return on Event)?
eyevip’s event management software is designed to improve your event by increasing attendance, streamlining labor-intensive processes, and decreasing costs with a range of powerful event management and e-mail tools. Through eyevip, users can customize every aspect of the communication process with personalized and targeted emails and landing pages, all the while eliminating tedious spreadsheets. We enable automatic invitation reminders to guests that have not yet replied to drive a second or third round of responses. Overall, eyevip not only decreases costs by substituting printing and postage fees with electronic messaging, but also delivers statistics in real-time to quantify return on investment and prove success to stakeholders by instantly showing event results. eyevip clients have seen immediate results to both their top and bottom lines.

Security & Data Protection (GDPR)

GDPR – what is it?
GDPR or stands for General Data Protection Regulation. Thanks to this new Data Protection Act, in effect as of May 25, 2018 in all EU member states, companies that process personal data hold greater responsibility (more information here).
Does the GDPR affect me as a company based outside of the EU?
Basically, the General Data Protection Regulation applies to all companies that are based in the EU. However, in the following cases you are also subject to this new regulation with an office outside the EU:
  • You have a branch located within the EU
  • You process personal data of EU citizens (natural persons) that reside in the EU
My events only take place within Switzerland. Does the GDPR affect me anyway?
The GDPR concerns you, if you invite a private person, for example from Germany or France, to your event in Switzerland. In this case you process the data of these respective individuals which means that yes, you are definitely accountable for the new data protection laws.
What is considered personal data?
Personal data includes all general information referring to who you are, your current situation, including data stemming from your personal life, appearance or behavior, health and workplace:
  • Date of Birth
  • E-Mail-Address
  • Civil Status
  • Address
  • Account Data
  • Political Opinion
  • Religion
  • IP Address
  • Browser Cookies
  • Photos
  • Hair Color
  • Height / Weight
  • Medical History
  • Fitness Statistics
  • Time Recording
  • Wage
  • Testimonies
Do I need a consent to the data processing of my guests?
Yes, absolutely. If within your invitations you ask your guests for additional information – including info on flight bookings, hotel accommodation, program participation or car rentals – you will need the consent of your guests. It is particularly important that you inform your guests upfront about which data will be processed and for what purpose. eyevip enables you to link to your own privacy policy directly within the registration form.
Which data can I ask for and what is inadvisable?
Basically, you should only ask for the information that is directly relevant and required in the context of your guest management. Of course that's not always easy - sometimes allergies, disabilities or religion can play a role and enable you to plan your event accordingly (i.e. menu selection, barrier-free access, prayer rooms, etc.). The ground rule here being: less is more.
Do my guests have the right to opt-out?
Absolutely. Within eyevip, checkboxes for the opt-out rule are included as standard in every template so that your guests can easily unsubscribe from your communication. It works just like your newsletter communication, which you probably already do outside of eyevip.
How is my account information protected?
We place high importance on data protection and data security.You control which data is stored in eyevip. Both your data and the data of your guests remain in Switzerland and will not be passed on to third parties. All data is encrypted on Finma-compliant infrastructures (ISO-27001) in Switzerland. Upon request, customer accounts can be hosted exclusively on EU servers.
What happens if your system goes down?
Since eyevip’s inception, we have had 99.95% uptime with the aim of achieving a 98.98%. To compare that’s on par with other large platforms like Facebook, Twitter, and Netflix. However, like any web-based system, if you cannot connect to the internet or if we are down for a short period of time, you will not be able to access your data during that period.
What about security and where is my data stored?
Our servers are located in two geo-redundant Finma-compliant ISO-27001 data centers in Switzerland. Due to our respective clients in the insurance and banking industries we regularly conduct security assessments (independent safety assessments) and pen reviews (software security checks). On request, we can also set up eyevip on a server within the EU.

Support

Will I be charged for additional support?
Depending on your licensing model, support is already included in your annual fee. Should support not be included in your licensing model, we offer various support packages.

Our standard support packages include the following services:
  • Conception
  • Design
  • Programming (change requests, small new developments)
  • All senior level, on an hourly basis
  • First-, Second- und Third-Level Support
    (9:00 am - 5:00 pm, on working days in Zürich)

Support packages expire as soon as credit has been depleted. There is no automatic extension.

For more details please get in touch.
Does eyevip offer customer service?
Absolutely. Depending on your support package you can get in touch with us at support@eyevip.ch. We generally are able to process your request within a couple of hours. We are available 5 days a week from 9:00 am to 5:00 pm.

Should you need additional support, we can set-up a Service Level Agreement (SLA). Please feel free to get in touch with us to arrange a contract suited to your needs.
We don’t have any internal IT resources or hardware?
That’s fine, the eyevip's software does not require any hardware or any technical resources (other than your own computer) to use our tool as we provide full hosting and support.
How does eyevip help my job as an organizer?
eyevip is designed to make your life easier. eyevip is a real organizational talent that answers all your needs before, during and after your event. eyevip enables more efficient processes, minimizing total expenses for the organizer. In addition eyevip is fully online, saving you time and money. Through a personalized registration process, you can even create a significant emotional value for your guests.

Statistics & Reports

How can I view event statistics and reports?
Simple. As soon as you have logged into eyevip, you are given an overview of all your events and respective statistics. Should you need more detailed information regarding a specific event, you can find this by clicking on the respective event. Here you can see further statistics in regard to the number of guests invited, who has confirmed or declined the invitation, and who you should send an invite reminder to. Everything in one location, in real-time.
Can we export data and in what format?
Yes. You can bulk import and export Microsoft Excel guest list templates directly to and from eyevip. Additionally, you can easily download data regarding your final guest list to store locally or for future use.

Guests & Invitations

What is Online Registration?
Online registration is fast and uncomplicated.

You’d like to offer your guests a registration process that is safe, fast, and uncomplicated? You’d like to reduce costs for postal invites and not have to coordinate with various service providers? If possible, you’d even like to do without the paper work and rather be part of today’s digital world?
You want to provide your guests with state-of-the-art communication capabilities and make your event accessible to all devices?

All this and more is achievable with eyevip’s online registration process. eyevip's dynamic registration allows for a targeted, personalized experience for every guest. Create customized emails and allow guests to feel instantly welcomed through personalized settings.
Can I import my existing data into my eyevip account?
Sure. Enter the data of your selected guests into the provided Microsoft Excel template and upload and transmit the guest list to the invitation tool.
When do I use manual registration?
Guests who have been invited but have not RSVP'd can be retrieved at the time of the event. Through the check-in app, guests can also be manually added. All you need is access to the internet and access to your eyevip account.
Can I also invite my guest by mail?
How you choose to invite your guests is up to you. Should you choose to invite guests by mail, a personal code can be provided that leads directly to your landing page. Design the invitation process however you’d like. We are happy to help.
How can guests register for my event?
With eyevip ‘s online invitation tool you can send electronic invitations in just a few simple steps.

Once guests have recieved your invitation, they can easily register online.

How you choose to invite your guests is up to you. Should you choose to invite guests by mail, a personal code can be provided that leads directly to your landing page. Design the invitation process however you’d like. We are happy to help.
How can guests register for my event?
Thanks to eyevip you can send out electronic invites in just a few simple steps.

Each guest receives his/her personalised invitation that includes a personalized, pre-filled registration form where additional information can be provided.

After the form has been filled out and sent off by the guest, the guest will be sent to a landing page with additional information alongside an automatic personalized registration confirmation with all event details.

It's that simple.
When is the best time to send an e-mail?​
In our experience and largely also backed by what others' have experienced - it really depends.

However, if you send your invitation on a Tuesday at 10:00 am you will likely be more successful with the most e-mails opened compared to any other day or time of the week.

Users

Can other people or employees edit my event?
Through individualized adjustments, users only see what they are authorized to see. More specifically users are only granted access to edit, create, or delete areas within the event where accessibility has been permitted.

To simplify and allow for greater usability, it is recommended that user rights be organized according to responsibilities, functions, and competencies within your organization.

CI / CD

Can I change emails and landing pages to match my corporate identity and design?
Absolutely. eyevip’s event management software allows you to create customizable and flexible e-mails and landing pages that match your CI / CD.

Regardless of whether you need our full design services to match your CI / CD or are simply looking for minor adjustments - we can help.

Please get in touch with us directly. We are happy to help.

Compatibility

Can I access my eyevip account on my tablet or smartphone?
At this time eyevip is a desktop application. However, all e-mails and landing pages are mobile-responsive so you can use it via the web browser on your tablet or even smartphone. This allows your guests to easily respond to your invite whether they are at home or on the go.
Which browsers are supported by eyevip?
We are continuously testing eyevip to ensure that our tool is optimized and functional for the most current browser versions. eyevip is compatible with the following browser versions: Internet Explorer 11, Firefox 26.0, Safari 5.2, Chrome 40.0, Opera 12.2.