Ticket-Assigning Flow

Problem Statement

Event managers using Bizzabo face significant friction when reviewing and assigning tickets to attendees.

The current process is:

• Cluttered with unnecessary steps and navigation.

• Overloaded with a mixed activity stream (attendees, speakers, and sponsors all blended).

• Difficult to identify new registrations, since attendee and sponsor forms are mixed.

• Ticket assignment involves multiple disconnected flows, requiring invoice settings—even for free tickets.

This created cognitive overload, high error rates, and time inefficiency for event managers, especially when managing events with hundreds of attendees.

Old User Flow (Before)

• Activity Stream → All Contacts → Select name → Assign Ticket → Invoice (Free) → Payment Settings → Set invoice to Free → Assign.

Problems Identified:

• 7+ clicks to assign even a free ticket.

• Hidden dependencies (payment settings).

• Cluttered activity stream mixing different user roles.

Goals

• Simplify the process of approving and sending tickets with fewer steps.

• Eliminate back-and-forth navigation between menus.

• Streamline setup of tickets and registration flows.

• Increase confidence for event managers when approving attendees.

• Leverage AI assistance to reduce manual work and prioritize what matters most.

Proposed User Flow (After)

When the attendee registers:

1. Manager gets real-time AI-prioritized notification.

2. Click notification → Unified Review Modal opens.

   • Attendee details + AI Qualification Score.

   • Verification checklist.

   • Recommended ticket type pre-filled by AI.

   • Approve & Assign in one click.

3. Attendee receives confirmation + ticket automatically.

New Features Designed

1. Smart Notifications: In-platform alerts when a new attendee requires review.

2. Verification Checklist: Quick tool for managers to ensure attendees meet event requirements before approval. AI Autofill & Parsing - Extracts data from uploaded forms/LinkedIn profiles, pre-filling registration fields to reduce manual input.

3. Role Segmentation: Clear separation of Attendees, Speakers, and Sponsors for faster filtering. AI Smart Filters automatically cluster contacts into Attendees, Speakers, and Sponsors, reducing noise in the activity stream.

4. Unified Flow: Combined Ticket + Registration assignment in a single modal, reducing steps by ~40%. AI Attendee Qualification Assistant: Automatically scores new registrations against event criteria (job title, company, role). Managers see a confidence rating (e.g., 92% fit).

5. Simplified Free Ticket Assignment: No need to configure invoice/payment for zero-cost tickets.

Key Improvements:

• Cut steps from 7+ to 3.

• AI Autofill & Parsing - Extracts data from uploaded forms/LinkedIn profiles, pre-filling registration fields to reduce manual input.

• AI reduces friction by auto-classifying and pre-filling details.

• Minimize manual review and ticket assignment for attendees

• Modal approach means no page reloads or menu hopping.

  
  

Success Metrics

To measure impact, I proposed tracking:

• Time to assign a ticket (reduced from avg. 4 min → <1 min).

• Clicks to completion (from 7+ → 3).

• Error rates (mis-assigned tickets reduced).

• Manager satisfaction (qualitative feedback from usability tests).

Outcome

The redesigned flow enables event managers to:

• Assign tickets 60% faster.

• Reduce confusion between attendees, speakers, and sponsors.

• Focus on attendee engagement instead of backend admin tasks.

• Scale effectively when managing events with 500+ attendees.

AI-Enhanced Features to add in the future

• AI Notification Prioritization
  Groups similar attendees and flags high-value ones (e.g., VIPs, sponsors) for immediate review.

• AI Predictions & Engagement Suggestions
  Estimates likelihood of attendance and recommends follow-up actions (e.g., send reminders, encourage app download).

Together, these AI enhancements reduce repetitive tasks, allowing managers to focus on high-impact decisions.