What format is the ExpoTrack database in?
ExpoTrack stores all data in a Microsoft SQL Server 2000 database. This is a fully relational industry standard (ODBC) database format. ExpoTrack has its own integrated reporting module for all your reporting needs but the ExpoTrack database can also be queried using standard SQL queries or third party reporting tools.

We already have an existing contact database for our event(s). Can it be imported into ExpoTrack?
In virtually all cases, the answer is yes. We can import existing records from most standard applications, including other common database programs, spreadsheet files or text files. The effort required will vary depending on the format and structure of your existing data. In most cases, we can import your existing data at no charge. In other cases, depending on the size and complexity of your data, an additional fee may be charged.

How does ExpoTrack's internet based online registration system work?
As an ExpoTrack owner/user, you can offer online registration forms to your event audience using the ExpoTrack servers. These state-of-the-art internet servers are maintained around the clock by our technical staff specifically to host the registration forms for the events you create with your ExpoTrack software. Based on the event information you set-up in your ExpoTrack application, we take care of programming the online forms required for your events and provide toll-free helpdesk support to you and your event registrants throughout Canada and the continental USA. When people register online for your event, you receive email notification and you can then download the registrant data directly into a preview window in your ExpoTrack software application. ExpoTrack's built-in automated download system allows you to fully preview and modify each registrant's online form data (if necessary) before adding it to the event database. In addition, pre-existing contacts in your contact database can benefit from a streamlined online registration process by having their registration forms partially completed for them when registering. Registrant data can be downloaded on demand from the ExpoTrack servers 24 hours a day. Your ExpoTrack software keeps track of which registrants have already been downloaded and as an added security measure, the ExpoTrack server also stores a backup copy of each registrant form received during the life of your event.

Can we customize event registration forms?
Absolutely. We've been doing events long enough to know that no two are alike and that is precisely the limitation of other online registration services that offer "cookie-cutter" solutions with limited choices of form fields, designs, backgrounds, etc. Your registration form will be fully customized for your event based exactly on the parameters you set up in your ExpoTrack application. In fact, the form choices are derived directly from the ExpoTrack database, allowing you total conrol over your online forms. Let's just say that so far, nobody (and we mean nobody) has been able to stump us when it comes to registration forms. Some examples: "We want to be able to register multiple delegates but pay for all of them with one credit card" or "We need to offer the registration form in three languages" or "We need to allow an automatic discount when registering more than five delegates from the same organization" or " We need to offer a system where if you register for Session A and Session B, your entitled to a free ticket to the gala dinner" or "we need different hotel accommodation options to appear depending on the type of registrant".

Do the Registration Forms have to be hosted on the ExpoTrack server?
Yes, and for highly practical reasons. In order to deliver the level of service, reliability and support that you need, we control your forms programming. Please note that we ensure absolutely seamless integration of your event form(s) into your event website.

Can you host our entire event web site?
Yes. Call us. We have some outstanding web designers on staff and if you are an ExpoTrack user that needs a presence on the web, we'll make sure that your event site looks great!

How does online payment work?
When using online registration, you can accept credit card payment for your events over the internet as part of your online registration system. With online payment, credit card data entered by your online registrants is processed in real time and deposited into the bank account you designate. In addition to vastly improved efficiency, secure online payment is simple to use, improves cashflow, and allows you to accept payment without incurring the liability of storing credit card information. Event registrants receive immediate payment confirmation and an automated follow-up email with a unique transaction ID number issued by the accepting financial institution. You can access your account online at any time (just like online banking) in order to reconcile payments received, issue refunds online, or process offline credit card transactions.

How long does it take to set up an online e-commerce account?
The time required to establish an online merchant account will vary depending on your bank. Typically, you should allow at least two to four weeks.

What is the process for setting up online payment with direct deposit to our bank account?
That depends on where you are located, which financial institution you bank with and which carrier you choose to handle the transactions. ExpoTrack has agreements in place with many leading third party e-payment processing companies. Getting your account set up is as easy as completing a simple application form.

Can your system handle traditional payment methods as well?
Yes, almost all clients who offer online payment also offer their registration audience traditional payment methods like check or money order or bank transfer as well. Registrants who opt for traditional payment methods can still complete the online registration forms, but send payment by regular mail. The ExpoTrack system captures the registrant's form data for you to download and approve once traditional payment is received and processed.

Is the online registration system secure?
Yes, ExpoTrack's online registration sites offer advanced security with industry standard private key encryption (PKI) and secure sockets layer (SSL) technology that is guaranteed by independent certification authorites including Equifax, Verisign, GeoTrust and Entrust. Without this technology, the banks and credit card companies simply would not do business with us!

Does ExpoTrack automate the process of creating registration confirmation letters and other event correspondence?
Yes. Confirmation of registration is a fully automated feature of ExpoTrack which sends a personalized message to each registrant upon approval. More importantly, ExpoTrack features a powerful integrated email center that can be used to automate correspondence with all event contacts or any subset of contacts in the ExpoTrack database. This means you can easily create unlimited custom message templates with virtually unlimited personalized messaging capabilities and automated merge features from the database.

Do we need to have our own internet web server, mail server or web site in order to use ExpoTrack's online capabilites?
No. ExpoTrack's online registration and built-in email center rely entirely on ExpoTrack's state-of-the art internet server infrastructure. In fact, one of the key advantages of ExpoTrack is that you do not need to make any additional investment in internet technology in order to take advantage of ExpoTrack's powerful internet resources!

Does ExpoTrack print badges?
Yes. ExpoTrack has a fully integrated badge printing system that allows badges to be batch printed in advance of your event or printed onsite on demand using a variety of popular badge formats. If necessary, we can customize the badge templates to meet your requirements.

Do you provide training?
The ExpoTrack license fee includes a comprehensive user manual and onsite installation and one day of training (or equivalent half days) for up to ten users at no additional charge anywhere in Canada or the continental United States. Additional fees may apply for remote areas not serviced by international airlines and for onsite training provided outside Canada and the USA. Online training is available worldwide via the internet using our terminal server.

Can ExpoTrack be used onsite at our event?
Yes. ExpoTrack can easily be used for onsite registration, payment, and badge printing. Clients routinely use it to power both onsite self-registration terminals and staffed registration desk terminals to process attendees and register walk-ins. ExpoTrack's integrated event "check-in" feature allows you to record actual vs paid attendance and we can integrate bar-coding and smart-card technologies for use with exhibitor lead retrieval systems.

We have a relatively small annual event and we simply cannot justify paying the ExpoTrack license fee for our event. Is there any way we can use ExpoTrack without buying the software license?
Yes. ExpoTrack is available as an application service, allowing you to use a fully functional version of the ExpoTrack software entirely online. We will provide your organization with a thin client software package that will let you access your own version of the ExpoTrack software via the internet. You will pay an event setup fee and a fee per registrant. Please call for details.

What is your technical support and upgrade policy?
ExpoTrack owners are entitled to unlimited technical support for up to one year. Please call our help desk at (613) 744-8454 or toll free in North America at 1-877-277-4590. The current release of ExpoTrack is version 2.1. Interim service releases (pre 3.0) are provided to all users at no charge when they become available. Major upgrades are offered to existing users for a reasonable fee.

Is ExpoTrack available in foreign language editions?
The ExpoTrack software is currently only available in English. However, we can provide online registration forms for your event audience in most major languages.

Does ExpoTrack handle foreign currencies?
ExpoTrack currently handles any decimal currency including US dollars, Canadian dollars, Australian dollars, Sterling and Euros.