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Event Management Portal

Event Management Portal is a powerful platform designed for USA Client to manage seminars and streamline the entire sales process from start to finish. It allows users to organize seminar events, track lead RSVPs, manage attendee check-ins, and engage directly with potential customers. Suppose an attendee shows interest in making a purchase. In that case, users can process applications, assist with product selection, collect digital signatures through integrated e-signature solutions like DocuSign, and securely handle payment transactions with Forte payment service provider — all within the app. The portal helps ensure that every lead is effectively managed and provides a smooth journey from initial interest to final sale, making it easier to boost sales, improve customer experience, and maximize event success

Service Offered

Conceptualization, Design, Development, deployment, and maintenance.

Client Requirement

A client from the insurance and financial services sector approached Black Kite Technologies with the goal of digitizing and streamlining their seminar-based sales process. Traditionally, their agents were managing seminars manually — tracking RSVPs on spreadsheets, checking in attendees on paper, and handling applications and payments through separate channels. This led to inefficiencies, delayed follow-ups, and missed sales opportunities.

They also emphasized the need for integration with their internal tools like LMS (Learning Management System) and Compass, to ensure a smooth data flow and eliminate duplicate entry. Their primary objective was to empower field agents with a tool that simplified operations while improving lead conversion rates during seminars and live events.

Black Kite Technologies took this opportunity to craft a scalable and intuitive solution — which ultimately became the Event Management Portal.

Features and Functionalities

Key features designed to maximize usability, efficiency, and user satisfaction.

Event Management
Manage Seminars
Organize and oversee seminar events, view attendee lists, and monitor engagement effortlessly.
Lead RSVP Tracking
Capture and manage RSVPs efficiently, ensuring agents have clear visibility of potential attendees and their status.
Check-in Management
Easily check-in leads at the event, updating attendance records in real time.
Lead Processing
Engage with interested attendees immediately by processing their applications directly through the app.
Document Signing (DocuSign Integration)
Securely manage digital signatures for agreements and paperwork, speeding up the application process.
Payment Gateway Integration
Handling in-app payments securely, ensuring compliance with payment standards while keeping the process simple for users.
Payment Processing
Accept and process payments within the app, providing a quick and hassle-free purchase experience.
Sales Conversion
Convert leads into customers smoothly with integrated workflows, tracking each step from interest to confirmed purchase.

Technical Specifications

Java
Angular
Angular
MS SQL
Forte payment
Forte Payment

Challenges

  • One of the biggest challenges was ensuring real-time data synchronization across all stages of the seminar — including RSVP updates, check-ins, and lead status changes. Since multiple agents could be operating simultaneously from different locations or devices during live events, it was critical to prevent data conflicts, delays, or loss. This required implementing a robust architecture with efficient background syncing and conflict resolution mechanisms to ensure a smooth and consistent user experience.
  • Another significant challenge was integrating the portal with the client’s existing systems like the Learning Management System (LMS) and Compass, which were used for agent training, performance tracking, and internal reporting. These systems had different data structures and limited API documentation, making integration complex. Ensuring accurate and secure data exchange between the Event Management Portal and these platforms, while maintaining system performance, required custom API connectors, thorough testing, and close collaboration with the client’s IT team.

Solutions

  • To address the client’s challenges and streamline their seminar operations, Black Kite Technologies developed a custom web-based solution named the Event Management Portal. This all-in-one platform was designed to digitize the entire seminar workflow, empowering agents to manage everything from pre-event registrations to final sales conversions—all from a single, user-friendly interface.

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