Organizing events can feel overwhelming, especially when managing large departments and ensuring fair participation. Tel Aviv-Yafo Municipality’s HR team ran into these challenges while preparing for a Health Day Conference, an event focused on promoting employee wellness through workshops, activities, and informative sessions.
The registration process, quota management, and communication with attendees had become clunky and time-consuming. Polyeda transforms through a backend automation a simple form builder into a powerful CRM tool.
As participants fill out their forms, Polyeda creates contact records, tracks registration or waitlist status, and sends automated reminders—all in real-time. With smart forms and seamless CRM integration, managing event registrations and quotas has never been easier. By switching to Polyeda, the municipality created a simple and efficient system that worked for everyone—organizers and participants alike.
The Event: A Health Day Conference for Employees
The Health Day Conference was designed to prioritize employee well-being. It included:
Engaging Workshops: A variety of breakout sessions tailored to employees’ interests.
Department-Specific Quotas: Ensuring fair representation across all municipal units.
Reminders and Updates: To help employees stay informed and show up on time.
The HR team wanted the event to be inclusive and engaging without the usual logistical headaches.
The Challenges
Despite their best efforts, the HR team faced a few roadblocks:
A Tedious Registration Process: Employees struggled with forms that were too complicated, leading to delays and mistakes.
Quota Management Struggles: Keeping track of department-specific attendance manually was both time-consuming and error-prone.
Endless Questions: Without clear updates, employees kept reaching out for clarification, creating extra work for organizers.
It was clear they needed a better way to handle things.
How Polyeda Made a Difference
Polyeda stepped in to simplify and streamline the process. Here’s how:
Easy RegistrationEmployees could register for the conference in just a few clicks—no fuss, no confusion.
Smart Quota ManagementThe system tracked department quotas in real time, automatically moving extra sign-ups to a waitlist. This ensured fairness without the manual effort.
Clear CommunicationAutomated emails and text reminders kept everyone in the loop, drastically reducing questions and last-minute confusion.
The Results
The HR team saw immediate improvements:
Quick Registration: All slots were filled within a day.
Balanced Attendance: Every department had fair representation at the event.
Fewer Questions: Employees had all the information they needed, saving the HR team time and effort.
This allowed the HR team to focus on delivering a high-quality event rather than handling administrative challenges.
What Does it Mean for Event Management?
If you’re organizing events like conferences, workshops, or training sessions, Polyeda can make your life easier. It helps you:
Make registration fast and simple for everyone.
Ensure fair attendance without manual tracking.
Keep participants informed with automated updates.
No more juggling spreadsheets or answering the same questions over and over—Polyeda takes care of the hard stuff so you can focus on what matters.