Work CASE STUDY Outsource People

CASE STUDY Outsource People

Business Development
Business strategy
CEO
Conference
IT conference
IT event platform
Outsource
Sales

Outsource People (https://outsource-people.com) is an online-platform that facilitates coordination and management of a specialized business conference for owners and managers of IT-companies. This IT event is held semiannually, giving key ideas and inspiration to CEOs, Sales Managers and anyone who wants to bring their businesses to a new level.

Testimonials

Anastasiia Gordiievich

COO at Outsource People Conference, Ukraine

We’ve been working with Sloboda Studio since 2014. We like their proactive approach - they are not problem-solvers, they are problem-preventers, always striving to envisage possible pitfalls, always searching for the most cost-effective and less time-consuming option. We are very happy with their excellent work!

Our goal

Our main goal was to create a full-service platform that would provide all necessary services both for participants (registration, payment, notifications, etc) and hosts of the Outsource People conferences (CRM, CMS components, gamification elements, etc).

Challenges and solutions

Up to date, we have created 7 versions of the platform (one per each of the conferences, each obsolete version replaced by the most recent one). We started the project from scratch and developed it according to the client’s specifications.

One of the main challenges in the project was ensuring a smooth payment process. We had to take into account all payment systems used by conference participants and integrate them into the platform. We carefully tested each of those payment systems (manual testing).

Within the platform, each participant has their own private account where they can see a list of other participants, their contacts and tons of useful information pertaining to the event. We did our best to facilitate the registration process: if a participant faced any troubles during the registration and the process was interrupted, upon their request, the system generated an individual reference and sent them right to the stage where that fault had occurred. Thus, the participant had no need to restart the registration from the very beginning.

Apart from the payment issues, the key necessities of any event are interactive elements, greater flexibility and responsiveness to any last-minute changes. Therefore, we delivered a multifunctional administration panel that covers all those needs. These are only some of the main functionalities of the system.

  • Production of badges. Generating and printing out conference badges and packages (both individual and corporate) with JPEG to PDF conversion. Randomly generating team’s mascot images and adding them to badges (all participants take part in competitions and earn scores, all team members are selected randomly)
  • CMS and interactive components. Automated creation of subscription banners, possibility to upload conference programs, photos of speakers and participants, announcements and ads via admin panel, demonstration of team scores (gamification element of the conference), broadcast of twits marked with the OP conference hashtags with the help of sliders in real time.  
  • CRM and KPI tracking components. Automated calculation of discounts (both for individual and corporate  participants), set up of currency exchange rates, set up of  deadlines for discounts and price changes. We also provided the possibility to conclude agreements for participation in the conferences (upon request of corporate participants).

Also, an OP customer can track how many participants bought their tickets from a certain sales manager, how and when potential participants were engaged (UTM marks), etc. With the help of our special billing feature, our partners have possibility to track all participants that used their promo code.

Working on this version of the platform, we had to overcome some difficulties with different time zones. The site is hosted in Ukraine, but we needed to switch it to the Poland time zone, as the current conference will be held in Poland.

Scope of services

Icon CS
3 developers (2 back-end developers, 1 front-end developer)


1 Quality assurance services (manual testing)

Technologies

Server-side

Device
PostgreSQL
Rails
Ruby

Tools (hosting, monitoring etc.)

Capistrano
GitHub

Client-side

Haml
jQuery

Integrations

MailChimp
Mandrill

Project Results

This spring the Outsource People team will carry out their 7th conference. Since October 2014 their audience has been steadily growing from 300 participants in Kharkiv to 1000 persons in Kyiv. In Minsk (Belarus) they gathered 300 participants, and this April the Outsource People conference plans to host the same number of attendants in Kraków (Poland).

Now we are working on the next version. We are heavily rebuilding the platform’s architecture and are getting rid of hardcode. We are striving to enhance the flexibility of the system with the help of a new, improved admin panel. The panel will introduce more automated processes, facilitate maintenance of the system and expand its CMS functions (uploading texts, photos, videos reviews, FAQs, etc), so that any changes (for instance, changes in the conference program) are introduced faster and with less effort. Also, Sloboda Studio team is preparing a mobile version of the platform.

* Field required