Introducing Zoho Backstage 3.0: Smarter tools for impactful events

Great events don’t happen by chance—they’re built on thoughtful planning and seamless execution. At Zoho Backstage, we’re constantly building tools that help you plan smarter, execute better, and connect more meaningfully with your audience.

With Zoho Backstage 2.0, we introduced a new foundation with a reimagined interface, deeper customization, and tools built for modern events. Today, we’re building on that foundation with a release that places accessibility at the forefront, while also delivering powerful features across ticketing, attendee engagement, and data privacy.

Say hello to Zoho Backstage 3.0, a steady, thoughtful update that brings inclusive design and practical enhancements to help you fine-tune your events with greater ease, flexibility, and impact.

Let’s take a closer look.

Designing events with everyone in mind


 

Creating accessible event experiences isn’t just thoughtful; it’s essential. With this release, Zoho Backstage takes a meaningful step toward inclusivity by introducing built-in accessibility features that support a diverse range of attendees, including those with vision, hearing, mobility, and learning differences.

Whether someone is navigating your event website, exploring the agenda, or interacting with content, they can tailor their experience using:

  • Vision-friendly tools: High-contrast mode, grayscale and saturation controls, larger text sizes, dyslexia-friendly fonts, and reading aids like reading guides and lines
  • Mobility support: Full keyboard navigation, big cursor, focus highlights, and page-level shortcuts
  • Learning assistance: Critical info highlights and toast notifications for better comprehension
  • Navigation enhancements: “Skip to the main content” to bypass repetitive elements

These features align with WCAG 2.2 AA guidelines and are designed to make your events more inclusive, even as we work toward formal compliance.

Smarter RSVP management to keep your guest list on track


 

Keeping up with RSVPs shouldn’t feel like chasing shadows. Whether you’re organizing a closed-door summit or a large public event, knowing who’s attending and gathering the right information ahead of time is key to a smooth experience. With Zoho Backstage’s new RSVP Management system, you can handle invites, collect essential details, and track guest responses—all within a single platform.

Here’s what you can do with it:

Send personalized, branded invites
Design professional email invitations with custom branding, RSVP buttons, and calendar links. Tailor your messages to different groups so each invite feels relevant and on point.

Create smart RSVP forms
Go beyond basic fields. Capture specific details like meal preferences or guest names using conditional logic that adjusts the form based on responses.

Monitor RSVP status in real time
Get instant visibility into who’s confirmed, declined, or yet to respond. Filter by status or guest type to prioritize follow-ups.

Connect responses across your event tools
Once someone confirms, their information syncs with your event app, session planner, and networking tools to deliver a personalized experience.

Control attendance with approval flows
Manage headcount by reviewing RSVPs before approving them. You can also auto-close forms once your guest limit is reached.

RSVP Management helps you move beyond spreadsheets and disjointed tools. Everything you need to manage your guest list is now in one place, giving you more control and less stress as your event takes shape.
 

A sleeker, faster custom mobile app for your attendees

Your event app is often the first digital touchpoint for your attendees, and with this update, it’s getting a complete refresh. Zoho Backstage’s custom mobile app has been rebuilt to offer a smoother, faster, and more polished experience across the board.

What’s new in this release:

A modern UI, made for today’s users
The app’s interface has been redesigned for clarity, consistency, and better usability. From navigation to session details, everything now feels more intuitive and aligned with modern mobile standards.Whether it’s browsing attendee profiles or booking meetings, connecting is now quicker and more reliable—making networking easier and more natural throughout the event.

Faster performance and smoother interactions
Attendees can now explore schedules, connect with others, and engage with sessions more fluidly. Improved loading times and responsiveness make for a seamless in-app journey.

Smarter, seamless networking
Whether it’s browsing attendee profiles or booking meetings, connecting is now quicker and more reliable—making networking easier and more natural throughout the event.

Optimized for reliability
The upgraded app is built on a more stable foundation, delivering consistent performance you can count on—even during peak event hours.

Still fully on-brand
While the tech has been upgraded, your branding stays front and center. Customize the look and feel of your app to match your event identity, just like before.

The updated custom mobile app ensures your attendees can focus on what matters by exploring your event and engaging with your content without distractions or delays.

Celebrate participation at scale with the Certificate Builder
 

A thank-you message is polite, but a personalized certificate is memorable. Whether you’re running a workshop, conference, or seminar, recognizing contributions can go a long way in building engagement and goodwill. With the new Certificate Builder in Zoho Backstage, you can create and send professional certificates without juggling design tools or spreadsheets.

Design certificates your way
Use our new drag-and-drop editor to build certificates that match your event branding. Start from scratch or choose a template, then personalize each certificate with participant names or roles using dynamic fields. You can even create role-specific versions for speakers, volunteers, or attendees.

Deliver automatically, no extra steps
Schedule certificates to be sent anytime during or after the event. Whether it’s a few dozen or a few thousand, participants will receive a download link—no manual effort required.

Recognition that’s built in
Instead of managing certificates separately, you can now build recognition right into your event workflow, so it’s never an afterthought.

Optimized for reliability
From design to delivery, the Certificate Builder helps you close your event on a high note and provides attendees with something worth keeping.
 

Smarter ticketing that helps you sell better

Your ticketing setup should do more than just process payments—it should help you sell smarter. With Zoho Backstage 3.0, you get a suite of powerful tools to fine-tune your pricing strategy, boost early registrations, and create more value for every ticket sold.


 

Offer Tickets: Tiered pricing, simplified

Early bird, limited-time, or quantity-based pricing—now built into a single ticket class. Offer Tickets let you add multiple pricing tiers without duplicating tickets or managing start-stop times manually.

  • Create offers triggered by date, time, or quantity
  • Automatically roll into the next offer when the current one ends
  • Customize the offer card to show current, previous, or upcoming deals
  • Offer names appear across the attendee journey—in emails, invoices, and the check-in view

This gives you a powerful way to run promotions, generate early revenue, and build urgency, all with minimal effort.
 

Smarter ticketing with dynamic pricing and promo tools

Run targeted campaigns, reward group bookings, and drive sales with flexible pricing strategies.

  • Flexible discount rules: Set up tiered discounts that auto-apply based on ticket quantity or total order value—great for group incentives and early interest
     
  • Bulk promo codes: Generate hundreds of one-time-use codes in seconds for exclusive partner, sponsor, or VIP promotions These tools give you full control over how and when discounts are applied—no spreadsheets or manual code tracking required.
     

Session registration: Let attendees build their own agenda

Give attendees the power to sign up for specific sessions—whether free, paid, or restricted—before or during the event. Ideal for:

  • Workshops with limited capacity
  • Premium or add-on tracks
  • Gated sessions for specific attendee types
  • Session-level registration helps you manage room capacity, guide attendee flow, and personalize experiences from the get-go.

Communicate in real time with WhatsApp

Say goodbye to missed emails and delayed updates. With Zoho Backstage’s WhatsApp integration, you can keep attendees informed throughout your event using automated, timely messages.

Deliver updates instantly

Send reminders, confirmations, or last-minute changes with messages that get read—thanks to WhatsApp’s 98% open rate.

Automate key messages

Trigger personalized messages for ticket purchases, session changes, or cancellations, all without manual follow-ups.
 

Customize with templates

Use pre-approved message templates that are quick to set up and easy to manage within WhatsApp’s guidelines.

Simple to connect

Get started in minutes by linking your WhatsApp Business account. Available on all paid plans.

Whether you’re managing a small meetup or a large conference, WhatsApp helps you stay connected and responsive—every step of the way.
 

Onsite badge printing simplified: Zebra and Sunmi integrations

Zoho Backstage’s Zebra and Sunmi integrations streamline onsite badge printing with flexibility and ease, empowering event organizers with on-the-go solutions.

Zebra integration
 

Directly connect to Zebra printers via Bluetooth or IP address from the Organizer app. With real-time sync, any changes to badge layouts or settings are instantly reflected across devices.

The integration supports seamless self-service check-in, allowing attendees to print their badges directly through the kiosk mode, reducing staff workload and improving efficiency.
 

Sunmi integration

The Sunmi V2s Plus combines event check-in and badge printing in a single, portable Android device. The device allows for instant badge printing upon check-in, with no cables or kiosks required.

It also features a built-in scanner for quick and accurate check-ins. This integration is perfect for mobile, high-traffic, or outdoor events, providing flexibility to print badges wherever needed.

Both integrations reduce manual processes, streamline operations, and enhance the attendee experience, making badge printing simpler and more efficient.
 

New payment options for global audiences

Zoho Backstage 3.0 expands your payment capabilities, making it easier than ever to accommodate attendees from around the globe. We’ve integrated a variety of payment methods to ensure a seamless registration experience for all, no matter where your audience is located.
 

Stripe integrations: Alipay, Klarna, Apple Pay, and Bancontact
 

We’ve expanded our Stripe payment options to include:

  • Alipay: A trusted and secure payment method for attendees in China.
  • Klarna: A flexible global payment solution, supporting multiple currencies with payment plans available.
  • Apple Pay: Fast, secure payments for attendees using Apple devices. Payments are processed instantly with no extra fees.
  • Bancontact: A popular payment method in Belgium, now available for payments in Euros. This option is automatically shown when the event is set to Euros and the organizer's location is in Belgium.

These options are simple to activate directly from your payment settings in Zoho Backstage, offering flexibility and ease for your global attendees.
 

Braintree integration

We’ve also added Braintree as a payment gateway. With Braintree, you can process payments in multiple currencies across several regions, including the US, Canada, Europe, Singapore, Australia, and more. This integration allows you to cater to an even broader international audience, ensuring smooth transactions worldwide.
 

Ticketing enhancements for Zoho Backstage 3.0

With 3.0, ticketing in Zoho Backstage is more flexible, organized, and organizer-friendly than ever before. From greater control over registrations to smarter offline payment handling, everything is designed to help you sell better and manage smarter.

Control that matches your event’s needs

Not all events can allow last-minute changes, and now, you don’t have to.

  • You can restrict ticket transfers to prevent unauthorized reselling or avoid confusion at events with preprinted badges.
  • Cancellation requests can now be reviewed before they go through—giving you the flexibility to approve, deny, or partially approve based on your event’s refund policies, with or without a cancellation fee deduction.

Simplified approvals and payment workflows

Offline or manual workflows? We’ve got you covered.

  • Organizers can convert registration approvals into confirmed orders when payment is already collected—no need for the purchaser to act again.
  • Offline payments now support image uploads (like QR codes), and purchasers can add transaction IDs during or after checkout for easier verification.
  • If a mismatch occurs, the system automatically notifies the buyer to resolve it, reducing back-and-forth.

Better visibility, smarter tracking

Managing registrations at scale just got easier—and more accurate. 

  • Sales milestone alerts keep you informed as ticket demand grows, so you can act quickly.
  • The Registration Approval tab offers a full view of all orders—Pending, Approved, Rejected, and Completed—with export options for each stage.

Whether you're handling online or offline payments, managing cancellations, or optimizing conversions, these updates bring you more clarity and control—right where you need it.
 

Smarter tax handling across geographies

Zoho Backstage now supports advanced tax rules for multiple countries, helping organizers stay compliant and automate tax collection based on event format and location.

  • Canada: Automatically applies sales taxes based on attendee or event location. Supports all 13 provinces, 12 rates, 5 agencies, and custom rules for in-person and virtual events.
  • Saudi Arabia: Applies VAT per ZATCA guidelines, based on event format and attendee location. Covers all 13 states with built-in TRN validation.
  • Australia: Applies GST based on event or attendee location. Supports GST-inclusive pricing and ABN-based invoicing.
  • India: Handles dual GST (CGST+SGST or IGST) based on intra/inter-state rules. Supports tax for both physical and online events. Invoicing is now included.
  • USA: Set different tax rates per event instead of using a single portal-wide rate—ideal for multi-state organizers.

These updates make it easier to manage event taxes across regions—accurately and automatically.
 

Smarter communication for organizers and attendees

Zoho Backstage 3.0 introduces a series of enhancements to make your event communication more reliable, customizable, and compliant—whether you're sending speaker invites, participant updates, or promotional emails.

We kicked things off with WhatsApp integration to help you deliver time-sensitive updates directly to attendees. Building on that, this release also strengthens email communication with smarter workflows, improved deliverability, and greater control—so you can engage every stakeholder with the right message at the right time.

 

Stronger domain authentication

To improve deliverability and ensure compliance with evolving email standards, we’ve revamped the domain authentication flow and introduced more granular control over primary contacts.

  • Authenticate your domain using both SPF and DKIM records to avoid emails being marked as spam.
  • Visual cues and banners across the homepage, email settings, and automation modules guide organizers to complete setup.
  • Customize the primary contact email at the portal, space, or event level by setting separate contacts for Registrations, Speakers, Exhibitors, and Sponsors. This ensures the right teams are reached directly, making the event organizer’s job much easier and aligned with your event’s branding.


 

More context-rich speaker communication

We’ve updated our speaker emails to make sure speakers have everything they need before showtime.

  • Welcome emails now include details of their assigned sessions.
  • A new “Session Updated” email notifies speakers when sessions are added or rescheduled.


 

Attachments in scheduled emails 
You can now add images and PDFs (up to 10MB) to scheduled emails. Whether you’re sharing event brochures, badges, or guides, everything is included in the preview and reflected in the email before sending. If the file is deleted from the library, it’s flagged in the email builder.

Improved scheduling, targeting, and visibility
We’ve added new controls to help organizers schedule and manage emails more efficiently.

  • Schedule emails to all participants, missed registrations, and specific purchaser categories (paid, unpaid, cancelled).
  • Classify emails as Event Updates or Marketing based on context and consent.
  • Add pre-headers to increase open rates.
  • Schedule emails up to 10 days after an event is canceled.


More control and insight for organizers

  • View soft/hard bounce reasons wherever delivery stats are shown.
  • Search email history for a specific participant using their full email address.
  • Access email delivery reports directly from purchaser, prospect, or missed registration records.


Smarter badge sharing and prospect invites

  • Include badge download links in scheduled emails for speakers, sponsors, and exhibitors.
  • Control email sends for guest lists tied to promo codes.


Winback emails: Turn drop-offs into ticket sales
 

Not every interested attendee makes it to the finish line—some get distracted, others hesitate at checkout. Winback Emails in Zoho Backstage 3.0 help you bring them back.
 

With automated reminders sent to those who abandon their registration, you can:

  • Recover lost ticket sales effortlessly
  • Boost conversion rates with timely nudges
  • Keep your event top-of-mind for up to 180 days

This feature works quietly in the background, helping you turn drop-offs into attendees—so no opportunity goes to waste.

Simplified order communications
If invoicing is enabled, resend both the order email and invoice PDF using the Resend Order Email button—clean and straightforward.

Scheduled announcements for event days
You can now schedule announcements to be posted during event days (in-person, virtual, or hybrid). Once posted, they automatically move to the “Posted” tab.
 

Smarter floor planning for better navigation and booth visibility

Zoho Backstage's floor planner now includes enhancements that make navigation easier for attendees and customization simpler for organizers.

Focus Area: Define the default section attendees see first—manually or automatically based on layout. Focus areas are responsive across devices and can be updated anytime with a site republish.

Booth Display Options: Choose to show either the company’s logo or name on booths for better clarity or brand impact.

Background Image: Upload a venue map or custom design to give your floor plan real-world context.

Booth Members: Display assigned booth representatives so attendees know who they’ll meet.

These enhancements make floor plans easier to navigate and more informative for everyone at your event.
 

AI-powered event gallery features

Zoho Backstage introduces advanced AI features for a smarter event experience, enhancing how organizers and attendees interact with event galleries.

AI Face Search
Quickly find images in the event gallery using AI-driven face search, making it easy for attendees to locate specific photos.

Event Gallery Preferences and NSFW Content Blocker
Organizers can manage gallery settings and block explicit content with the NSFW Content Blocker, powered by Zia AI.

These AI features help streamline the gallery experience, giving organizers more control and providing a safer, more efficient platform for event content.
 

Prioritize security and compliance

When you’re hosting events in healthcare or other sensitive industries, compliance isn’t optional—it’s essential. With Zoho Backstage 3.0, we’re introducing HIPAA compliance to help you meet strict data privacy requirements with confidence.

This means any protected health information (PHI) you collect—like attendee details, session participation, or check-in data—is stored and managed with strict safeguards in place. From medical conferences and pharma summits to clinical training events, you can now deliver a secure experience without compromising on convenience.

With built-in protections, audit trails, and responsible data handling, Zoho Backstage helps you stay compliant and focused on delivering impactful, trustworthy events.
 

More in the 3.0 toolbox

Extra capabilities that complete the 3.0 release—designed to give organizers more flexibility and control.

Gamification leaderboard
Backstage 3.0 introduces a live leaderboard to boost engagement and visibility. Display scores across your venue using secure links, track screens with unique IDs, and control sessions in real time. New enhancements make password sharing and screen identification easier for your AV team.

Smarter registration forms
Form enhancements in Backstage 3.0 make data collection cleaner and faster. Add a dedicated time input field with 12/24-hour support and optional ranges, or bulk import dropdown and choice field options for longer lists—reducing setup time and improving accuracy.

Event check-In for all roles
Check-in now supports Sponsors, Exhibitors, Speakers, and Event Members, making onsite management more complete. You also get new sub-tabs for tracking check-in status and improved app support for kiosk and local printer setups.

Enhancements to Spaces
Spaces are now more flexible for managing multiple events across regions or formats. You can clone events across Spaces by selecting a destination during duplication, with payment settings defaulting to the new Space. You can also set unique favicons for each Space to reflect different brands or categories.

Event category customization
Event categories are now fully customizable and functional. Create up to 100 tailored categories, filter events on the directory and dashboard, and manage access with role-based permissions. A smarter UI surfaces frequently used tags, making event organization quicker and more intuitive.

Zoho Backstage API guide
A comprehensive API guide is now available to help developers integrate with Zoho Backstage using its REST-based architecture. It supports a wide range of HTTP clients, making it easier to build custom workflows and sync data across platforms.
 

Ready for what’s next in events?

Zoho Backstage 3.0 isn’t just an update—it’s a continuation of our commitment to building event tech that works the way you do. Whether you’re planning intimate workshops or large-scale conferences, this release brings thoughtful improvements that help you create more inclusive, efficient, and engaging experiences.

From accessibility and security to smart automation and real-time communication, every enhancement is designed to take the weight off your shoulders and put the spotlight back on what matters most—your event and your audience.

We’re excited for you to try what’s new. Because when your event platform does more behind the scenes, you’re free to shine out front.

Need help getting started?
Check out our help center, connect with our support team, or follow us on LinkedIn for best practices, updates, and more.

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