From Weeks of Spreadsheets to One Streamlined System
Finanz Informatik manages major financial industry events with dozens of exhibition partners. We replaced their manual spreadsheet-and-email workflow with a single platform — giving their team full visibility and their partners complete self-service.
The Problem
Every year, Finanz Informatik coordinates dozens of exhibition partners for major financial industry events like FI Forum and FI Update. Each partner needs to register, choose a booth, submit documents, get approvals, and stay updated — all on tight deadlines.
Before Partnertool, this entire process ran on spreadsheets and email chains. The team spent weeks on manual coordination. Documents got lost. Deadlines were missed. There was no single source of truth, and scaling to multiple simultaneous events meant multiplying the chaos.
Every event required weeks of spreadsheet management, email follow-ups, and manual data entry across dozens of partners.
Partner data, documents, and approval statuses lived in scattered spreadsheets and email threads. Nobody had full visibility.
Running two simultaneous events doubled the coordination burden. Growing the event program meant hiring more coordinators.
Every registration update, stand change, or document submission required back-and-forth emails with the organizing team.
What Was at Stake
Running Multiple Events Without Losing Control
FI Forum and FI Update run at different times but with overlapping preparation. Each event has its own partners, stand configurations, deadlines, and documents. The team needed to manage both simultaneously without data mixing between events or doubling their workload.
Keeping Partner Data Secure and Separate
Each partner company should only see their own data — their own stands, documents, and communications. The organizing team needs full oversight. Topic reviewers need access only to their assigned areas. In the financial industry, getting access control wrong is not an option.
Every Document Accounted For, Every Deadline Met
With 8 types of documents flowing between dozens of partners and the organizing team — from contracts to logos to presentations — nothing could fall through the cracks. Every submission needed clear status tracking, assigned reviewers, and deadline enforcement.
How We Solved It
Each solution directly eliminates a pain point from the old workflow
One Dashboard for All Partners
- Full partner lifecycle in one place
- Search, filter, and tag across events
- Import/export for quick onboarding
- No more scattered spreadsheets
Partners Help Themselves
- Self-service portal for every partner
- Register, update info, upload docs
- Choose booth options independently
- Zero back-and-forth emails
Communicate at Scale, Personally
- Rich email templates with placeholders
- Mass-send to filtered partner groups
- Full audit trail of every message
- No more one-by-one email follow-ups
Every Document Tracked to Completion
- 4-stage approval pipeline
- Automatic deadline tracking
- Two-way document exchange
- Nothing falls through the cracks
Feature Spotlight
Real-Time Event Overview
At a glance, see exactly where every partner stands — participation rates, booth selections, catering, staffing, and ticket counts. No more checking three spreadsheets to answer a simple question.
Approval Pipeline That Runs Itself
Documents move through a clear 4-stage process — from submission to final approval. Reviewers get assigned automatically, status updates trigger emails, and the team always knows what still needs attention.
Booth Selection Made Simple
Partners browse available stand options, pick their configuration, and submit a binding application — all self-service. The organizing team sees every selection in real time without manual data entry.
Managing complex workflows manually? Let's talk about automating it.
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How the team and partners interact with the platform day to day
Before & After
What changed once the platform went live
Weeks of spreadsheets and email chains
Hours — one centralized platform
Every update required emails to the team
100% self-service for all partners
Manual tracking across emails and folders
Automated 4-stage approval pipeline
Second event doubled the workload
2 events, same team, zero extra overhead
Our Approach
From understanding the problem to running live events
Understood the Workflow
Worked closely with the Finanz Informatik team to map every step of their event coordination process — from partner registration and document collection to booth assignments and deadline tracking. Identified the biggest pain points and designed a system to eliminate them.
Understood the Workflow
Mapped the full event coordination workflow with the FI team. Identified pain points and designed the solution.
Built the Solution
Developed the complete platform: admin dashboard with real-time analytics, partner self-service portal, document approval pipeline, email communication engine, and booth configuration system. Built for two simultaneous events with fully isolated data.
Built the Solution
Built the full platform: admin dashboard, partner portal, document workflows, email engine, and booth configuration.
Launched for Live Events
Deployed to production for FI Forum and FI Update — two of the largest financial industry events in Germany. Partners onboarded themselves, documents flowed through automated approvals, and the organizing team managed both events without adding headcount.
Launched for Live Events
Launched for FI Forum and FI Update. Partners self-onboarded, documents auto-routed, team managed both events without extra staff.
Sonicode delivered a platform that fundamentally changed how we manage exhibition partners. What used to take weeks of spreadsheet coordination and email chains now runs through a single system — with full visibility for our team and self-service for partners. The quality of execution exceeded our expectations.
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