Conwayo vs. Generic Registration Forms: What Actually Changes for a Congress

Most congresses still register delegates through general-purpose tools — Google Forms, Typeform, or broad event platforms built for ticketed conferences and webinars. They're free or cheap, quick to set up, and perfectly fine for a 30-person internal meeting with one payer and one fee. This comparison is about where that stops being true.

Registration channel

Generic tools offer one channel: a web form, filled in on whatever device the delegate has open at the time. Conwayo offers a web form, WhatsApp, and voice AI as entry points into the same registration record, so a delegate who prefers not to fill in a form on mobile has another way in — without the organiser managing three separate data sources.

Institutional billing and invoicing

In a generic form, "who pays" and "who attends" are the same field. If an institution needs to be billed, the organiser typically exports responses and builds the invoice manually in separate accounting software. Conwayo treats individual and institutional billing as two distinct flows from the start — institutional registrations collect the correct billing details during registration and generate an invoice automatically, with no export step in between.

Payment routing

Generic tools generally don't route payment at all — they collect a response, and payment happens somewhere else, manually. Conwayo routes each registration to the correct payment path automatically: a card payment link for individual payers, an invoice with bank transfer instructions for institutional payers, with payment status reconciled back to the registration automatically once it clears.

Multilingual and local tax data

Generic form builders are rarely built around local tax identifier formats or multi-language invoicing out of the box. Conwayo supports registration and invoicing in both the organiser's and the delegate's language, and validates local tax identifiers (such as OIB) as part of the billing flow rather than as a free-text field someone checks by hand later.

Badges and check-in

A generic form ends at "response recorded" — badge creation and check-in are a separate manual step, usually in a different tool entirely. Conwayo generates the badge and QR code as part of registration, so check-in on the day is a scan, not a lookup.

Data ownership and reconciliation

With a generic form, registration data, payment records, and attendee lists commonly live in three separate places that someone has to reconcile by hand before the congress. In Conwayo, registration, billing status, and badge issuance stay in one record per delegate, so the organiser is looking at one source of truth rather than cross-referencing spreadsheets.

When a generic form is still the right choice

For a small internal meeting — a single fee, a single payer type, no institutional invoicing, under roughly 50 attendees — a generic form is genuinely fine, and there's no reason to add a dedicated platform for the sake of it. The gap opens up specifically around institutional billing, multi-channel registration, and the operational load of reconciling payment and attendance by hand — which is exactly the point at which most scientific and medical congresses currently are.