Meet Swapy, the AI assistant that knows your event

Swapy is the AI assistant built into the Sway Backstage. On an event, it answers questions from what Sway measures and from what your team has taught it. It also drafts and reviews email campaigns, explains how Sway works from the documentation, and helps newcomers create or claim a page.

Swapy is the AI assistant inside your Sway Backstage. Ask it about an event and it answers from what Sway measures and what your team taught it. It drafts and reviews email campaigns, shares a link with your door team, and never tells anyone how many tickets are left. You confirm every fact it learns, and it sends nothing on its own.

What Swapy does on an event

Ask a question about one event and Swapy looks up what it needs, then answers in a sentence or two. It reads the line-up, the ticket types, the paid orders, the guestlist, the team, and the history of the promoter, the venue and the artists you booked. It can also compare an event with earlier editions of the same name.

With fewer than three past events, Swapy says the history is too thin to draw a median. It does not invent a trend.

It keeps two kinds of claims apart. A figure Sway measured and a sentence a colleague typed are different things, and the answer tells you which one it used.

With no conversation started, the panel suggests six questions built from your event: an artist with no set time yet, a name somebody trained, a question your team asked and nobody answered.

Teach it what Sway cannot measure

Sway knows your ticket sales. It does not know the photographer's phone number or the load-in time. The Train tab fills that gap. Type what you know, for example "Alex is the photographer, reachable on +32 470 00 00 00. Load-in is at 16:00", and click Extract the facts. Each fact lands under Waiting for you. You confirm the ones that are right and reject the rest.

Nothing is quoted to anybody until you confirm it. A wrong fact means a volunteer calling the wrong number at 2 a.m., so Swapy never applies its own extraction.

You can also import a mailbox. Upload an .eml or .mbox export, such as the thread with the tour manager, the rider or the hotel confirmation, and Swapy turns it into pending facts that you review the same way. One file at a time, up to 10 MB. The file is read once and dropped: only the facts you confirm are kept.

Two more settings shape the answers. Asked, never answered lists the questions Swapy could not answer, with a count of how often each came up, so you know what to teach next. House rules are standing instructions of up to 2000 characters, such as "After 22:00 call the production lead, never the promoter."

Share it with the door team

The people working the door rarely open the admin. Share this assistant gives them a link that opens the conversation on its own. Choose a link name of 3 to 48 characters, turn on Link is live, save, and copy the link.

The link is not a password. Whoever opens it still signs in to Sway and still needs a permission on the event. Anyone else is asked to request access, and the page stays out of search engines.

Campaigns written and reviewed

In the email editor of a promoter, venue or artist page, an Assistant tab sits beside Code. Ask in plain language, "write an announcement for Friday" or "make it shorter", and the campaign is rewritten while the preview follows.

Swapy can read campaigns you already sent, three at a time, and match their palette, button, structure and tone. It reuses the look and never the words. Pick the event in the About dropdown and it gets the real date and ticketing link instead of inventing them. Sway links leave tagged with tracking parameters, so the visits show up under that campaign in Insights.

Undo sits beside each change. Swapy only writes drafts: Save, Send now and Schedule stay yours. You need the permission to send email on that page. The full walkthrough is in the email documentation.

Questions about Sway itself

Swapy also reads the Sway documentation, on every assistant and in your own language, and links the page it used. Ask "How do I create a discount code?" or "Where do I connect Stripe?" and you get the steps from the written page.

It reads the Terms, the Privacy Policy and the contest rules too. It quotes the clause with the version it came from and links the page. It never turns a clause into advice about your situation: for that, write to [email protected].

Help to create or claim a page

On Backstage there is no event to talk about, so Swapy answers about your account: the pages you own, a parked event draft, a claim under review. It can search the artist, venue and promoter pages that already exist on Sway, which is the question to ask before you create anything.

Three rules decide most of its answers. An artist, venue or promoter page can be created or claimed. An event is never claimed. A crew is not created, it comes with a Studio subscription. Swapy creates nothing itself: each answer ends on a button that opens the screen doing the work.

How to start

Open Swapy from the quick tool on the right of any admin screen, full screen from the panel header, or in a dedicated tab. Anyone with a permission on the event can ask questions. Opening Train, confirming facts, importing a mailbox and sharing the link need the Train the event assistant permission, under Event AI in the event's team permissions. The details are in the assistant documentation. Planning a first event? Start with a promoter page.

What Swapy will not do

• It never says how many tickets are left. Not the stock, not an estimate, not a hint. That number is removed from the data Swapy reads. The dashboard shows it.
• It does not guess. When a question has no answer in what it holds, the reply starts with "Not in the knowledge base." and the question joins your list.
• It shows each person only their own data. Someone with guestlist access gets the guestlist, and asking for revenue returns nothing.
• It sends nothing. It does not invent prices, line-ups, curfews or capacities either: it asks you.
• It does not give legal advice. It quotes the clause and stops there.