Quicker, enriched, CRM-ready registrations with HCP identity resolution

Deliver a fast, frictionless registration experience while automatically reconciling registrant data with your system of record (such as MDM, Enterprise Match API, or NPI).

Identity resolution status and reconciled registrant profiles are stored in Backstage, improving CRM and data warehouse match rates and ensuring cleaner, more reliable event data.

The search is triggered when the attendee completes the registration page, and additional profile information will be collected from the data source, if the registrant has a profile there.

Read the How does identity resolution look for the registrant section below to see how this works exactly.

The advanced search can be configured in Backstage by SpotMe Support, and includes the following steps:

1. (Available March 3, 2026) Mapping your metadata - field mapping between Backstage and the third party data source.
2. Connecting your registration page to a third party data source in order to enrich the profile.
3. (Available March 3, 2026) Choosing which fields to search by on the database.
4. Selecting fields that will trigger the process to look for the registrant data in the third party data source.
5. Selecting the fields that you want to populate from the external source.
6. Configuring the profile verification screen that will be displayed to registrants when multiple potential matches are found by the search in the connected integration, and that will allow them to select the correct existing profile there.
   Read the How to add the registration page integration and profile enrichment in Backstage section for more information on this.

Tip: You can also use targeting if you want to not apply the advanced search step to certain registrants (for example team members).

Important: 
- Connecting your registration page with your MDM or any other data source requires an implementation project. 
 - This feature is not available self-service and each customer request will be considered separately. 
- Please contact your SpotMe Account Manager so we can schedule some time with our Implementation team to scope the project and design the integration.
- The project lead time is defined by the Implementation team, and will normally take between 2 and 3 months. 

Note: Registration page profile enrichment is supported on all types of registration pages (public (open), private (RSVP), combined public & private).

How does identity resolution look for the registrant?

The search is triggered when the attendee submits their registration form by hitting Next:

Attendees may see a short loading screen when the search takes place:

Once the search is completed, the following can occur:

No results are found in the third party data source: 

• What does this mean: The person's data does not exist in the third party data source and no additional information can be added automatically to their registration profile.
• Registrant experience: Nothing is shown to the registrant. 
• User Backstage profile: No information is imported/updated from the data source to the user profile in Backstage. 
• Registration status: The registration is successfully completed.

An exact match is found in the third party data source: 

• What does this mean: The person's data does exist in the third party data source and additional information can be added automatically to their registration profile.
• Registrant experience: Nothing is shown to the registrant, data enrichment happens in the background.
• User Backstage profile: Any available information that was configured to be updated in the registration settings (via the “User fields populated from the external source” field) is imported/updated from the data source into the user profile in Backstage. 
• Registration status: The registration is successfully completed.

Multiple potential matches are found in the third party data source: 

The person's data does potentially exist in the third party data source, however there are more than one potential match. The registrant will need to confirm which is their correct profile in order to enrich their profile with the correct data.

The registrant will be asked to review the matches and confirm certain information in order to identify their exact profile:

The information that is shown to the attendee in order to allow them to confirm the profile is configured as part of the registration page integration configuration, via the “Information displayed on the registration page to let users select a match” field.

Note: When multiple potential matches are found by the search in the third party data source, the component used by the registrant to select their profile is always located on the last form of the registration page. See the below How to add the registration page integration and profile enrichment section for more information on how this is automatically added and how it can be configured.

How to add the registration page integration and profile enrichment in Backstage?

Adding the registration page integration and profile enrichment in Backstage can only be done by SpotMe Support. Please contact your SpotMe Account Manager for more information.

In Backstage, navigate to the Registration page > Settings, and open the Integration section:

Here you can see the following fields that are used to configure the advanced search and enrichment.

Important: These fields are only visible in Backstage and cannot be edited. You will need to contact your SpotMe Account Manager to get this set up on your event registration page by our implementation team.

Profile enrichment toggle
This is used to switch on or off the advanced search and profile enrichment. Switching this on will display the following fields. This action is available to all Backstage users (not just SpotMe Support).

Integration name
This is the name of the connected third party data source, chosen when configuring the integration that the registration page is connected to. This field can only be edited by SpotMe Support.

Targeting
If needed, use targeting rules to identify registrants to whom the profile enrichment will not be applied to.

Field mapping
This is the list of field mapping between the names of the lead profile metadata in Backstage and the names of the fields in the integration (API).

Search fields
Select which mapped fields you would like to use to search by. The fields you can select here will depend on the integration.

Backstage user fields that, when empty, trigger the profile lookup
This is used to choose the field(s) in the user profile which, when they are not populated, will trigger the advanced search in the third party data source, to see what data (if any) can be imported from there.
If at least one of these fields is empty, the search will be triggered. For some users, for example RSVP invitees or users who are updating a previously completed/registered profile, the search will therefore not be triggered, simply because the information in these fields is already present (this is not related to the user type at all). 
Please note that the import cannot overwrite any existing information already present in Backstage. Therefore, in the cases where some fields might be pre-filled (for example when using a marketing automation tool), the imported data from the system of record will not overwrite existing data, it only populates data if the field is empty. This field can only be edited by SpotMe Support.

User fields populated from the external source
This is used to choose the fields in the user profile that will be populated with the data that is imported from the connected integration. This field can only be edited by SpotMe Support.

Information displayed on the registration page to let users select a match
If multiple possible profile matches are found by the search, this information will be displayed so the user can review the potential matches.
This is done by showing specific information pertaining to the found matches, such as the work address for the matches (see the example below), that will allow the registrant to choose the profile that has the correct information:

When setting up the advanced search in Backstage, a new form is automatically added at the end of the registration process, in order to display the potential matches for review when needed.

This form is called Profile matching - External data source:

The form is added as the last form in the registration process, and contains the field(s) that were selected in the Information displayed on the registration page to let users select a match field (here the address), as well as a text (or question) that will indicate to the registrant what they need to do: “Please select the relevant option from the list below”. 

Tip: This text can be fully customized based on your exact needs.

When you switch off the registration page integration, the form for reviewing the potential matches is automatically removed from the registration page setup in Backstage and from the registration process.

Also, when the integration is set up, disabled and then enabled again, it will be enabled using the same set up automatically. Users will not need to reconfigure the settings in Backstage and in the registration page form.