Everything You Need to Know About Evalato

Evalato is awards management software that helps you make the process of managing awards easier, saving you time from administrative work. Thanks to it, you don’t need spreadsheets or different tools. Through Evalato, you can accept entries, collect payments, manage judging, and showcase winners. It’s built to streamline your entire workflow, so you can launch and run your program with confidence.

The Evalato software is an excellent fit for programs including awards, competitions, powerlists, indexes (e.g. Top 100), or other industry and academic recognitions.

Yes, Evalato software makes it easy to collect nominations, assign judges to evaluate, and publish ranked lists. This makes it a great fit for a variety of recognition programs.

Evalato includes tailored features like multiple judging rounds, public voting, score normalization, and real-time results. Everything in the software is built to make managing awards easy, fair, and efficient.

Setting up a new program in Evalato is extremely straight forward. You can either start from scratch or choose one of the software's premade templates and customize it to fit your exact needs.

After going live, a program can remain active for 365 days. It automatically switches to "Closed" after that. You can easily clone it for the next year’s edition so you don’t have to start from scratch.

Programs can be in “Test” mode for setup and testing, “Live” for accepting entries, or “Closed” when the program duration expires or if manually closed.

Yes, you can edit most parts of your program after it goes live. However, some settings, like tax settings and program currency, cannot be changed after sales are made. Other changes, like editing forms, domains, or categories, are technically possible but not recommended, as they may result in data loss.

No, you can add unlimited sections, fields, and questions to your forms.

Evalato supports 40+ languages for the applicant and judging portals, and you can set each program in one language of your choice.
Here’s the full list of languages you can set in Evalato in alphabetical order: Albanian, Arabic, Armenian, Belarusian, Bosnian, Bulgarian, Chinese (Simplified), Chinese (Traditional), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, French (Canada), German, Greek, Hebrew, Hungarian, Italian, Japanese, Korean, Latvian, Lithuanian, Macedonian, Moldavian, Norwegian, Polish, Portuguese, Portuguese (Brazil), Romanian, Russian, Serbian, Slovak, Slovenian, Spanish, Spanish (LATAM), Swedish, Turkish, Ukrainian.

Evalato supports 160+ currencies with built-in automatic currency conversion. Program, payment processor, and card currencies are synced in real time for smooth transactions.

Evalato supports automatic currency conversion when different currencies are involved. Prices show in your program’s default currency, payments are processed in your payment processor’s currency, and customers pay in their card’s currency. Conversion happens automatically when these currencies differ.

Of course, you can start setting up your program in Test mode. You’ll only pay when you decide to switch to Live mode and launch your program.

The Grow plan includes core features like customizable forms, entry fees, public voting, and analytics. Pro adds branding, custom domain, video hosting, score normalization, and embeddable winners lists. Enterprise is a custom plan that lets you add services like white-labeling, priority SLA support, and a dedicated account manager.

Each plan includes a one-time fee per program, paid when you go live. Your program stays active for up to 12 months, and you can renew or clone it for the next edition. The plans have a limit on applications, which you can upgrade anytime. See full pricing details.

Yes, payments from entrants can be required at registration, submission, or after submission. Offline methods, such as bank transfers, require manual confirmation.

Yes, payments from entrants can be required at registration, submission, or after submission. Offline methods, such as bank transfers, require manual confirmation. It’s best to request payment at registration, as early payment makes applicants more likely to complete and submit their entries.

Evalato supports online payments through Stripe, PayPal, or Braintree, as well as bank transfers and other custom methods.

Evalato does not generate invoices directly. You can connect Evalato to accounting software through Zapier. Zapier sends payment data to tools like Xero or any Zapier-compatible accounting system, where the invoice is created automatically.

Yes, you can set up automatic discounts based on specific rules. Only one special offer applies at a time, and promo codes take priority if used.

No, upgrading to a higher plan does not affect your existing data. The new plan activates immediately, and you only pay the difference for the remaining period of your annual subscription.

You can clone programs that were originally created in Evalato from the Organization dashboard using the dropdown arrow next to the program. Cloning copies the setup, but not entries, emails, or judges.

Go to Data > Import and follow the steps to import a .xlsx, or .xls file. You’ll find a sample file there that you can download and use as a template.

Yes. Evalato lets you create unlimited forms with fields for text, file uploads, galleries, and embedded media.

Yes. You can disable new registrations while allowing current applicants to edit and submit entries until the deadline.

The registration and application forms are two separate operations in Evalato. The registration form is what people fill out to sign up for your program, like creating an account. It’s only visible to admins. The application form is for submitting entries and can include info that’s visible to judges or the public, depending on your settings.

Score normalization is a feature that removes unintentional judge bias by standardizing scores across all judges. Evalato uses a mathematical formula to make scoring fair, even when judges are stricter, more lenient, or evaluate different sets of entries.

The average (or arithmetic mean) treats all judges’ scores equally, even if some judges are naturally stricter or more generous. Score normalization adjusts for those differences, so every entry is judged on a level playing field, regardless of who reviewed it. It’s especially useful when judges score different subsets of entries.

You can connect Evalato with HubSpot to add chat functionality to your program pages. This lets applicants message you directly from the portal, and you’ll receive their messages in your HubSpot inbox.

Can I connect Evalato to Intercom?

If you want to brand the program, just upload your logo, choose colors, and set a custom or vanity domain in Website > Branding.

Yes. You can edit the wording, add instructions, and upload a 1920x750px dashboard cover image to match your branding.

Yes, you can connect a verified domain such as awards.yourdomain.com for a fully branded experience.

Use the drag-and-drop builder in Settings > Registration > Registration form to add fields, sections, and instructions.

Yes, it's possible. Use the Clone button in the Organization settings. Judges, emails, and past applications are not copied.

Organization Owners have full access, including billing and team management. Program Admins can manage programs and team members, but cannot access billing. Program Judges only access the judging portal for assigned entries. Applicants can submit and manage only their own submissions.

You can assign judges to individual categories and evaluation rounds in Evaluation > Judges.

Yes, there is no limit to how many judges you can invite.

Abstained votes are skipped and excluded from calculations, ensuring results remain fair and unbiased.

Yes. You can add a secondary email to a registration form to receive notifications. The second email receives emails related to that registration, based on the settings in the Emails menu.

Use the dashboard in Data > Analytics to monitor submissions, approvals, and judging in real time. Connect Google Analytics if you need to track your traffic.

Yes. You can export your data as Excel, PDF, or ZIP files for reporting or backups.

Yes. Add your Google Analytics tracking ID in Data > Integrations to monitor visitors and conversions.

Yes. Evaluation > Results shows live scores, rankings, and judge activity during the evaluation process.

Images can be up to 10 MB each, thumbnails up to 2 MB, and other files up to 20 MB per file for the Grow plan and unlimited for the Pro plan. Videos support HD.

Yes, Evalato fully complies with GDPR, securely processing and storing all personal data.

Data is encrypted, backed up regularly, and accessible only to authorized personnel.

Your data is securely stored in access-restricted cloud servers located in Amsterdam, Netherlands. Evalato uses DigitalOcean’s data centers to ensure top-tier protection and reliability.

Yes. Payments are processed by PCI DSS Level 1 compliant providers such as Stripe, PayPal, and Braintree.

Yes, you can. Use Data access settings in your forms to make fields visible only to admins.

No, admins can manage all settings. Evalato support is only needed for ownership or account-level changes.

Evalato provides 24/7 in-app live chat and email support. Most inquiries are solved within 2 to 12 hours.

Reach out to our team through the in-app chat or email hello@evalato.com for assistance.