Register for an Evalato account; no technical skills or training required to get started.
Create your program and customize the registration and application process, including setting up categories, forms, and payment options if needed.
Personalize the program’s branding and create a public-facing webpage for applicants and judges.
Set up one or more evaluation rounds, invite judges, and assign them to categories or rounds as needed.
Set up automated emails and notifications for applicants, judges, and other stakeholders.
Test the program setup, forms, and workflows to ensure everything works as intended before launching.
Launch the program, open registrations, and begin accepting applications.
Evalato can be extensively customized to fit specific business needs across various industries and program types. Here are key data points highlighting its flexibility:
Customizable Application Forms: Create tailored forms using drag-and-drop functionality, add custom questions, text fields, images, and support for multiple file types up to 20 MB each.
Customizable Fields and Templates: Adjust form fields and templates to collect exactly the information you need for your program.
Customizable Judging Criteria: Set up your own evaluation criteria, scorecards, and multiple judging rounds to match your unique process.
Customizable Branding: Personalize the look and feel of your program with your logo, colors, typography, and even use your own domain for program URLs.
Flexible Program Structure: Define categories, workflows, and application stages to match any awards, grants, competitions, or selection processes.
Automated Workflows: Automate application approvals, notifications, and communications, with customizable triggers and email templates.
Multi-Language Support: Operate your program in over 40 languages to reach a global audience.
Multi-Currency and Payment Options: Accept payments in 160+ currencies and through multiple gateways (Stripe, PayPal, Braintree), with customizable billing options.
Customizable Applicant and Judge Portals: Tailor the experience for applicants and judges, including what they see and how they interact with the platform.
Customizable Public Voting: Set up and configure public voting rounds as needed for your program.
Integration Capabilities: Connect Evalato to over 5,000 apps and services via Zapier and API, allowing you to automate tasks and sync data with tools like CRMs, email marketing, and accounting software.
Customizable Communication: Personalize automated emails and notifications for applicants, judges, and admins based on specific actions or statuses.
Customizable Access and Permissions: Assign role-based permissions for admins, judges, and collaborators to control who can see and do what.
Unlimited Scalability: Add unlimited programs, admin seats, judges, and forms, supporting growth and changing needs without restrictions.
Flexible Entry Management: Set when people can register, edit, resubmit, or withdraw applications, and choose between manual or automatic approvals.
Custom Web Pages: Build branded program pages or embed forms on your own website for a seamless applicant experience.
Custom Reporting and Analytics: Access real-time analytics and tailor reports to track the metrics that matter most to your organization.
Collaboration Tools: Enable real-time feedback and collaboration among team members and judges.
Customizable Status Tracking: Define and track custom application statuses throughout the process.
Evalato provides easy-to-follow tutorials and help documentation, making the learning curve minimal for new users. Users can quickly get started and set up their programs without the need for extensive training.
Evalato Academy offers a comprehensive, free online certification course covering all aspects of awards management, from program setup to judging and winner announcement. The Academy is open to everyone, regardless of subscription status, and includes lessons specific to Evalato’s features.
Evalato maintains an active YouTube channel with product walkthroughs, feature updates, and instructional videos to help users understand and utilize the platform effectively.
The onboarding process is designed to be quick and hassle-free, with support available to guide users through account creation, program setup, and workflow configuration.
Evalato is recognized for its responsive customer support, offering live chat and email assistance to resolve issues and answer questions promptly.
Data Encryption
All data transmitted and stored is protected using TLS 1.2 with 256-bit encryption, ensuring privacy and integrity for both users and customers.
SSL certificates with 128-bit encryption are also used for secure connections during account logins and data transfers.
Secure Data Storage
Data is stored in DigitalOcean data centers in Amsterdam, which are ISO/IEC 27001:2013 certified, SOC 2 Type II compliant, and PCI DSS compliant.
Data backups are performed several times a day and stored in multiple remote, non-publicly visible locations on NAS/SAN servers, ensuring quick restoration in case of data loss.
Access Controls
Access to data is strictly limited to a small number of support team members with the highest level of clearance, all of whom undergo thorough background checks.
Role-based permissions restrict access within the platform, ensuring only authorized users can view or manage sensitive information.
Payment Security:
Evalato does not store or process payment data directly. All payments are handled by third-party gateways (Stripe, PayPal, Braintree) that are certified Level 1 PCI DSS compliant, ensuring secure payment processing.
Compliance with Regulations
Evalato is fully compliant with the EU General Data Protection Regulation (GDPR) and other applicable data protection laws.
Organizers can add consent options, download, or permanently delete user data to meet privacy requirements.
Monitoring and Incident Response
Anti-virus and anti-malware protections are regularly updated to defend against hacking and malware.
Data Integrity and Availability
The platform maintains a 99.98% uptime, with robust backup and disaster recovery protocols ensuring data availability and resilience.
Email Security
All program-related emails are managed through SendGrid, which is Privacy Shield certified and SOC 2 Type II compliant, ensuring secure and reliable email delivery.
Organizational Measures
Regular and Ongoing Updates
Evalato releases updates frequently, introducing new features, improvements, and security enhancements continually. Major and minor updates are rolled out throughout the year, as evidenced by their product change log, which details multiple updates and new features released in recent months.
Transparent Update Announcements
Updates are publicly documented on Evalato’s website in a dedicated product changes section, where users can review the latest improvements and upcoming features. This ensures transparency and keeps users informed.
Automatic Cloud-Based Deployment
As a cloud-based platform, all updates are managed and deployed automatically by Evalato. Users do not need to install or manually apply updates-new features and fixes become available instantly to all customers.
Minimal Disruption
Maintenance and updates may occasionally result in brief access restrictions, but Evalato aims to minimize service interruptions. Users are notified in advance when possible, and updates are scheduled to reduce impact on active programs.
User Feedback Integration
Data Ownership
Evalato’s Terms of Service clarify that users (organizations running programs) are responsible for their own content and data, including ensuring it does not violate copyright laws or data protection regulations3. This means organizations retain control and legal responsibility over the data they upload and manage within the platform.
Evalato does not claim ownership of user-uploaded content or data. Instead, it acts as a processor, providing the infrastructure for data collection, management, and processing.
Users are required to provide evidence of their data protection measures if requested, further reinforcing that data governance and ownership rest with the user organization.
Data Portability
While Evalato’s terms do not explicitly detail data export formats, the platform is designed to allow organizations to access, manage, and retrieve their data as needed. This aligns with the general principle of data portability, which is the right to obtain and transfer personal data in a structured, commonly used, and machine-readable format.
Evalato commits not to sell, share, or rent personally identifiable information to third parties, except as described in its privacy terms. However, users can request account termination and data deletion at any time by email, supporting the right to data erasure and portability.
Flexible Plan Upgrades
You can upgrade your Evalato pricing plan at any time if your needs grow (for example, if you exceed your application limit). When upgrading, you only pay the difference for the remaining term of your annual plan, and your data remains intact.
No Downgrade Penalty
If your organizational needs decrease, you can choose a lower-tier plan for your next program cycle or renewal, ensuring you only pay for what you need.
Unlimited Scalability
Evalato supports unlimited admin users, judges, categories, forms, fields, file uploads, and evaluation rounds, allowing you to scale your program’s complexity and team size up or down without restrictions or extra charges.
Pay-As-You-Go and Annual Options
Evalato offers both pay-as-you-go and annual plans, so you can choose the most cost-effective option based on your expected program volume and duration.
Easy Renewal or Cloning
At the end of each program’s 365-day cycle, you can renew your subscription or clone the program for the next edition, making it easy to adjust the scale for future cycles.
No Setup or Hidden Fees
There are no setup, training, or hidden fees, so scaling up or down does not incur unexpected costs.
Unlimited Storage
Program Fee Validity and Renewal
Each Evalato program fee is valid for one year (365 days) from the moment a program goes live.
The program fee does not renew automatically. Renewal must be initiated by the user if continued access is desired.
For custom plan subscriptions, users have the right to renew, but Evalato may adjust the price or the included services at renewal. If a price increase or service change is proposed, Evalato will provide a new offer, which the user can accept or refuse. If refused, Evalato may exclude certain services or maintain the previous price at its discretion.
Access After Expiry
If a subscription expires while programs are still live, users lose backend access, but the programs remain active for 365 days after initial activation.
Cancellation Terms
Either party (the user or Evalato) may terminate the agreement at any time.
Users can request account cancellation provided there are no outstanding fees. The request must be sent to [email protected] and will be processed within 30 working days.
After cancellation, all data associated with the account is retained for 12 months, after which it is permanently deleted.
Evalato reserves the right to terminate or suspend accounts for violations of terms, non-payment, or inactivity (accounts unused for over three years).
Account and Program Management
Users may not sell or trade their account.
If an account is deleted after placing an order (e.g., for a program), the order remains valid and is still subject to execution.
Users cannot switch to a per-program plan if they have an active custom plan program.
Dispute Resolution
GDPR (General Data Protection Regulation)
ISO/IEC 27001:2013
Data is stored in DigitalOcean data centers in Amsterdam, which are certified to the international ISO/IEC 27001:2013 standard for information security management.
PCI DSS (Payment Card Industry Data Security Standard)
Evalato and its integrated third-party payment gateways (Stripe, PayPal, Braintree) are fully PCI DSS compliant, ensuring secure processing of credit card transactions without storing sensitive payment information on Evalato’s servers.
SOC 2 Type II
The hosting infrastructure provides SOC 2 Type II reporting, a global standard for data privacy and security, ensuring that Evalato’s systems are monitored and managed according to strict security protocols.
Other Data Protection Regulations
Evalato is designed to meet additional data protection regulations as required, and its Data Processing Agreement outlines compliance with all applicable data protection laws and best practices for data security.
HIPAA (Health Insurance Portability and Accountability Act)
