--- title: Add representatives to a company description: From the studio, you can invite representatives for every exhibitor, that you can give different rights. This article explains the rights that are available and the steps that should be taken to invite representatives. --- [Skip to content](https://knowledge.conferencecompass.com/representatives#main-content) English Show submenu for translations ![floq-logo-by-cc-2-white@2x.png\]](https://knowledge.conferencecompass.com/hs-fs/hubfs/floq-logo-by-cc-2-white@2x.png?height=40&name=floq-logo-by-cc-2-white@2x.png) Open main navigation Close main navigation - English Show submenu for translations - www.conferencecompass.com www.conferencecompass.com Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [CC Knowledge Base](https://knowledge.conferencecompass.com/?hsLang=en) 2. [For organisers](https://knowledge.conferencecompass.com/for-organisers?hsLang=en) 3. [Sponsors](https://knowledge.conferencecompass.com/for-organisers?hsLang=en#sponsors) # Add representatives to a company ## From the studio, you can invite representatives for every exhibitor, that you can give different rights. This article explains the rights that are available and the steps that should be taken to invite representatives. ### Downloadable instructions to share with representatives You can download instructions for representatives on how to access the exhibitor dashboard, update information and track leads by downloading and sharing [this PDF document](https://knowledge.conferencecompass.com/hubfs/Sponsors%20%26%20Exhibitor%20Instructions.pdf?hsLang=en). Maximise the engagement between attendees and sponsors by adding representatives. This allows the attendees to contact that person through the company page or exhibitor booth. Optionally, you can also give representatives the rights to edit the profile of the company they represent, moving a part of the work load to the exhibitors themselves, and allow them to see their scanned leads and contacts on a dedicated dashboard. ![](https://knowledge.conferencecompass.com/hs-fs/hubfs/image-png-Mar-21-2025-09-55-18-0888-AM.png?width=400&height=295&name=image-png-Mar-21-2025-09-55-18-0888-AM.png) To invite representatives, follow the steps below. - [Customise the representative invitation email](https://knowledge.conferencecompass.com/representatives#customise-email) - [Enable or disable automatic invites](https://knowledge.conferencecompass.com/representatives#enable-invites) - [Add representatives to the attendee list](https://knowledge.conferencecompass.com/representatives#add-reps-to-attendees) - [Link the representatives to the company](https://knowledge.conferencecompass.com/representatives#link-reps) - [Set the representative rights](https://knowledge.conferencecompass.com/representatives#set-rights) - [Send the representative invite](https://knowledge.conferencecompass.com/representatives#send-invite) ### Customise the representative invitation email In order to link a representative to a company page or an exhibitor booth, you will need to invite that person through the studio. Before doing so, personalise the email that will be sent to them in *Settings \> Emails*. Below *Layout*, you can add a header image to your email and select an accent colour. This colour will be applied to the subject of the email and to the links.  *![Screenshot 2025-03-11 at 12.28.46](https://knowledge.conferencecompass.com/hs-fs/hubfs/Screenshot%202025-03-11%20at%2012.28.46.png?width=400&height=229&name=Screenshot%202025-03-11%20at%2012.28.46.png)* Scroll down to *Representatives invite* where the body of your email can be customised. A default text is already included; you can modify it to your needs. Make sure to keep the words in brackets as they are, as they will personalise the emails and link to your mobile and/or web app. You can further format your text or add links or images. Use the *Preview* button to preview what the invite will look like. ![Screenshot 2025-03-11 at 12.29.56](https://knowledge.conferencecompass.com/hs-fs/hubfs/Screenshot%202025-03-11%20at%2012.29.56.png?width=400&height=322&name=Screenshot%202025-03-11%20at%2012.29.56.png) ### Enable or disable automatic invites  You can decide whether an invitation email is sent automatically to each representative as soon as they are added, or if you prefer to send all invitations together once *all* representatives have been added. On the *Settings* page, *Advanced* tab, you will find a section *Exhibitor dashboard*. Toggle the automatic email on or off. ![](https://knowledge.conferencecompass.com/hs-fs/hubfs/image-png-Sep-04-2025-01-20-42-9962-PM.png?width=300&height=106&name=image-png-Sep-04-2025-01-20-42-9962-PM.png) When on, the invitation email is sent at the moment the invite is added. When off, you can send the email later through the attendee list. Check also the section in this article about [sending invites](https://knowledge.conferencecompass.com/representatives#send-invite). ### Add the representatives to the attendee list Before you start inviting, make sure that all representatives you want to invite, are added to the [attendee list](https://knowledge.conferencecompass.com/manage-your-event-attendees?hsLang=en). ### Link the representatives to the company #### Link manually Inviting the representatives can be done through the data editors. In *Data*, go to the tab *Institutions*. Select the company in the table to which you want to invite representatives and scroll down to the *Representatives* section*.* Click into the *Add representative* box and start typing the name or email address of your representative. Click on the correct representative to add them to the institution. Remember to click on *Save *to save your changes. ![Screenshot 2025-03-11 at 12.35.44](https://knowledge.conferencecompass.com/hs-fs/hubfs/Screenshot%202025-03-11%20at%2012.35.44.png?width=400&height=123&name=Screenshot%202025-03-11%20at%2012.35.44.png) To delete an invitation, just click on the trashcan icon, and publish a release to the app. The respective representative will then no longer be associated with that company. #### Link with an import Inviting the representatives can also be done through the Excel import. Add the column `representatives` to the spreadsheet, and add the email addresses of the representatives in this column, separated with a comma. The import will check if your representatives are already on the attendee list. If not, it will give a warning. ### Set the custom representative rights Representatives that are added to an institution (for example a sponsor or exhibitor) can be granted options of multiple rights: appearing in the booth, editing the company profile, and viewing leads.  Here is what each of those options mean: - **Booth:** When selected, the representative can be seen in the app representing the according sponsor or exhibitor. Users can click on the name of the representative to open their profile.  - **Profile:** When selected, the representative [can edit the profile of their institute or company](https://knowledge.conferencecompass.com/update-company-profiles?hsLang=en), such as website, company description or contact information, on a dedicated dashboard. Any changes made on this dashboard will have to be accepted and released by the event organiser before being visible to attendees. [This article](https://knowledge.conferencecompass.com/invite-exhibitors-to-edit-their-profiles?hsLang=en) describes how to do so. - **Leads:** This option can be selected if the lead scanning add-on has been purchased for the event. When this option is selected, the representative can [view their leads](https://knowledge.conferencecompass.com/lead-tracking?hsLang=en) and export a list of scanned leads on a dedicated dashboard. Scanned leads shows a list of attendees the representative has scanned with the in-app QR code scanner, the contact requests that were sent and the ones that were accepted. ![image-png-Aug-27-2026-11-12-41-8921-AM](https://knowledge.conferencecompass.com/hs-fs/hubfs/image-png-Aug-27-2026-11-12-41-8921-AM.png?width=551&height=364&name=image-png-Aug-27-2026-11-12-41-8921-AM.png)   ### Send the representative invite When the email is sent, depends on whether [automatic emails are enabled or disabled.](https://knowledge.conferencecompass.com/representatives#enable-invites) When enabled, the invitation email with a link to the virtual dashboard will be sent right away when you click *Save*. In order to have the representative appear on the company page or exhibitor booth and to allow them to access the dashboard where they can edit the company profile, you do need to make a release to the app. When disabled, you can send the invitation emails in batch through the attendee list. Select *Attendees* from the side menu, and filter on *Backstage access* \> *Representative.* ![](https://knowledge.conferencecompass.com/hs-fs/hubfs/image-png-Sep-04-2025-01-40-16-6912-PM.png?width=400&height=439&name=image-png-Sep-04-2025-01-40-16-6912-PM.png) Next, select the representatives you want to invite with the checkbox on the left. From the batch edit toolbar, choose *Representative invite* and confirm sending the email in the modal that opens. ![](https://knowledge.conferencecompass.com/hs-fs/hubfs/image-png-Sep-04-2025-01-41-44-1119-PM.png?width=500&height=160&name=image-png-Sep-04-2025-01-41-44-1119-PM.png) The representatives receive your invitation as an email. ![Screenshot 2025-03-11 at 12.37.52](https://knowledge.conferencecompass.com/hs-fs/hubfs/Screenshot%202025-03-11%20at%2012.37.52.png?width=600&height=371&name=Screenshot%202025-03-11%20at%2012.37.52.png) For the steps representatives should take next, check the articles about [updating the company profile](https://knowledge.conferencecompass.com/update-company-profiles?hsLang=en) and [tracking your leads](https://knowledge.conferencecompass.com/lead-tracking?hsLang=en).     - [For organisers](https://knowledge.conferencecompass.com/for-organisers?hsLang=en#main-content) - [Artwork guidelines](https://knowledge.conferencecompass.com/for-organisers?hsLang=en#artwork-guidelines) - 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