Representatives of a company are shown in the profile and can also be given the right to update the information and images. In this article we explain all you need to know about them.
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 represtatives the rights to edit the profile of the company they represent, moving a part of the work load to the exhibitors themselves.
To invite representatives, follow the steps below.
Customise the representative email invitation
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, take the time to 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.
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.
Add the representatives to the attendee list
Before you start inviting, make sure that all representatives you want to invite, are already added to the attendee list.
Link the representatives to the company
Inviting the representatives can be done through the data editors. In Data, go to the tab Institutions. Select a company in the list (the list shows the institutions from your data) 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.
Tip! To delete an invitation, just click on the trashcan icon, and make a release to the app. The respective representative will then no longer be associated with that company.
Set the representative rights
All representatives that are added will by default appear in the booth or institution page. Besides that, you can give them additional rights to add and edit the information of the company they are a representative of.
To allow them to do so, turn on the toggle Add and edit information.
Any changes made by representatives, will have to be accepted and released first before they are visible to attendees. This article describes how to do so.
Send the representative invite
When you click Save, the invitation email with a link to the virtual dashboard will be send right away. 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.
How can the representative join the app and start interacting?
The representatives receive your invitation as an email.
Representatives join the app the exact same way that attendees do. When accessing the app from the buttons in the email, the representatives will need to sign in (if they are already registered) or create an account (if they have not registered yet).
Once they are signed in, representatives should check their Settings. We recommend to make sure they are visible in the event attendee list and that new conversations and appointments are allowed.
Once this is set, representatives can actively be contacted by attendees through the attendee's list.
Representatives can also contact the attendees themselves through private chat or meeting by clicking on the person in the attendee list, or using the company's public chat room (if enabled). Note that only the attendees that have enabled the above settings can be contacted privately.
Note that representatives have the same access to the app as attendees. However, if you are using Groups to restrict access to certain parts, those can be applied to representatives as well.
How can attendees interact with the representatives?
On a company page, attendees simply click on the name of the representative, which will open the person's page. From there, they can start a chat conversation or schedule a meeting.
On an exhibitor booth, attendees can start a chat conversation directly by clicking the chat button under the representative's name. They can also schedule a meeting with a representative by clicking the "request meeting" button.
Read this article for all the virtual meeting options that are available for sponsors.