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.
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.
To invite representatives, follow the steps below.
- Customise the representative invitation email
- Enable or disable automatic invites
- Add representatives to the attendee list
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.
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.
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.
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.
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.
Link the representatives to the company
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.
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.
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, and to view and export a list scanned leads.
Add and edit information
To allow representatives to manage their own company profiles, turn on the toggle Add and edit information. This will give them access to a dedicated dashboard, where they can see and update for example their website, company description and contact 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.
View leads
When this toggle is on, representatives will be able to see their leads on a dedicated dashboard, that lists the attendees they scanned with the in-app QR code scanner, the contact requests that were sent and the ones that were accepted.
Send the representative invite
When the email is sent, depends on whether automatic emails are enabled or disabled.
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.
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.
The representatives receive your invitation as an email.
For the steps representatives should take next, check the articles about updating the company profile and tracking your leads.