Exhibitors

The Exhibitors section on the left-hand Navigation Menu allows you to fully manage all aspects of your conference vendors, referred to as Exhibitors in our software. Here, you can create and manage Exhibitor accounts and set up online registration forms for them. If you have provided your Exhibitors with the option to purchase our Conference Leads software, you will be able to manage all aspects of that through this section as well. The Conference Leads app allows your Exhibitors to capture and save contact information from attendees at your conference. (To find out more about Conference Leads, click here.

Here, you will be able to do the following:

• Manage Exhibitors - In this section, you will be able to view and manage all of the companies that have purchased a Conference Leads license for your conference. This section lets you easily differentiate from regular companies and companies that have the ability to capture leads using our Conference Leads app.
• Exhibitor Admins - In this section, you can view, create and manage all of your Exhibitor Administrators. Exhibitor Administrators will be the main person in charge of any vendor/company visiting your conference. They will be able to view any captured leads performed by his company, as well as edit other customizable aspects provided to them for being a vendor at your conference.
• Exhibitor Reps - In this section, you can view, create and manage all of your Exhibitor Representatives. Exhibitor Representatives will be any workers that represent a company/vendor visiting your conference. They are overseen by their Exhibitor Administrators.
• Online Registration - Conference Tracker offers an Online Registration Form to manage your Exhibitors' registration easily. These Online Registration Forms are completely customizable and connect directly to your Conference Tracker account, giving you full control of any registrations submitted to your conference.
• Booth Registration - In this section, you will be able to upload a map of your Exhibit Hall for Exhibitors to purchase Booths as they fill out Registration.
• Manage Leads - In this section, you will be able to view and manage any Leads captured by any Exhibitors attending your conference who are using Conference Leads. This can help you verify that your Exhibitors are properly using the software and can allow you to help with any issues that may arise from your Exhibitors and Leads.
• Rewards - In the Rewards section, you can view the top attendees who have been captured by any Exhibitor using our Leads service. You can also choose to generate a randomly captured attendee. You can use this information to run a contest or giveaway for your attendees and to incentivize them to visit Exhibitors as much as possible.
• Exhibitor Purchases - In this section, you can confirm or deny Exhibitors who purchased a Leads License through the web portal.
• Push Notifications - The Push Notifications feature allows you to send a notification to any Exhibitor or Exhibiting Company who is using the Conference Leads app. You can choose who will receive the announcements and even schedule them to go out at a later time. This is useful to quickly remind your Exhibitors to return devices or communicate any news you may have for them.

In this section, you will be able to view and manage all of the companies that have purchased a Conference Leads license for your conference. This section lets you easily differentiate between regular companies and companies that have the ability to capture leads using our Conference Leads app. Clicking on any of these company names will take you to their company profile, where you can edit their properties, manage Leads limits, and much more. The Sponsor Types buttons allow you to view/create different categories/types of sponsorship so you can later assign this to your Exhibitors as needed. Using the Bulk Qualifiers Setup will allow you to set up Custom Qualifiers for all Companies or just a specific group of Companies. To view more information about editing company settings, click here.

Here you can set Custom Qualifying questions for captured Leads for all Companies or just Specific ones. These are questions designed to prompt Exhibitors to ask for more information as they scan a Lead. If required, these questions must be answered before a Lead will be saved. Any Custom Qualifiers created by Exhibitors will be added to the end of these questions.

In this section, you can view, create and manage all of your Exhibitor Administrators. Exhibitor Administrators will be the main person in charge of any vendor/company visiting your conference. They will be able to view any captured leads performed by their company, as well as edit other customizable aspects provided to them for being a vendor at your conference.

• Create: Simply click the Create button at the top of this screen. For more information on how to create users, click here.
• Groups: Clicking on this button will act as a shortcut to the Groups section. For more information on Groups, click here.
• Send Profile Update Invitation: This will send all Exhibitor Administrators an email inviting them to update their profile information.
• Send Leads App Login Instructions: Clicking on this button will send out an email to all of your Exhibitor Administrators who have purchased a Leads License. The email will include instructions and help on how to download and access the Conference Leads app.
• Edit: Clicking on the name of any Exhibitor Administrator will allow you to edit their profile.

To access the following options, you will need to click on the three dots at the far right of any Exhibitor Administrator's name. These options are specific for only the chosen Exhibitor Administrator:

• Send Leads Login Info: This acts like the previously mentioned Send Leads App Login Instructions button, but this will only send an email to the chosen Exhibitor Administrator.
• Send Profile Update Invitation: This will send the selected Attendee an email inviting them to update their profile information.
• Groups: This option will show any Groups the chosen Exhibitor Administrator belongs to.
• View Limits: Clicking on the View Limits button for any Exhibitor Administrator will take you to their Limits page. Here, you will be able to see how many Representatives their company is allowed to have, how many Leads Licenses they have purchased, and how many Push Ads they have purchased. These are generally updated automatically through our system.
• Delete: This option will Delete the chosen Exhibitor Administrator.

In this section, you can view, create and manage all of your Exhibitor Representatives. Exhibitor Representatives will be any workers that represent a company/vendor visiting your conference. They are overseen by their Exhibitor Administrators.

• Create: Clicking on the Create button at the top of this section will allow you to create a new Exhibitor Representative. For more information on how to create users, click here.
• Groups: Clicking on this button will act as a shortcut to the Groups section. To find out more about Groups, For more information on Groups, click here.
• Send Profile Update Invitation: This will send all Exhibitor Representatives an email inviting them to update their profile information.
• Send Leads App Login Instructions: Clicking on this button will send out an email to all of your Exhibitor Representatives who have purchased a Leads License. The email will include instructions and help on how to download and access the Conference Leads app.

To access the following options, you will need to click on the three dots at the far right of any Exhibitor Representative's name. These options are specific for only the chosen Exhibitor Representative:

• Edit: Clicking on the name of any Exhibitor Representative will allow you to edit their profile.
• Send Login Info: This acts like the previously mentioned Send Leads App Login Instructions button, but this will only send an email to the chosen Exhibitor Representative.
• Send Profile Update Invitation: This will send the selected Representative an email inviting them to update their profile information.
• Groups: This option will show any Groups the chosen Exhibitor Representative belongs to.
• Delete: This option will Delete the chosen Exhibitor Representative.

Conference Tracker offers an Online Registration Form to manage your exhibitors' registration easily. These Online Registration Forms are completely customizable and connect directly to your Conference Tracker account, giving you full control of any registrations submitted to your conference. If you have decided to use our Online Registration component, this is where you will be able to monitor and access all aspects of it. Here, you can view exhibitors who have registered online, edit your registration form, send payment instructions, view registration analytics, and confirm/delete registrations to your conference.

The main bulk of this page consists of all of your online registrations. Using the search filters, you can view registrations with all possible statuses, including Accepted, Cancelled, Paid & Pending, With Errors, etc. This will allow you to double-check every single registration that is submitted through the online form and make sure that everything went without any issues.

This screen has a lot of options for you to use:

• Share - Pressing the Share button will take you to a screen with multiple ways of sharing your Exhibitor Online Registration form. You can share on social networks, include it on your website or send out a direct link to the registration.
• Coupons - Pressing the Coupons button allows you to create a coupon to give out to your Exhibitors if you would like to give them a discount on registration fees. When creating the coupon, you can choose different settings for it, such as the percent or amount you would like to discount, who can use it, the expiration date, and how many use the coupon has before it expires.
• Online Registration Enabled/Disabled - This button will actively tell you whether your Online Registration is enabled for users to use online. If you click on this button, it will take you to the setting to change this option.
• Paypal Enabled/Disabled - This button will actively tell you whether your Online Registration form is allowed to accept online payments via Paypal. If you click on this button, it will take you to the setting to change this option.
• Credit/Debit Card Payments Enabled/Disabled - This button will actively tell you whether your Online Registration form is allowed to accept online credit/debit card payments through Stripe or Authorize.net. Clicking on this button will take you to the setting to change this option.
• Bank Account Payments Enabled/Disabled - This button will actively tell you whether your Online Registration form is allowed to accept online bank account payments through Authorize.net. Clicking on this button will take you to the setting to change this option.
• Confirm All - By clicking on the More button on the top right section of this page, you will see the Confirm All option. This option allows you to confirm all of your pending registrations with a single click.
• Send Payment Instructions - By clicking on the More button on the top right section of this page, you will see the Send Payment Instructions option. This option allows you to send payment instructions to every user that has not made a payment yet for your Conference.
• Registration Analytics - By clicking on the More button on the top right section of this page, you will see the Registration Analytics option. This option takes you to a page that displays analytics from your exhibitors' registrations.

Apart from all of these options, each Online Registration has options that will only affect the chosen registration. You can access these by clicking on the three dots on the far right end of any registration. These options include:

• Send Payment Instructions - By clicking on this option, it will send out payment instructions to the registrant you have chosen.
• Confirm - By clicking on this option, you will be able to confirm the chosen user's registration.
• Cancel - This option will cancel the chosen registration fully. (Note: Any canceled registrations are still accessible through the Search Filters. They can also be restored if need be by clicking on the three dots.)
• Delete - This option will delete the chosen registration from Conference Tracker. (Note: Any deleted registrations are still accessible through the Search Filters. They can also be restored if need be by clicking on the three dots.)

Once you start receiving registrations, you will see a status attached to them. These are also used with the search filters provided on this page.

• Pending - This means that the Exhibitor has filled out the registration form but it has not been approved. This status is shown when the exhibitor has not paid for the Conference. From here you can select the option “Send Payment Instructions” by clicking on the three dots on the far right side of any exhibitor registration listing.
• Paid & Pending - Exhibitors will only show up in this phase if “Auto-accept when payment received” is not turned on in the conference settings. Here you can manually accept the exhibitors who've paid their registration fees.
• Accepted - Registrations that have been successfully confirmed. If a registration is accepted, an account for that user will be created.
• Canceled - These will be registrations canceled from the system.
• With Error - These are the registration forms that have been completed with errors. Several examples may be the e-mail address was formatted incorrectly like “mi ke@abc.com” or the phone number is missing a digit like “407-555-555_”. Here you'll have the ability to make these corrections.

If you have already enabled Online Registration you can now edit your registration form by clicking the Edit Registration Form button. You can change the title displayed at the top of the registration form by editing the very first text box on this screen labeled Title. The default registration form will have some preset fields, but you can add your own or edit the form completely. The only three required fields that must be present at all times are First Name, Last Name, and Email.

There are 11 types of fields:

• Title - A title on your registration form acts as a header. Use this to organize and separate different sections of your registration form.
• Paragraph - Adding a paragraph to your form allows you to provide any additional information you would like your registrants to know. This will display as a block of text.
• Text - Adding a text field will allow the user to input a text response.
• Email - The email field will allow the user to input an email address. While there is already a default email field on the form, this field can be used if you would like a secondary email for any purpose.
• Money - Adding a money field will allow the user to input an amount of money they would like to pay. This is useful for any type of custom donations.
• Numeric - The numeric field will allow the user to input a numeric-only response.
• Switch - Adding a switch field to your form will display an Enable/Disable toggle button.
• Password - You can add a password field to the registration form if you would like users to create their passwords for their accounts during their registration.
• Dropdown - This custom field will allow you to insert a drop-down menu with multiple choices.
• Radio List - This custom field will allow you to insert a list with radio buttons. Radio lists will allow you to only pick one choice.
• Checkbox List - This custom field will allow you to insert a list with checkboxes. A checkbox list will allow you to pick one or more choices.

Additionally, each of these fields has extra settings you can manage, with some being unique to specific types of fields. These settings can be accessed by hovering over the field you would like to edit:

• Changing Field Positions - You can grab any of the fields on your registration form and move them to different positions in the form. You can perform this by clicking and holding on any of the fields, dragging them to where you would like to place them, and letting go of the mouse button.
• Copy - If you hover over a field, you will see three icons on the right-hand side of it. Clicking the middle gray icon will duplicate your field on your form.
• Delete - If you hover over a field, you will see three icons on the right-hand side of it. Clicking the right red trash can icon will delete your field from your form.

The following settings can all be found by hovering over a field and clicking on the blue gear icon that appears on the right-hand side of the field:

• Name - You can change the name of your custom field. This name will not be displayed anywhere in the form. This is more for back-end and organizational purposes.
• Text - Reserved for the Title and Paragraph fields, the text setting will change what is displayed in either of these fields.
• Required - By toggling the Required setting on, your registrants will be required to fill out this field in order to complete their registration.
• Label - The label setting for your fields will change the title/label to the left of the field.
• Help Text - You can use this to add any additional information about a field you would like your registrants to have access to. The help text will be displayed under the custom field.
• Repeat Password Label - When using the Password field, your form will have two fields generated: Password and Repeat Password. With this setting, you can change the label/title of the second field, Repeat Password, to display a different text.
• Minimum Length - This only applies to the Password field. Here, you can change the minimum number of characters you would like the registrant's password to be.
• Show Priced Options - When available, this will allow you to add pricing to your options. This is only available on Radio Lists, Checkbox Lists, and Dropdown fields.
• Options - Only available in Radio Lists, Checkbox Lists, and Dropdown fields, this option allows you to add/edit/remove your list of options you would like to provide your registrant.

I have set these three extra settings apart due to the fact that, while some of them can be used individually, they work to their full extent in tandem. With these three settings, you can Group multiple fields in your registration form together, set them all to Not Visible, then use the Shows setting to add an option that reveals every grouped field if a specific option is chosen.

• Groups - You can use the Groups setting to group together multiple fields. Where available, you can press the blue Plus button to add this field to a Group of your creation. As long as all other items desired in this group have the same Group name, they will be grouped together. Fields that are in the same group will be noted by the group title being displayed under the field name.
• Visible - This option can hide a field from view on your registration form. This is useful if you would like to temporarily remove a field from view. Any setting that has been set to Not Visible will be noted by a crossed-out red eye symbol next to the field's title.
• Shows - This extra setting is only available in the following fields: Switch, Dropdown, Radio List, and Checkbox List. When any switch or option is chosen, you can set the Shows setting to reveal a previously hidden field or group of fields.

Here's an example of all three of these extra settings working together:

In the first image, we see the Drop Down field extra settings. Under the Options settings, each answer you add will have the Shows setting beneath it. Here, we've chosen the answer Yes to use the Shows setting to Show Group1. In the second image, we see that all of these fields that have been added to Group1 are all set to Not Visible.


Now that all of those settings have been set, below we can see an animation of the results. We have a Drop Down field asking if we'd like to see more questions. Choosing No, nothing happens. Choosing Yes, we see all of our hidden Group1 fields show up immediately.

Once you are finished editing your Registration Form, you can click on the green Save Changes button on the bottom.

Here you can upload a map of your Exhibit Hall for your Exhibitors to choose from during Registration.

• Create - Click this to get started and upload your Exhibit Hall Image.
• Edit - Clicking the name of the Booth Floor will take you straight to the Editing capabilities.
• Delete - Click this to delete the Booth Floor from Conference Tracker.

Once you upload your Booth Floor image, you can start creating the individual Booths found on the respective floors. To create your Booths, select a shape from the menu. These include Squares, Rectangles, Triangles, Rhombus, Pentagrams, Hexagons, and for your abnormal dimension booths, there is a Free-Form option to draw your own shape. When you are happy with your shape placement, you will notice the Booth Details below the image for you to associate descriptors like:

• Booth Number - Assign the Booth Number
• Description - Include a description of the Booth
• Category - Assign a category to Booths
• Price - Set the price per Booth to be paid during Registration
• Status - This will reflect the current status of the Booth. If you are editing the image during Registration, you will see these statuses change to Pending or Reserved.

In this section, you will be able to view and manage any Leads captured by any Exhibitors attending your conference who are using Conference Leads. In this section, you will be able to view and manage any Leads captured by any Exhibitors attending your conference who are using Conference Leads. This can help you verify that your Exhibitors are properly using the software and can allow you to help with any issues that may arise from your Exhibitors and Leads.

Here are some quick options available to you on this screen:

• Create - With the Create option, you can manually create any Lead profile you would like. This comes in handy if you notice that either you or an Exhibitor is missing a Lead due to an error or mistake. When creating a new Lead profile, you will be asked for the person capturing the Lead, the name of the Attendee being captured, and then you will be able to fill out the rest of your Leads Survey form.
• Custom Qualifiers - With this option, you can edit the questions that are presented to you after scanning an Attendees badge with your Leads app. This applies if you have an active Leads license under your profile. For more information on this, please visit our Conference Leads Manual.
• Analytics - The Analytics option acts as a shortcut that takes you to the Leads Analytics section of Conference Tracker. To find out more about this section, click here.
• Prizes - This button acts as a shortcut that takes you to the Rewards section of Conference Tracker. You can find more information about Rewards below.

In the Rewards section, you can view the top attendees who have been captured by Leads users, or pick a randomized attendee who has been captured by a Leads client. You can use this information to run a contest or giveaway for your attendees and to incentivize them to visit Exhibitors as much as possible.

• Top Leads - This section will show you a list of the most scanned Leads in your conference.
• Random Drawing - This section will allow you to randomly generate one or more scanned Leads.
• Prize Wheel - This section will allow you to create and manage Prize Wheels for your Exhibitors. You can also see the Prize Wheels that they have created.

The Exhibitors Purchases section, you can Confirm or Cancel Leads License purchases done by Exhibitors through the web portal.

Purchase Status

Once you start receiving purchases for Leads Licenses, you will see a status attached to them. These are also used with the search filters provided on this page.

• Pending - This means that the Exhibitor has filled out the registration form but it has not been approved. This status is shown when the exhibitor has not paid for the License(s).
• Paid & Pending - Exhibitors will only show up in this phase if “Auto-accept when payment received” is not turned on in the conference settings. Here you can manually accept the exhibitors who've paid their License fees.
• Accepted - License Purchases that have been successfully confirmed. If a Purchase is accepted, the Leads License will be activated immediately.
• Canceled - These will be registrations canceled from the system.
• With Error - These are the registration forms that have been completed with errors. Several examples may be the e-mail address was formatted incorrectly like “mi ke@abc.com” or the phone number is missing a digit like “407-555-555_”. Here you'll have the ability to make these corrections.

This function allows you to send a notification to every Exhibitor using the Leads app. If push notifications are enabled on their devices, they will appear as one. Exhibitors are also able to access past announcements using their app. Twitter integration is also possible, allowing tweets to be sent as live announcements.

Creating an Announcement

You can send an announcement immediately or schedule announcements to be sent automatically at certain times. Follow these steps to create an announcement:

1. Enter the title of the announcement. This is the message that will be displayed when the Exhibitor first sees the announcement.
2. Optionally, you can enter additional text to the announcement. The Exhibitor will be able to read this additional text if they open the announcement on their app.
3. Audience - The default setting is to send the announcement to every Exhibitor. However, you can also choose to send the announcement to all the Exhibitors in a specific Company.
4. Delivery If you have this setting set to Now, simply finish the announcement by clicking on the Send Now button. If you choose to schedule a date and time, you must select a day and time to send the announcement. Click on Schedule to finish scheduling your announcement. Conference Tracker will automatically send out the announcement at the appointed time.

https://desk.zoho.com/portal/engineerica/en/kb/articles/conftrac-how-to-create-check-in-stations

https://desk.zoho.com/portal/engineerica/en/kb/articles/conftrac-how-to-manage-exhibitors

https://desk.zoho.com/portal/engineerica/en/kb/articles/conftrac-how-to-create-exhibitors-administrators

https://desk.zoho.com/portal/engineerica/en/kb/articles/conftrac-how-to-manage-exhibitors-reps

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