Exhibitor Management Portal

RD Mobile Feature Highlights: Exhibitor Self-Service Portal from Results Direct l RD Mobile on Vimeo.

Enabling the Exhibitor Management Portal

In the Backoffice

1. Log in to the Backoffice, choose an event, then click Edit Event.
2. Click the Exhibitors tab and scroll down to see the new fields.
   1. The exhibitor portal can be enabled/disabled here. The default state should be disabled.
   2. Additionally, a single optional Exhibitor Portal Admin role can be set.
   • If set, any users that belong to the exhibitor portal admin role will be able to access the exhibitor portal for all exhibitors belonging to that event.
     • NOTE: It is recommended that the Exhibitor Portal Admin role be set to: "Staff", and to have Admins be assigned the event role.
3. This role is intended to be used by Event Admins to assist the exhibitor representatives with any questions they may have.
4. Please remember to click the Save button at the top-right-hand corner to preserve any changes.

Through the Backoffice (For Admins)

1. Choose an exhibitor and open its Backoffice details page (An Exhibitor record must exist in the Backoffice. (For information on uploading exhibitors, please see: Setting Up Exhibitors)
2. Registrants added under the “Associated Registrants” section as exhibitor representatives can gain access to the Exhibitor Management Portal, and make edits to the exhibitor page to which they are assigned.
   1. Please see the Associated Registrants section of the article: Exhibitor Lead Scanning and Check-In for details on how to add exhibitor representatives.
   2. There can be multiple registrants associated to an exhibitor page, but a registrant can, at most, be associated to one exhibitor.
3. Under the “Associated Registrants” section, the following options can appear, depending on the configuration:
   1. A link titled “Download Audit Log”.
      • This link will generate a CSV record of all the times that the selected exhibitor page was edited via:
        • The Backoffice edit form
        • The public site exhibitor portal
        • CSV upload or management API
   2. If the exhibitor portal is enabled, a link to the exhibitor portal for that specific exhibitor will also appear, along with some explanatory text. Click [view exhibitor portal] to open the portal.
      • NOTE: The access restrictions will still be enforced. Only users logged in as a representative of that exhibitor, or belonging to the “exhibitor portal admin” role can access the exhibitor portal.

Through the Public Site (As Exhibitors)

Exhibitor representatives who have been added as Associated Registrants can access the Exhibitor Management Portal either through:

1. The Edit button that appears on the public site exhibitor page for participants that are Associated Registrants for that specific exhibitor, or Exhibitor Portal Admins: NOTE: This option is available through the public site (the 'desktop experience') and not through the apps.
2. or the URL: https://events.rdmobile.com/ExhibitorPortal/Details/{exhibitor ID}
   1. Where the "{exhibitor ID}" should be replaced by the 7-digit identifier that can be found on the exhibitor page URL or exhibitor CSV files:

Note:

1. If users attempt to access the exhibitor portal while not logged in, they should be prompted to log in.
2. If users attempt to access the exhibitor portal while logged in, they should only be granted access if their account is designated as an "associated registrant” of that exhibitor, or if they belong to the “exhibitor portal admin” role.
   1. In all other cases, they should see an “Unauthorized” error page. Exhibitor Management Portal Through the Public Site

Using the Exhibitor Management Portal

Dashboard

1. View the current (live) exhibitor content on the event site

Edit Content section with no pending edits (Please see the next section, Exhibitor Management Portal - Edit Form, for more information)

* 2.1 Edit Content section if there are pending edits that have not yet been published:

1.  Preview the edits on the event site
2.  Continue editing
3.  Discard the edits
4. Publish the edits (update the live exhibitor record with the changes)

3. View reports

1. Download contact leads report
   • Identical to the “Exhibitor Contact Leads List” report in the Backoffice; however, limited to selected exhibitor
2. Download QR leads report
   • Identical to the “Exhibitor QR Leads List” report in the Backoffice; however, limited to selected exhibitor
   • Please see the "Accessing Exhibitor Leads in the Backoffice Report" section of the article: Exhibitor Lead Scanning and Check-In for more information

Edit Form

Listed are some troubleshooting items to consider when Exhibitors encounter issues while editing their page:

1. The Name field is required
2. Valid URLs must begin with "https://" or "http://"
3. The Description field/WYSIWYG editor only allows the input of certain very basic HTML styling tags (bold, italic, underline, etc). Attempting to input more complex HTML may cause a validation error.
4. Clicking Save should save changes to the draft state. A successful save will return the user to the dashboard.
   1. If the user is not navigated back to the dashboard after saving, there is likely an invalid input. An error message should appear to assist the user in determining which field entry needs correcting.

For Associated Registrants

Since exhibitor representatives do not have access to the help articles available through the Backoffice, an article for Associated Registrants on how to utilize the Exhibitor Management Portal is available: The-Exhibitor-Management-Portal.pdf. Please send these instructions to the exhibitor representative.

An editable copy (Word document) is also available so that you can make any custom edits to the document before sending them out: The-Exhibitor-Management-Portal.docx