Platform Overview - Event Admin

Objective

Use this SOP to quickly orient a team member within the event admin platform so they can find the correct area for common setup, content, form, shop, floor plan, and event configuration tasks. This procedure is intended as a navigation guide, not a detailed how-to for each feature.

Key Steps

1. Access the admin dashboard and account controls 0:18

• After the event is created, log in to the admin side of the platform.

• Confirm you land on the main dashboard, where you can view high-level event metrics such as registered companies, revenue, and booths sold.

• Use the top-right account area to: 

  • Sign in or sign out

  • Reset your password

  • Add team members who need admin access

  • Manage integrations

  • Set up lead scanning

2. Use the Preview button to verify changes 0:43

• Locate the Preview button in the admin interface.

• Use Preview whenever you make a configuration change and want to see how it appears in the exhibitor signup flow or exhibitor portal.

• Treat Preview as the primary validation tool during setup.

• If you manage multiple events, use the event dropdown in Preview to switch between events included in your contract.

3. Navigate the Companies area 1:46

• Open Companies from the main menu to manage exhibitor/company records.

• Use this area to: 

  • Add a company manually

  • View or edit company details

  • Bulk import companies

  • Manage users associated with each company

• When creating a company, add at least one user as the primary contact whenever possible.

• Remember that a company can exist without a user, but best practice is to always associate one.

4. Adjust company terminology if needed 2:02

• If your event uses different terminology, go to Event Setup > Advanced.

• Update the Company Label to rename “companies” to terms such as: 

  • Exhibitors

  • Sponsors

  • Partners

  • Vendors

• Use this setting to align the platform language with your event audience.

5. Review booth staff and applicant records 3:05

• Use the related company areas to manage booth staff configuration and visibility.

• Go to Review Applicants when using an application process.

• In Review Applicants, you can: 

  • Approve applicants

  • Reject applicants

  • Review pending submissions

  • Identify incomplete registrations

• Use this area only if your workflow includes application review before booth purchase.

6. Configure levels and reporting 4:11

• Open Levels to create and manage company levels.

• Use Levels to define: 

  • How many booth staff each level receives

  • How many booths each level can purchase

  • Other workflow rules tied to company type or tier

• Open Reports when you need to run reporting across the platform.

• Use Reports for analysis and scheduled or ad hoc reporting needs.

7. Manage content, pages, tasks, resources, emails, and invoices 4:53

• Open Content to manage editable platform content.

• Use Menu and Pages to: 

  • Edit page copy

  • Reorder menu items

  • Rename menu labels

• Use Tasks to create and manage task pages.

• Use Resources to upload and organize downloadable materials.

• Use Email Templates to manage automated and bulk-send emails.

• Use invoice and receipt settings to edit the invoices or sales receipts sent to exhibitors.

• Treat Content as the central location for all text, page, and communication updates.

8. Configure forms and field placement 6:15

• Open Forms to manage any form used in the registration flow.

• Use the company registration form to: 

  • Add new fields

  • Move fields around

  • Adjust the exhibitor or sponsor signup experience

• Decide whether each field should live on the: 

  • Company record

  • User record

• Use More within Forms for: 

  • Contact fields, especially booth staff-related fields

  • Billing fields used during checkout

• Focus primarily on company fields unless a specific workflow requires changes elsewhere.

9. Manage shop items, orders, booths, payments, and advanced shop settings 7:25

• Open Shop to manage all purchasable items and order activity.

• Use Shop to: 

  • View incoming orders

  • Preview invoices

  • Make invoice adjustments

  • Perform order actions

• Use Products to create sellable items that are not booths, such as: 

  • Packages

  • Add-ons

  • Grouped product offerings

• Use Booths to view and edit booth inventory in table format.

• Use Payments to configure payment methods such as credit card or invoice.

• Use Advanced in Shop to: 

  • Set payment rules

  • Create discount rules

  • Build promo codes

  • Add tags for reporting

  • Control inventory visibility

  • Add terms and conditions at checkout

10. Configure the floor plan 9:04

• Open Floor Plan to manage booth layout and selection behavior.

• Use this area to: 

  • Access the booth queue, if enabled

  • Set the default zoom level for the floor plan

  • Define how many booths a company can select by default

  • Override booth-selection limits for individual companies

• Work primarily in the interactive edit view when making floor plan changes.

11. Update event setup settings 9:38

• Open Event Setup to manage the core event configuration.

• Use this area to update: 

  • Event name

  • Event dates

  • Event location

  • Branding and visual assets

• Toggle registration flow steps on or off as needed.

• Manage automatic notifications from this section.

• Review advanced settings here when additional event-level adjustments are required.

Cautionary Notes

• Do not assume every section needs to be edited for every event; only update the areas relevant to your workflow.

• Be careful when changing labels, forms, or checkout settings, as these can affect the exhibitor experience immediately.

• Review changes in Preview before publishing or relying on them.

• If you are using an application workflow, make sure applicants are reviewed in the correct area before allowing purchases.

• Some settings, such as payment rules and advanced shop options, can have downstream effects on orders and invoices.

Tips for Efficiency

• Use the top-right account area first when you need access, password, or team management tasks.

• Keep Preview open in a separate tab while configuring the portal so you can verify changes quickly.

• Standardize terminology early by updating the company label before building content and forms.

• Add at least one primary contact to every company record to reduce follow-up work later.

• Make form changes in the smallest necessary area first, usually company fields, before touching contact or billing fields.

• Use the menu structure as your mental map: Companies, Content, Forms, Shop, Floor Plan, Event Setup.

Link to Loom

https://loom.com/share/624522cbe7d44556ae14fae3a117aebc