SOP: Create, Configure, and Manage Exhibitor Tasks in Expo Genie
Objective
This SOP explains how to create and configure exhibitor tasks in Expo Genie so exhibitors can submit required assets and information before the event. It also covers visibility rules, advanced settings, workflow-based task assignment, and how to complete tasks on behalf of an exhibitor when needed.
Key Steps
1. Review the exhibitor task experience 0:02
Open the Exhibitor Portal and navigate to the Tasks page.
Confirm that exhibitors only see tasks relevant to their purchases or exhibitor level.
Use this page to collect pre-show items such as:
Company logos
Company descriptions
Website URLs
Other fulfillment-related assets
Verify that exhibitors can complete tasks by entering text, selecting options, or uploading files.
2. Access the task setup area in the admin portal 1:05
In the admin portal, go to Content.
Select Tasks from the dedicated submenu.
Review the task cards shown in this area; each card represents a task visible in the exhibitor portal.
Use this area to create, edit, and organize exhibitor tasks.
3. Create a new task 1:27
Click to create a new task.
Enter a clear label for the task, such as:
Company logo for marketing materials
Choose the task type based on the information you need:
Single-line text
Text area
Drop-down
File upload
Select the appropriate type for the asset you want collected.
4. Set due dates, visibility, and instructions 2:02
Add an optional due date if the task must be completed by a specific deadline.
Define who can see the task:
Leave it set to All if every exhibitor should complete it.
Restrict it to specific exhibitor levels, such as Platinum.
Select multiple levels if needed.
Assign it to individual exhibitors when an exception is required.
Add specifications/instructions to explain exactly what the exhibitor should submit.
Use rich text formatting if needed for clarity.
5. Save and verify the task in the exhibitor portal 2:47
Save the task after entering the label, type, visibility, and instructions.
Reorder the task if needed by dragging and dropping it into the desired position.
Refresh the exhibitor portal preview to confirm the task appears correctly.
Verify that the exhibitor sees the task title, description, and the correct input field (for example, file upload).
6. Understand the difference between standard and custom tasks 3:12
Identify tasks shown in light blue as standard system tasks.
Recognize that custom tasks appear in white.
Know that light blue tasks have a special behavior:
Submitted information can automatically appear on the booth/floor plan.
Use standard tasks when you want exhibitor-submitted data to populate booth details automatically.
7. Hide standard tasks when they are not needed 4:07
If a standard task should not be visible to anyone, create or use a hidden level.
Assign the hidden level to the task so no exhibitor is eligible to see it.
Use this method instead of trying to delete standard tasks, since they cannot be removed.
Confirm the task is effectively hidden from all exhibitors.
8. Configure advanced task settings 4:43
Open the task’s Advanced Settings.
Enable email notifications if you want to be alerted when the task is completed.
Add your email address so notifications are sent to the correct recipient.
Turn on task locking if exhibitors should not be able to change the submission after it is completed.
Use lock after due date if the deadline must be enforced strictly.
9. Apply validation rules to control submissions 5:20
For file upload tasks, set a file size limit if needed.
Restrict acceptable file types to prevent incorrect uploads.
Example: allow only PDF or AI files for a logo submission.
For text area tasks, set a character limit to control response length.
Example: limit a company description to 500 characters.
Save validation settings and test them to ensure they work as expected.
10. Assign tasks based on product purchases 6:35
Use task visibility rules tied to a product/add-on purchase when a task should only appear after a specific item is bought.
Go to Shop and open or create the relevant add-on/product.
In the product workflow, locate the Assign Tasks option.
Assign the task that should appear after purchase.
Make sure the task is hidden before purchase so it only becomes visible when the product is purchased.
11. Use hidden tasks for purchase-triggered workflows 7:32
Create the task first and assign it to the hidden level.
Link that task to the product workflow so it is revealed only when the product is purchased.
Confirm the workflow logic reads as:
If this product is purchased, assign the following task(s).
Test the workflow to ensure the task appears only for eligible exhibitors.
12. Complete a task on behalf of an exhibitor 8:23
If an exhibitor sends assets by email instead of uploading them, complete the task for them.
Go to Companies > Users.
Use the log in as company/user option to spoof the exhibitor account.
Once logged in as that exhibitor, navigate to Tasks.
Upload the file or complete the task on their behalf.
Return to your admin account when finished.
Cautionary Notes
Do not delete standard light-blue tasks; they are system tasks with special floor-plan behavior.
If you want to prevent a task from being seen, use a hidden level instead of trying to remove the task.
Be careful when enabling task locking because exhibitors may need admin assistance to make changes later.
When using file validation, confirm the allowed file types match what your team actually needs.
If you assign tasks by product purchase, ensure the task is hidden first or it may appear too early.
When logging in as an exhibitor, make sure you are in the correct account before submitting anything.
Tips for Efficiency
Use clear, specific task labels so exhibitors immediately understand what is required.
Add concise instructions in the specifications field to reduce back-and-forth emails.
Use level-based visibility for tasks that only apply to certain exhibitor tiers.
Use product-triggered task assignment for upsell items like logo placement or enhanced booth visibility.
Set validation rules early to prevent incorrect submissions and save review time.
Enable email notifications for high-priority tasks so you can track completions in real time.
Test each new task in preview mode before launching it to exhibitors.
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