Booth Staff Registration Setup and Management

SOP: Configure and Manage Booth Staff Registration in Expo Genie

Objective

This SOP explains how to set up, control, and adjust booth staff registration for exhibitors in Expo Genie. It covers exhibitor self-service registration, admin configuration, allocation rules, add-on increases, booth-based limits, and manual overrides.

Key Steps

1. Review the exhibitor booth staff registration view 0:01

• Open the exhibitor record and navigate to the Booth Staff page.

• Confirm the exhibitor can see: 

  • Their current booth staff allocation.

  • How many staff have already been registered.

  • A table listing registered staff members.

• Verify the exhibitor can: 

  • Edit an existing staff registration.

  • Add a new staff member.

  • Share a public registration link with their team if needed.

2. Understand how exhibitor self-service registration works 0:50

• Allow exhibitors to update staff records when personnel changes occur.

• Use the public link option when the exhibitor wants staff to register themselves.

• Confirm the registration form includes the correct fields.

• If needed, customize the form fields so exhibitors only see the information you want them to enter.

3. Set up paid booth staff expansion through add-ons 1:24

• Create an add-on product such as Additional Booth Staff Pass.

• Configure the add-on so that purchasing it increases the exhibitor’s booth staff allocation.

• Use a one-to-one increase rule when appropriate: 

  • 1 pass purchased = 1 additional booth staff slot.

  • 2 passes purchased = 2 additional booth staff slots.

• Confirm the allocation updates immediately after purchase so exhibitors can continue registering staff without admin intervention.

4. Access booth staff management in the admin area 1:59

• Go to Content.

• Navigate to Companies.

• Open the More menu.

• Select the Booth Staff sub-tab.

• Use this area to: 

  • View registered booth staff.

  • Run reports.

  • Add booth staff manually on behalf of an exhibitor.

5. Configure booth staff form settings 2:36

• Open the booth staff settings area.

• Enable or disable booth staff registration as needed.

• Decide whether exhibitors can: 

  • Add booth staff.

  • Edit booth staff.

  • Delete booth staff.

• Choose whether to hide the booth staff count if count tracking is not needed.

• Leave the unique identifier setting as Auto Unique URL in most cases so the system identifies the company automatically from the registration link.

6. Remove booth staff from the exhibitor portal if not in use 3:25

• If booth staff registration is not needed at all, go to Content Menu > Pages.

• Locate the booth staff page in the exhibitor portal menu.

• Disable the page to remove it from the portal entirely.

7. Assign booth staff limits by exhibitor level 3:48

• Go to Levels.

• Open the exhibitor level you want to configure, such as Platinum.

• Set the Booth Staff Limit for that level.

• Save the level so any exhibitor assigned to it receives the default booth staff allocation automatically.

• Confirm the level is tied to the correct signup flow or sponsorship package if applicable.

8. Connect booth staff allocation to the signup flow 4:20

• Review the exhibitor signup flow.

• Confirm that selecting a sponsorship package or exhibitor type assigns the correct level.

• Verify the assigned level automatically applies the booth staff limit.

• Use this setup when booth staff allocation should be included as part of the exhibitor package.

9. Increase booth staff allocation through add-on workflows 5:05

• Open the add-on product configuration.

• Scroll to the Workflows section.

• Set the rule: If this product is purchased, increase the booth staff registration limit by [number].

• Use a value of 1 for a one-to-one increase.

• Confirm the system adds the purchased amount to the exhibitor’s current allocation.

10. Increase booth staff allocation through booth purchases 5:43

• If exhibitors are assigned booths directly, open the Floor Plan Editor.

• Select the booth and click Edit.

• Set the booth to increase the booth staff limit by the desired amount.

• Use mass editing if multiple booths need the same allocation rule.

• Save the booth configuration so the allocation applies when the booth is purchased.

11. Manually override an exhibitor’s booth staff limit 6:20

• Open the exhibitor company record.

• Click Edit.

• Expand the Booth Staff Settings section.

• Review the current allocation shown in the company settings.

• Add a manual limit increase when an exception is needed.

• Enter a note or comment explaining the reason for the override, such as a complimentary increase.

• Save the change and confirm the updated total allocation.

Cautionary Notes

• Do not disable booth staff registration unless the exhibitor portal should fully remove this feature.

• Be careful when changing workflow rules for add-ons or booths, since these directly affect exhibitor allocations.

• Manual overrides should be documented with a clear reason to avoid confusion later.

• If you hide the booth staff count, make sure internal staff still have a way to verify allocations when needed.

• The unique identifier should usually remain set to Auto Unique URL unless your process requires a different identification method.

Tips for Efficiency

• Use level-based allocations for the fastest and most consistent setup.

• Use add-on workflows for exhibitors who may need to buy extra staff slots later.

• Use mass editing in the floor plan editor when many booths need the same booth staff rule.

• Keep booth staff form fields minimal to reduce registration errors.

• Use the public registration link when exhibitors want to delegate staff entry to their team.

• Standardize comments for manual overrides so support staff can quickly understand why a change was made.

Link to Loom

https://loom.com/share/b72197ff31794acfa7c76099ca869f3d