Companies & Users

Created by John Connolly, Modified on Fri, 19 Jun at 2:47 PM by John Connolly

SOP: Managing Companies and Users in Expo Genie

Objective

This SOP explains how to manage exhibitor/sponsor companies and their associated users in Expo Genie. It covers how company records are created, how parent company history is used, how users are linked to companies, and how to control whether exhibitors can add additional portal users.

Key Steps

1. Search for an Existing Company Before Creating a New One 0:01

Go to the company management area in Expo Genie.
Before adding a new company, use the search function to check whether the company already exists.
Search results will look across all companies in the current event instance.
If the company exists, select the existing record instead of creating a duplicate.
If no match is found, proceed with creating the new company record.

2. Understand How Parent Companies Preserve Historical Data 0:35

Recognize that Expo Genie uses a parent company structure to retain company history across events.
Use the parent company record to track exhibitors or sponsors that return in future events or appear across multiple events.
This historical record supports reporting such as:
- Whether the company exhibited last year
- Prior sponsorship spend
- Previous booth location
Treat the parent company as the long-term record for analytics and continuity.

3. Keep Company Data Intact When Removing Users 1:37

Understand that company data lives on the company record, not on the individual user record.
If a user is deleted, the associated company remains in the event.
The parent company record also remains available for future events and reporting.
Use this structure to avoid accidental data loss when managing staff changes.

4. Create and Manage Users Linked to a Company 2:08

When creating a user, associate that user with the correct company.
If the user is the main point of contact, mark them as Primary Contact.
Use the primary contact flag for:
- Reporting purposes
- Automatic email routing
Remember that a company can have multiple users attached to it.

5. Allow Exhibitors to Add Their Own Portal Team Members 2:35

Exhibitors may be able to add additional team members to help manage tasks in the exhibitor portal.
This is different from booth staff, which refers to people registering to attend onsite.
Use this feature when exhibitors need internal teammates to assist with pre-event work.
Confirm that the exhibitor portal team feature is enabled if self-service team management is desired.

6. Disable Portal User Additions If Needed 3:09

If exhibitors should not be allowed to add their own portal users, go to Event Setup.
Open Advanced Settings.
Find the setting labeled Allow users to add more portal users.
Turn this setting off to prevent exhibitors from adding additional team members.
Use this control only when tighter access management is required; otherwise, leave it enabled for most events.

Cautionary Notes

Do not confuse portal users with booth staff; they serve different purposes.
Avoid creating duplicate company records by always searching first.
Deleting a user does not delete the company, but you should still confirm the correct record is being managed.
If automatic emails rely on the primary contact, make sure the correct user is flagged before sending communications.
Disabling portal user additions may limit exhibitor self-service, so confirm the event’s workflow before turning it off.

Tips for Efficiency

Always search for the company first to reduce duplicate records and cleanup later.
Use the parent company structure consistently to improve year-over-year reporting.
Assign a primary contact immediately when creating users to keep reporting and email workflows accurate.
Leave the portal user self-add setting enabled unless there is a specific reason to restrict it.
When training staff, emphasize the difference between company records, portal users, and booth staff to prevent confusion.

Link to Loom

https://loom.com/share/35a7c9344cd5465fa39fb29669ba3462