ⓘ This article is for Event Organizers
Managing Exhibitor Profiles as the Event Organizer
This article is for Event Organizers only. If you purchased Lead Retrieval as an Exhibitor, please refer to the Exhibitor Help Center.
Overview
Expo Pass is designed so that Exhibitors manage their own profiles — the recommended approach is for the Event Organizer to upload an Exhibitor list and let each Exhibitor claim and manage their own account. This keeps the workload off the Event Organizer and ensures each Exhibitor controls their own information.
However, if an Event Organizer needs to claim and manage Exhibitor profiles on their behalf, that is possible using the manual process below.
❗ Important: Assuming the role of Exhibitor Administrator for all of your Exhibitors, versus having them manage the process themselves, can be very time consuming and will require that the Event Organizer team to assume a lot of additional work and organization. Expo Pass does NOT recommend Event Organizers to engage in this process and we suggest contacting Event Success to review this process before moving forward.
Before You Begin
This process requires creating a dedicated Gmail account to serve as the root email for all Exhibitor accounts you will claim. Do not use your personal or work email — it is likely already tied to your Event Organizer account and will cause conflicts.
Create a generic Gmail account before starting. For example: ACMEexpo@gmail.com.
Gmail allows unlimited email aliases using the plus sign (+), which you will use to create a unique email address for each Exhibitor.
Step 1 — Upload Your Exhibitor List
Upload your Exhibitor list as you normally would in Expo Pass, with the following specifics:
The Exhibitor Admin name should match the Event Organizer name or a designated team member
Each Exhibitor's email address must be unique. Use Gmail's plus-sign alias format to generate a unique address per Exhibitor from your generic Gmail account.
For example: ACMEexpo+CompanyName@gmail.com, where "CompanyName" is the Exhibitor's company. All emails sent to these aliases will arrive in the ACMEexpo@gmail.com inbox.
Step 2 — Claim Each Exhibitor Account
Go to your event in Expo Pass and complete the following for each Exhibitor, one at a time:
Select "Create An Account"
Enter the Exhibitor Admin's first name, last name, and the unique Gmail alias you created for that Exhibitor in Step 1
Set a password — you may use the same password for all accounts to simplify management
A validation email will be sent to the alias address and will arrive in your ACMEexpo@gmail.com inbox — open it and validate the account
Once logged in, enter the event's six-digit Event Code found on the Event Details page to connect the account to your event
Repeat this process for every Exhibitor on your list.
Step 3 — Update Each Exhibitor Profile
Once you have claimed an Exhibitor account, log in as that Exhibitor and complete their company profile. This information will be visible to Attendees in the mobile app.
Step 4 — Add at Least One Legitimate Exhibitor User
This step is critical. For each Exhibitor profile you manage, add at least one real person from that Exhibitor company as an Exhibitor User:
You will need their first name, last name, and email address
Grant them the permissions appropriate for your needs.
🚧 If you do not add an Exhibitor User with full permissions, you will be responsible for managing that Exhibitor's profile — including lead scanning — for the entire event. Adding a legitimate Exhibitor User transfers that responsibility back to them.
Step 5 — Update the Visible Email Address (Optional)
The Gmail alias used to claim the profile will be visible to Attendees in the mobile app by default. If you want to display the Exhibitor's real email address instead, you can update it:
Log in as the Exhibitor Admin using the Gmail alias email
Navigate to the Exhibitor profile and update the email field to the Exhibitor's real email address
❗️Important: Before making this change, record the original Gmail alias email for every Exhibitor in a separate document. Once the email is updated in Expo Pass, the original alias email may no longer be visible anywhere in the system. If you need to log back into that Exhibitor account later, you will need the original alias email to do so — and there is no way to retrieve it from Expo Pass after it has been changed.
Note: Even after updating the visible email, if an Attendee taps the email icon in the mobile app, the message will still route to the Exhibitor Admin's Gmail alias — not the updated email.
Step 6 — Add a Company Contact to Improve the Mobile App Experience
To work around the email routing limitation above, add the Exhibitor's real contact as a Company Contact within the Exhibitor profile. This gives Attendees a visible, tappable contact with the correct information.
When adding the contact, begin their first name with an asterisk (*).
For example: *Joanne Smith. This forces the contact to appear at the top of the contact list in the mobile app, above the Exhibitor Admin entry.
Understanding How Names Appear in the Mobile App
If the same person is added as a Company Contact, is the Exhibitor Admin, and is also added as an Exhibitor User, their name will appear three times in the mobile app's contact list. This is expected behavior. Here is why each instance appears:
Company Contact: Appears because they were manually added as a contact. This entry can be removed if you do not want it.
Exhibitor Admin: Appears because this person's account was used to claim the Exhibitor profile. This entry cannot be removed.
Exhibitor User: Appears because this person was added as a user with lead scanning access. This entry cannot be removed without revoking their Exhibitor User access, which would also remove their ability to scan leads.
If you want to reduce the number of times a name appears, you can remove the Company Contact entry — this will bring the count from three down to two. Getting it down to one is only possible by also removing the person as an Exhibitor User, which means they will no longer be able to use Lead Retrieval.
Qualifier Questions
If any Exhibitor wants to use Qualifier Questions in Lead Retrieval, the Event Organizer must add them via the mobile app by logging into each Exhibitor's account (using the Gmail alias credentials from Step 2).
Only the Exhibitor Admin can add Qualifier Questions — this capability cannot be granted to an Exhibitor User.
If you need to upload Qualifier Questions for multiple Exhibitors at once, contact your Event Success Manager — a backend bulk upload option is available.
Key Reminders
This entire process is manual and not automated - and time consuming!
Record every Gmail alias email and password in a secure document before making any changes — these credentials are not recoverable from within Expo Pass
‼️ Again, Expo Pass recommends letting Exhibitors manage their own profiles whenever possible!
HERE is a link that we send to our Exhibitors on all the how-to's for Expo Pass. This will have great articles for you to follow along if you are doing the above processes for them.