How to invite sponsors to update their profiles

Once you have added your sponsors or partners to the workspace, you can invite each of them to privately access their own profile (or booth) in order to add or edit their information directly.

To do this, you can generate a unique link from the Sponsors module for each individual sponsor, and send it to your sponsors (via email for example).

When the sponsor clicks on their dedicated link, they will have direct access to their profile information, which they can edit without needing to sign in to Backstage, and without having access to the rest of the workspace.

Copying the sponsor private link

To copy the link to provide to your sponsor:

1. Go to Content > Sponsors via the workspace main menu.
   
   
2. In the list of sponsors, each sponsor has a Copy permalink button. Click on the button to copy the link for the corresponding sponsor to your clipboard:
   
3. Share the link with the sponsor.
   You'll need to be careful that you send the correct link to the correct sponsor.
   Also, we recommend that you provide some guidance to your sponsors along with the link. More information on this is provided below, in the Sharing the link with your sponsors section.

Note: These sponsor private links are not included in the sponsor export XLS.

Sharing the link with your sponsors

After copying the link, you can share it with your sponsor by pasting it into an email.

Below is an email template text that you may wish to re-use/customize when sharing the links with your sponsors:

__________

"Dear {{Sponsor representative name}},

We're very excited that you are participating at the {{event name}}.

We have created a page for you within the event that you can access and update directly with the information you wish to make visible to the event participants.

The link to your page is {{{here}}.

TIP: If you are accessing the event app, don't forget to take a look at your profile page or booth as you make the updates, to see how it looks.

Here are some of the essential items of information you should add to the page:

Banner: Rectangular horizontal banner located at the top of a page.
1000 x 150px (20:3 ratio) - PNG or JPG

Icon (logo): Picture visible in the sponsors list in the app, or when interacting with a sponsor.
400 x 400px (1:1 ratio) - PNG or JPG.

Representative: The representative(s) that will be attending the event, and who need to be added as app users in the event. You can use the "Add representative button" to add them if needed.

Contact details: Your main contact details where event participants can reach you.

Of course, you can use any or all of the fields present in the page to add the information you'd like to show on your profile or booth, it's up to you.

Please do not hesitate to reach if you have any questions at all.

Best regards,

__________

What information can sponsors edit/update using the private link, and how?

Below we'll look at exactly what sponsors can edit in their profile or booth, when using the private link.

The numbers below in the images correspond to items that can be edited by the sponsors, using the fields available via the private link.

Example of sponsor as seen in the list of sponsors in the app

Example of sponsor profile page in the app:

Breakdown of fields available to sponsors for editing via the private link:

(1) Name: This is the name of the sponsor

(2) Description: Text that can be featured at the start of the sponsor page.

(3) Location: This is an optional free text field where you can, for example, describe where the sponsor booth is set-up at the venue.

(4) Email: Enter an email address to contact the sponsor.

(5) Phone number: Enter an email address to contact the sponsor.

(6) Banner: Upload a banner for your sponsor, visible in the sponsor main page.
Recommended 1000 x 150px (20:3 ratio) - PNG or JPG.

(7) Icon: Upload a logo for your sponsor, visible in the sponsors list, or when interacting with a sponsor. Recommended 400 x 400px (1:1 ratio) - PNG or JPG. 

(8) Linked documents: Here you can create or select an existing document in the dropdown list.
See the Creating and uploading sponsor documents section below for more details.

(9) Representatives: Representatives of the sponsor can selected here from the workspace user list, or by created directly. See the Selecting or creating representatives section below for more details.

Creating or selecting a document via the private link

In step (8) above, you can add new document or select an existing document in order to display it on the Sponsor page.

You can use the dropdown to select an existing document that is already uploaded to the workspace:

OR you can create a new document on the workspace. To this this, click on the CREATE button and fill in the below fields:

     

1. Enter the title of the document in the Name field.
   
   
2. Select the type of document you are creating, in the Document type field, based on the file the document will be associated to:
   - If the file is a PDFs, select PDF
   - When associating the document to an external online source, select Website.
   - For audio files, select Audio.
   - For video files, select Video.
   - For online videos, use Webcast.
   - For Excel files, Word files or PowerPoint presentations, select Other. Other”
   Please note that opening these "other" file types is only supported on the web app, and not on mobile app.
   
   
3. Select the Autoplay media check box this if you'd like the uploaded media to play automatically when opened by attendees. This is applicable only for uploaded audio and video files. Webcast documents will only autoplay based on what the URL dictates (i.e. if an autoplay parameter is set-up).
   
   
4. Select the Enable sharing (PDF only) checkbox to allow PDF documents to be shared by app users externally (outside of the app). A share button appears when app users view the PDF.
   
   
5. Upload and select the file associated to the document, using the File field (this is not used for online assets):
   - If the file is already uploaded to the workspace, simply select it in the dropdown list.
   - If the file is not yet uploaded, simply click on UPLOAD, and click on Choose file to select the file to be uploaded.
   Once the file is uploaded, you can select it in the dropdown list to associate it to the document you are creating
   
   
6. Using the Availability options, you can select whether the document will be available to the app user only when they have internet access, or all the time (offline included).
   
   
7. The Description field will only add a description to the document in the system, and will not in the app, so you can disregard it.
   
   
8. Here you use the Block viewing until field to enter a date and a time after which the document will become accessible to attendees. Before this time and date, the document will not be available to be viewed, and the Error message (see below) will appear instead. The default message is "No content to show here".
   
   
9. The Error message will appear when app users try to view a blocked document, when using the Block viewing until option (see above) for the document.
   
   
10. If the document type you are creating is online, add the URL to the asset to the URL field. Please remember to add "https://" to the URL. If you are using a video on Vimeo or YouTube, insert the embed URL in the following format:
 https://player.youtube.com/embeded/xxxx
    
    
11. Select the Enable annotations check box to allow attendees to make notes on documents. A button appears when app users view the document, allowing them to add notes.
    
    
12. Use the icon field to select an existing icon or upload a custom icon for the document (as visible in the screenshot of the main sponsor page with the Engagement maturity curve document).
    Recommendations for the icon are 300 x 300px (1:1 ratio) - PNG only. Backgrounds can be used, and no margin is needed. You can use a light background for your icons.
    
    
13. Select the Enable bookmarks check box to allow attendees to add the document to the Bookmarks section of the app for easy future reference.
    
    
14. Select the Enable landscape mode on phones check box to allow documents to be displayed in landscape on phones (when rotation is enabled on the device).
    
    
15. Edit webcast settings: Please ignore this setting.

Creating or selecting a representative via the private link

Important: Please always check with your organizer before adding new representatives.

When adding representatives to your sponsor page, you can:

• Select the representative among the people on the attendee list of the event.
  You can do this if the representative) has already been added as attendees in the event.
  OR
• Create a new attendee in the event, and then select them as a representative. To create the attendee this, click on the CREATE button and fill in the below fields for the representative (you can ignore the other fields):

    

Click on Save to finish adding the attendee. Once added, you can select the newly created attendee as the representative.