Welcome to ShowOff’s Exhibitor Zone Classic Version

This guide (based on a recent training webinar) will walk you through everything you need to build, manage, and optimise your exhibitor portal - from adding your first exhibitor to setting up permissions, approvals, and custom menus.

What You’ll Learn

• How to add and manage exhibitor profiles
• How to import exhibitor data in bulk
• How to control what exhibitors can see and edit
• How to manage content approvals and required tasks
• How to create categories, forms, and menus
• Best practices for efficient exhibitor management

Before You Begin

✅ Log into the ShowOff back office
✅ Have your exhibitor data ready (preferably in a spreadsheet)
✅ Review our CSV import templates

View the training video

Part 1: Exhibitor Management

Getting Started with Exhibitors

Think of your Exhibitor Module as the foundation of your EZone.

Every exhibitor profile you upload creates a listing on the exhibitor list of your website, the content is managed via an account that exhibitors login to in order to manage their listings, products, and profiles.

Step 1: Adding Your First Exhibitor (Manual Method)

When to use: Adding one or two exhibitors or making quick updates.

How to do it:

1. Navigate to Modules > Exhibitors
2. Click Add New Exhibitor
3. Complete the mandatory fields:
   • Account Number: A unique ID (important for imports or integrations)
   • Status: Defines exhibitor access (e.g., Basic, Enhanced, Sponsor)
   • Exhibitor Name: Displayed publicly on your site
4. Add optional fields such as:
   • Stand Number: Exhibitor’s booth location
   • Logo: Appears on the website profile
   • Description / Online Profile: Exhibitor bio or company overview
   • Website, Email, Address
   • Social Media Links
   • Feature / Sponsor / New Toggles: Visually highlight certain exhibitors
5. Click Save

What happens next: Your exhibitor is now listed in the Exhibitor Module and can be linked to a login.

Step 2: Adding Exhibitors in Bulk (Import Method)

When to use: When adding 10+ exhibitors or importing from a CRM.

How to do it:

1. Prepare your CSV using our import template.
   Essential columns:
   • Account Number
   • Exhibitor Name
   • Status
   • Contact First Name
   • Contact Surname
   • Contact Email
   • Username
   • Password
2. Go to Modules > Exhibitors > More > Import
3. Click Choose File and select your CSV
4. Click Submit
5. Map your fields — if you used our template, most will auto-map
6. Choose your import method:
   • Add New: For first import
   • Update Existing: For existing exhibitors (must match account numbers)
   • Add & Update: For mixed lists
7. Click Submit to complete the import

Tip: Keep account numbers consistent across imports to avoid duplicates.

Part 2: Inside the Exhibitor Zone

Once your exhibitors have logins, they can access their EZone dashboard - their personal portal to manage profiles, upload content and complete tasks.

Key Features:

• Home Page: Default landing screen once logged in
• Profile Switcher: If a contact manages multiple exhibitors, they can toggle between them
• My Profile: Displays editable fields like logo, company info, website, and description
• Task List: Shows any required or pending actions before full access is granted

Part 3: Controlling Access (Status & Permissions)

Your exhibitor access is governed by Statuses (sometimes called Groups in newer versions).
Each status defines what exhibitors can do and see in their EZone.

To edit:
Go to Settings > Exhibitor Zone Settings > Select Status

Key Status Settings

Permissions Tab

This is where you decide what exhibitors can see and edit.

How to configure:

1. Go to Settings > Exhibitor Zone Settings > [Your Status] > Permissions
2. Tick the fields you want exhibitors to access (e.g., Logo, Description, Social Links).
3. Expand each field to configure:
   • Required Task: Must be completed before accessing the EZone
   • Task List: Adds it to the exhibitor’s visible checklist
   • Deadline: Locks the field after a set date
   • Requires Approval: Content must be approved before it goes live

Example: Make “Upload Logo” a required task - exhibitors can’t access other pages until it’s complete.

Part 4: Moderation & Approvals

If you’ve set any fields to require approval, submissions will appear under:
Approvals > Content Moderation

From there, you can:

• View uploaded content (e.g. new logo or news item)
• Approve to publish
• Reject and send a feedback message

Pro tip: To receive moderation notifications directly, go to Settings > Site Settings > Site Email and set the email address for notifications.

Part 5: Categories, Libraries & Forms

Categories

Categories let exhibitors tag their content (e.g., “Product Type” or “Industry Sector”).

How to set them up:

1. Go to Settings > Categories
2. Click Add New Category
3. Add a Code and Name (e.g., “100 – Product Type”)
4. Assign it to your site and Exhibitor Library module
5. Choose how many categories each exhibitor can select

Libraries

Libraries are content sections within the EZone where exhibitors can upload media.

Common Libraries:

• Products – upload product details and images
• Videos – embed promotional videos
• News / Press Releases – share announcements

Library Options:

• Set limits (e.g., max 10 uploads)
• Add expiry dates (auto-hide content after set date)
• Require approval before content appears

Forms

Use forms to collect exhibitor information or requests (e.g., name changes, insurance uploads).

To assign a form:

1. Go to EZone Settings > Status > Forms
2. Choose which forms to display
3. Set submission limits and editing permissions

Part 6: Messaging (Rapport Feature)

The Rapport setting controls whether visitors can contact exhibitors from the website.

To manage this:

• Go to EZone Settings > Status > Rapport Tab
• Toggle Allow Messages to “Yes” to show a contact button
• Enable Moderation if you want to review messages before exhibitors receive them

Part 7: Custom Fields & Merge Fields

Need extra data fields (e.g., “Promo Code” or “Distributor Name”)?
Add them via:
Modules > Exhibitors > More > Field Setup > Add New Field

Bonus: Each new field automatically becomes a merge field you can use in:

• EZone pages
• Login emails
• Dashboard text

Example: {promocode} automatically displays the exhibitor’s unique promo code.

Part 8: Menu Setup (Navigation)

Your exhibitor menu (left-hand side in the EZone) defines how exhibitors navigate their portal.

To access:
Menus > EZone

Menu Options

• Add pages, modules, or forms
• Drag to reorder or indent (create submenus)
• Set links to open inside the EZone or in new windows

 Anything in the main “EZone” menu is visible to all exhibitors.
To create menus for specific statuses (e.g., Premium vs Standard), use Sub Menus.

Example:

• “Basic” exhibitors see Home + Profile
• “Enhanced” exhibitors see Home + Profile + Press Releases + Forms

Part 9: Sending Login Emails

Once your EZone setup is complete, send login details to exhibitors in bulk.

How to do it:

1. Go to Modules > Exhibitors > More > Bulk Password Management
2. Select exhibitors (tick top box for all)
3. Click Send Login Emails

The email will use your customised template (found under EZone Settings > Email).
Be sure it includes the merge tag {linktoken} — this generates each exhibitor’s secure login link.

Part 10: Adding Help Text

Help text is a great way to guide exhibitors within the EZone.

To add it:

1. Go to Modules > Exhibitors > More > Field Setup
2. Click Edit next to a field
3. Enter your instructions under Help Text

It will appear directly under that field in the EZone interface.
You can also add help text to Libraries (via Libraries > Manage > Edit Field).

Quick Reference Guide

Import Checklist

✅ Account numbers are unique
✅ Mandatory fields filled: Account Number, Name, Status
✅ File saved as CSV
✅ Using official ASP template

Approval & Permissions Checklist

✅ Required fields clearly defined
✅ Approvals turned on for sensitive uploads
✅ Deadlines and task lists configured
✅ Site email set for notifications

Display Checklist

✅ Landing page content added
✅ Task list visible
✅ Menus configured per status

Best Practices

Customise your login email - exhibitors engage more when the tone is friendly and event-specific.
Set required tasks early - ensures exhibitors complete key actions on time.
Use deadlines to close off submissions automatically.
Review approvals weekly - keeps content flowing smoothly.
Test menus for each status - confirm exhibitors only see what they should.

Troubleshooting

Next Steps

✅ Add or import your exhibitors
✅ Configure permissions and required tasks
✅ Customise your login email and menu
✅ Test EZone access as an exhibitor
✅ Review moderation and approval workflows

Additional Resources

• Download EZone CSV import file
• Contact Support or your ASP Account Manager

Watch the training video