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Exhibitor asset creation

In this article, you’ll learn how to create, customise and publish assets in your Exhibitor Asset hub using ready-made templates, exhibitor-editable designs or your own files.

Choosing what to create  
Creating your asset  
Creating an asset from a ready-made template  
Creating a personalised asset
Uploading your own files  
Editing your assets  
Naming your asset
Publishing your asset
Showing specific assets to groups of exhibitors

Choosing what to create

Every asset starts with the question: What do you want to create? You choose who does the work.

  • Ready to share: your exhibitors just share it. You can Build from your data, where Gleanin makes an image for each exhibitor from a ready-made template, or Upload a file you already have.

  • Personalised by your exhibitors: your exhibitors add their own photo or quote, then share.

  • User-generated video: your exhibitors record a short video from their phone. This needs the video add-on, and detailed information on how to use the Gleanin video tool can be found here.

You can create as many assets as you like, one at a time.

Creating your asset

  1. Go to the Event

  2. Under Asset Hubs on the left-hand side menu, click Exhibitor

  3. Click Add exhibitor asset:

    1. If your hub has more than one language, choose the asset’s Language. Your default language is selected to start with

  4. Under What do you want to create?, choose an option and answer the questions that appear underneath

  5. Name your asset

  6. Click Create and continue

Note: Each question folds into a short row once you’ve answered it. You can still change your answer until you click Create and continue.

Please keep in mind that Create and continue creates the asset straight away. After that, the Create step is locked, so you can’t go back and change your choices. If you want something different, please create a new asset.

Creating an asset from a ready-made template

The images are filled from your exhibitors’ details, so please add your exhibitors, with their logos and stand details, by integration or spreadsheet first.

There is one template type:

  • Exhibitor only: one exhibitor per image. Gleanin makes two versions, one with their logo and one without, and the exhibitor picks which to share

And four formats:

  • Landscape: 1200 × 628 pixels

  • Square: 1080 × 1080 pixels

  • Portrait: 1080 × 1350 pixels

  • Story / Reel: 1080 × 1920 pixels

Note: When you create the asset, the template is copied into your hub. Your changes only affect your copy, and changes we make to the library later never change an asset you’ve already created.

You can use the same template as often as you like, for example, once for each language. Each time makes a new, separate asset.

To create an asset from a template, follow the steps below:

  1. Go to the Event

  2. Under Asset Hubs on the left-hand side menu, click Exhibitor

  3. Click Add exhibitor asset

  4. Under What do you want to create?, click Ready to share

  5. Under How do you want to make it?, click Build from your data

  6. Under Pick a template type, click Exhibitor only

  7. Under Format, click the size you want

  8. Under Pick a layout, click the template you want. If there’s only one, it’s selected for you

  9. Name your asset, then click Create and continue

Note: Only the formats that have a template for exhibitors are offered.

Note: How Build works explains what happens. It folds into one line once you pick a template type. Click it to open it again.

Creating a personalised asset

Every part of the design is either:

  • Fixed: the same for everyone, such as your logo, event name and dates. You set it now

  • Personalisable: each exhibitor fills it in themselves, such as their photo or quote

You start from a look, the one closest to what you want:

  • Classic: a round photo beside a quote

  • Spotlight: their photo lifted off its background for a bold look

  • Full photo: a photo of their choice fills one side, words on the other

  • Quote only: just their words, no photo needed

  • Name badge: their photo with their name and job title underneath

Note: A look with no templates behind it yet is shown, but you can’t select it.

When an exhibitor opens the asset in their hub, they’re asked for each personalisable part in turn, see a preview of their image, and then share it.

  1. Go to the Event

  2. Under Asset Hubs on the left-hand side menu, click Exhibitor

  3. Click Add exhibitor asset

  4. Under What do you want to create?, click Personalised by your exhibitor

  5. Under Pick a look to start from, click a look

  6. Under Format, click Landscape, Square, Portrait, or  Story / Reel

  7. Under Pick your starting point, click a template. If there’s only one, it’s selected for you

  8. Name your asset, then click Create and continue

On the Design step, change the background, logo and event details. Please see Editing your asset’s images.

Setting what your exhibitors are asked

  1. On the Design step, click a personalisable part on the image or in Layers

  2. Switch on Advanced mode

  3. Click Edit exhibitor form

For text, you can set:

  • The Question to ask the exhibitor

  • The Placeholder shown when the answer box is empty

  • The Character limit (140 to start with on new text)

  • Suggested answers: click Add suggestion, then enter a Button label and the Suggested answer

For a photo, you can set:

  • The question you ask

  • The Image sources: Upload from device and Take a selfie

  • The Upload button text and Selfie button text

  • Whether to Remove background

The Exhibitor preview shows what your exhibitor will see.

Note: To set what’s shown on your design until an exhibitor adds their own, use Preview text under Placeholder on template for text, or the Placeholder picker for a photo. Exhibitors never see this placeholder.

Note: In Basic mode, these settings are read-only.

Adding another personalisable part

  1. Switch on Advanced mode

  2. In the toolbar under the image, click Add text or Add image

  3. Click Personalisable

  4. Enter the question and any other settings you want

  5. Click Add text or Add image

Please keep in mind that you choose Fixed or Personalisable once, when you add the part. To change it later, please hide the part and add a new one.

Uploading your own image or GIF

Please have your file ready:

  • Image: a PNG or JPEG, up to 5MB

  • Animated GIF: a GIF, up to 5MB

To upload your own file:

  1. Go to the Event

  2. Under Asset Hubs on the left-hand side menu, click Exhibitor

  3. Click Add exhibitor asset

  4. Under What do you want to create?, click Ready to share

  5. Under How do you want to make it?, click Upload a file you already have

  6. Under What are you uploading?, click Image or Animated GIF

  7. Under Who provides the file?, click Same file for everyone

  8. Drag your file onto the box, or click it to browse. You can also click Choose from library to pick a file from your event’s media library

  9. Check the name, which starts as your file’s name, then click Create and continue

If you have custom fields on your plan (Gleanin Pro or the Personalisation Plus add-on), you can upload a different image for each exhibitor:

  1. Follow steps 1–6 above, choosing Image

  2. Under Who provides the file?, click A different file for each exhibitor

  3. Choose the field from Select a custom field, or click Create new field, fill in the form and click Add field

  4. Click Create and continue

Add each exhibitor’s image to the field in a spreadsheet import, or on each exhibitor’s page.

Note: An exhibitor with no image in the field isn’t offered the asset.

Note: This option isn’t offered for an Animated GIF, or if custom fields aren’t on your plan.

Changing the file later

  1. On Exhibitor assets, click Edit (the pencil button) on the asset’s card

  2. On the Design tab, drop a new file onto the box, or click Choose from library

  3. Click Save changes

You will see the message "Name" updated.

Please keep in mind that once an asset takes its file from a custom field, you can’t change the field. To use a different field, or one file for everyone, please create a new asset. To check every exhibitor’s image, click See all values.

Editing your assets

There are two places to edit:

  • The set: changes every image at once. Use it for colours, fonts, shared text, your logo and the background

  • One image: changes that image only. Use it to move and resize elements, and to add text, images and shapes

One image always opens in Basic mode, where you can move and resize elements, change text style and colours, and replace the background. Switch on Advanced mode to add elements, change their order, edit text content and the exhibitor form, and change values in the set controls.

Note: The first time you switch on Advanced mode, you will see You're entering advanced mode. Click Continue to switch it on.

While creating an asset, the Design step opens on the set.

To enter the edit menu, follow the steps below:

  1. Go to the Event

  2. Under Asset Hubs on the left-hand side menu, click Exhibitor

  3. Click Edit (the pencil button) on the asset’s card

  4. On the Design tab, click Edit all images to open the set, or the pencil button on a design to open that image

Changing the whole set

  1. Click a style in the list on the left

  2. Change its colours, fonts and sizes on the right. For text the images share, use Shared text

  3. To change the background, click Background, then Replace or Choose from library

  4. To change another image, such as your logo, click Replace or Choose from library next to it

Note: To use your own font, click Upload font… in the font list and choose a TTF, OTF, WOFF or WOFF2 file. It’s added under Your fonts.

Changing one image

  • Move an element by dragging it. It snaps to other elements and to the edges and centre

  • Resize it by dragging a corner. Hold Shift to keep the proportions

  • Select several by holding Shift while you click. Line them up with Align to each other or Align to canvas

  • Show or hide an element with the eye in Layers

  • Undo, Redo and Reset to original are in the toolbar under the image

To go back to the whole set, click Back to templates.

Note: Some values, such as a fill or font, come from the set. In Basic mode, click Edit in set view to change them. In Advanced mode, you can change them in place for every image (Changes all images), or give this image its own value (Just this image).

Adding text, images and shapes

  1. Switch on Advanced mode

  2. In the toolbar under the image, click Add text, Add image or Add shape

  3. For text or an image, click Fixed or Personalisable, then fill in the content

  4. For a shape, click Rectangle, Ellipse or Line

To change the order of elements, drag them in Layers.

Note: Elements can be hidden, but not deleted.

Hiding designs

On the set, or on the asset’s Design tab, click the eye on a design (Hide design or Show design). A hidden design isn’t used for any exhibitor’s image.

Note: Hiding or showing a design is saved straight away.

Please keep in mind that at least one design must stay visible, so you can’t hide the last one.

Saving your changes

While you have unsaved changes, you will see Unsaved changes at the top.

  • Click Save to keep them. You will see the message Image saved. or Saved for every image in this set.

  • Click Discard to undo them

  • While creating an asset, click Save design changes to save and go to the next step

If you move away with unsaved changes, you will see You have unsaved changes. Click Save and continue, Discard and continue or Cancel.

Please keep in mind that closing or reloading the browser tab doesn’t ask first, so please save before you close it.

Naming your asset

Once your choices are made, you will see What would you like to name this asset? This is the name you’ll see in your reporting.

  • The name starts as a best guess, such as the template’s name or the file’s name

  • Click one of the Suggested names, or type your own

  • For better suggestions, open the Naming checklist and pick who it’s for, the occasion and the dates it covers. Reset clears your picks but keeps the name

Publishing your asset

  1. On the Design step, edit your images, then click Save design changes. 

  2. On Metadata, you can change the Title, Description and Alt text of the card shown under a shared link. Nothing here is required - these reflect what you have set up in the asset configuration. Click Continue

  3. On Publish, choose Who gets it, and the Sharing text & link - these reflect what you have set up in the asset configuration

  4. Click Save and finish

You will see the message "Name" created as a draft — publish when ready.

Your new asset starts hidden, so nobody sees it yet. When it’s ready, click Make visible on its card on Exhibitor assets.

Showing specific assets to groups of exhibitors

Every asset has an audience. You can choose from:

  • Everyone: all exhibitors, whatever their group or track

  • Not in any group: only exhibitors who aren't in any group or track

  • Specific groups: only exhibitors in the groups you pick

An exhibitor in several groups sees every asset meant for any of their groups.

Note: When you create an asset, Not in any group is selected to start with. Once your exhibitors are in groups, they won’t see a new asset unless you choose Everyone or tick their group.

To create a group and add speakers to it:

  1. Go to the Event

  2. Click Exhibitors on the left-hand side menu

  3. Find an exhibitor who should be in the group, and click the + button in their Groups column

  4. Click Create new group

  5. Enter the Group name, choose a Colour and click Create group

  6. Tick the group to add the exhibitor to it

  7. Repeat for each exhibitor in the group: click + in their Groups column and tick the group

The exhibitor's groups show as coloured labels in the Groups column. To take an exhibitor out of a group, click + and untick it.

These steps create one group at a time. You can also create groups in bulk and assign exhibitors to them when uploading your data.

Choosing who gets a new asset

  1. Go to the Event

  2. Under Asset Hubs on the left-hand side menu, click Exhibitor

  3. On Exhibitor assets, click Add exhibitor asset and create your asset

  4. On the last step, under Who gets it, choose Specific groups

  5. Tick the groups that should see the asset

  6. Click Save and finish

Your new asset starts hidden. When it’s ready, click Make visible on its card on Exhibitor assets.

Changing who sees an existing asset

  1. On Exhibitor assets, click the pencil button on the asset’s card to edit it

  2. Click Who sees it

  3. Choose Specific groups and tick the groups, or choose another option

  4. Click Save changes

You will see the message Asset settings saved. Each asset card shows who it’s for, with a coloured label for each group or all exhibitors.

Deleting a group

  1. Go to Exhibitors

  2. Click + in any exhibitor's Groups column

  3. Click the bin button next to the group

  4. Click Delete to confirm

Please keep in mind that deleting a group is a permanent action. It removes the group from every exhibitor and every asset, and deletes any greeting, branding or share text you set for it on the hub. An asset whose only group is deleted will no longer be seen by anyone.