Managing exhibitors

Managing your exhibitors in the Gleanin platform is a straightforward process. You have the ability to add exhibitors individually or in bulk, as well as update their details or remove outdated ones.

Adding exhibitors individually

Adding exhibitors in bulk

Editing exhibitors data

Deleting exhibitors 

Adding exhibitors

To add an exhibitor individually, follow the steps below.

1. Go to your Event 
2. Click on Exhibitors on the left-hand side menu
3. Click on the plus sign (+) in the blue circle
4. Choose Add a single exhibitor card
5. Enter the following details:
   
   1. Company name
   2. Stand number
   3. Email address (optional)
   4. Destination URL (PRO feature only) 
6. Click on Create

Once the exhibitor record is created, you will see it on the list. You can then add their logo image by clicking on the image icon.

You will need to follow these steps for every single exhibitor that you want to add manually. 

For more information about the exhibitor logos please see the article here. 

Adding exhibitors using spreadsheet import

If you have a large number of exhibitors or if you want to add a group of them all at once, you can easily do so using the Exhibitor import tool.

For the exhibitor import tool, you will need to make sure that you have their data ready and prepared in the spreadsheet beforehand.

Data preparation

In preparation for the import, it is important to have all the necessary data organised in a spreadsheet. Please make sure to include all columns in your sheet, even if some data is missing. Leaving a column empty will prevent errors caused by shifting data.

1. Column 1: Company Name (this is a mandatory field and the import will fail without the name) 
2. Column 2: Stand number
3. Column 3: Logo 
4. Column 4: Email address 
5. Column 5: Destination URL (PRO-only feature)
6. Column 6: Groups

*If you are using event management software and have the image URLs ready you can bulk-add them in one go. Alternatively, you can upload the images afterwards.

Note: There are different processes for adding logo URLs depending on how you receive them and you can find them all explained in this article. 

You can find the data import template here. Please navigate to the Exhibitor tab for this import. 

Data paste

Once your data is ready you will need to copy and paste it into the Import box. 

Please DO NOT copy column headings across as they will be treated as an exhibitor record. Please note that this is a copy-and-paste process and not an actual upload. 

1. Go to your Event 
2. Click on Exhibitors on the left-hand side menu
3. Click on the plus sign (+) in the blue circle
4. Choose Import multiple exhibitors card
5. Select the data in your spreadsheet and choose copy (do not include column headings) 
6. Go back to the Gleanin import screen and paste the data in the grey box

If your spreadsheet will contain email addresses or unique URLs please make sure to enable those fields by clicking on the Spreadsheet settings button and toggle the required fields. Once done please make sure that the number of the columns matches the platform.

 

Initial import

After pasting and processing the data, you will be taken to the review exhibitors screen. Here, you can review all the details to ensure their accuracy before completing the import process. 

The review exhibitors screen will display the total number of exhibitors, their status (New, Updates, Unchanged, and Missing), as well as their logo (if importing with URLs), company name, stand number and e-mail address. If this is your first import, all the records should be labelled as New, and the action should be set to Create.

If you need to make changes to the details before completing the import, you can click on Cancel to amend them and start the import process again. To finalise the import, click on Apply. If the import is successful, a green tick will be displayed at the end of each row.

In case there are any issues, we will flag them and highlight the problematic row in red. We will also provide information about the incorrect field, such as a blank name or an email address in an incorrect format. To proceed with the import, you will need to correct these errors in the original spreadsheet. If needed, you can click on Start over to return to the import screen and re-paste the corrected data.

If you are still experiencing problems, please message us at hello@gleanin.com. 

 

Subsequent import 

If you have more exhibitors that you would like to add to your event, simply include their information in your original spreadsheet and follow the initial import steps.

After pasting the data into the import box, you will be able to view the total number of exhibitors in this import, along with the number of new, updated, unchanged, and missing records.

If there are no changes to the previous exhibitors, you will only see the new exhibitors in the review, while the existing ones will remain unchanged.

Same as for the initial import, click Apply to proceed with changes. 

If you need to update exhibitor data in bulk, please see the next section. 

Editing exhibitors data

To update any of the exhibitors' data including the logo you need to follow the steps below.

1. Go to Exhibitors
2. Click on the Exhibitor name
3. Click on the blue pencil icon to edit their details 
4. Add new details and click Update to save the changes

To update details in bulk

1. Go to your data spreadsheet
2. Change the details that require updating
3. Paste the data as you would for the standard import

After pasting the data, you will be able to see the number of exhibitors whose details have been changed. For those with updated information, you will see the Update Existing action and their name in the Connected exhibitor column. 

Please note that any changes to the stand number need to be made manually.

If all is correct, click on Apply to make the changes. 

In certain exceptional situations, such as when you have two exhibitors with identical full names who work for the same company, you will need to manually link the changes to the correct exhibitor. To do this, simply click on the pencil icon and select the appropriate exhibitor from the dropdown menu.

To update their logo

1. Go to Exhibitors
2. Hover over the current logo
3. Click on the edit icon to change (or the bin icon to remove the logo completely) 
4. Upload the file from your local device

Deleting exhibitors

If an exhibitor is no longer able to attend the event, you can remove them from the platform by following these simple steps.

1. Go to the Event
2. Click Data on the left-hand side menu
3. Choose Exhibitors
4. Hover over the exhibitor row that you would like to delete and click on the red trash icon at the right-hand side
5. If you want to delete multiple exhibitors, select them by ticking the box next to their name (or tick the main one at the header level to select all)
6. Click on Delete all exhibitors button above the table

Please keep in mind that deleting exhibitors is a permanent action, and once they are deleted, we will not be able to recover any of their data.

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If you are using event management software, you can access a list of available API integrations here. Please note that API functionality is not included with the basic subscription, and you will need to upgrade your account to take advantage of this feature.