Managing Vendors

Vendors (otherwise referred to as Exhibitors or Sponsors) are internal and external parties who are exhibiting their products or providing demonstrations for Attendees at the event. Typically, these are set up as booths in an exhibition space within the event space.

Vendors are provided with Jomablue Lead Capture Devices which capture details of the Attendees to the booth as a Venodor Lead as well as include the functionality to send content to the Attendee via email.

Creating Vendors in Jomablue

Creating a Vendor in the Jomablue Portal is a quick and simple process. To get started, you will need the following information:

• Vendor Name - The name that will appear in the Portal
• Vendor Display Name - The name that will appear in all communications from the Vendor
• Vendor Email Domain - The email domain to which the lead capture export emails should be sent

To create a Vendor profile in Portal, follow these steps:

1. Click on Vendors in the menu on the left-hand side of the Portal
2. Click the Add vendor button at the top right, and you'll be presented with the new Vendor view.
3. In this view, you'll find fields for Vendor’s Name, Display Name, Lead Export Email Domain, and Primary Contact’s First Name, Last Name and Email.
4. On the right-hand side of the vendor screen, you will find settings with the following functions:

• Has access to Vendor Portal: This enables access to a Portal where the Vendor can create their own Email Templates. Setting this to Yes will create a Vendor Portal link that you can share with the Vendor.
• Emails enabled on Omnia Lead Capture: This allows the Vendor to send emails (created by previously mentioned Email Templates) from their lead capture device upon capturing a lead.

       5. Click Save at the top right corner of the screen. The Vendor will now exist within the Portal.

If you have a Vendor logo, it can be uploaded via the Community tab.

Note: The Vendor logo image supports transparency, allowing you to upload a logo without a white background. 

Explore, Edit and Export Vendors

Managing Vendors (sponsors or Exhibitors) is easier than ever with Jomablue’s advanced functionality, which allows you to search for specific vendors based on multiple criteria.
Once your list of Vendors is displayed, export it for offline reporting!

Finding Vendors via the Manage tab

The following are the steps to a simple method of finding and editing Vendor details:

1. Navigate to Vendors via the left navigation menu
2. Use the search field to find the required Vendor
3. Select an existing Vendor or click Add as new vendor
4. Alternatively, select your Vendor directly from the Recently added or Recently edited lists under the search field
5. Edit the Vendor details as needed

Exporting Vendor Leads via Jomablue Portal

Vendor Lead exports can be accessed through both the Jomablue Portal and a Lead Capture Device for in-person events. The functionality of exporting via a Lead Capture Device has been replicated in the Jomablue Portal, enabling the export process for Online Events as well. Exports generated from the Portal and from Lead Capture Devices onsite are logged in the Event Log under insights for compliance reasons.

Steps to Export Vendor Leads

You can send Lead Export emails to one or more Vendors. Here’s how:

1. Go to Portal > Vendors
2. Using the checkbox to the left of each Vendor, select the required Vendor(s)
3. Select Send Leads in the header row (not visible if no Vendors are selected)
4. Read the information popup and click the checkbox to confirm if you accept
5. An email with a link to download the leads will be sent to the selected Vendors

Notes:

• Vendors can only be selected if the Primary Contact details are populated in the Vendor > Details tab. The number of selected Vendors will be displayed in the header line.
  You can select up to 100 Vendors per bulk send.
• A Vendor Portal Email Template must be created.

Vendor Lead Export Workflow

• Upon trigger of the export, the recipient receives an email containing a one-time link. This link is valid for 30 days after the event end date (this duration is configurable).
• Clicking the link directs them to a page where they can download the CSV list of leads
• If the recipient attempts to use the link again after the first time, they will see a warning indicating that the link has expired. They can request a new one-time link, which will be sent to them automatically in a new email.
• This process can be repeated for 30 days (configurable)

Logging of Vendor Lead Exports

On the Vendors selection page, you can view the date and time of the most recent Leads Export on the right-hand side. All triggered exports are logged in the event log for compliance purposes and to track the movement of data out of Jomablue.

Notes:

• Portal users must have a trusted admin, trusted portal, or trusted finance user role to export the list of data from Jomablue. Portal users without these roles will not see the Send Leads option under Vendors.
• Once the recipient receives the email with the one-time link, they can independently collect their leads for up to 30 days. Note that the active duration of the link can be configured to be shorter or longer than 30 days. They do not need to ask a Portal user to resend the lead export email.
• It’s important to add the Event Header image to all events, as it will also be used on the lead export page.

Vendor Portal Links

Each Vendor has access to a unique portal where they can configure their Lead Capture Email Templates.

Access individual Vendor Portal links

1. Go to Vendors section via the left navigation menu
2. Select the Vendor name to progress to the vendor details
3. Ensure that has access to vendor portal is enabled

Note: If this option is not enabled, please contact the event organiser for permission to enable it.
      4. Click on the link to copy vendor portal URL
      5. Paste the link into the required destination (e.g., an email, spreadsheet, etc.)

View and Export multiple Vendor Portal links

1. Go to Vendors via the left navigation menu
2. Ensure primary contact details are populated for each vendor
3. Click Select All or tick appropriate checkboxes
4. Click Send Announcements
5. Select Vendor portal links template from the dropdown
6. Preview the Email Template
7. Click Send

Configuring Vendor Lead Export fields

A key function of Lead Capture is allowing exhibitors and sponsors to export a CSV file containing the details of any Leads they have captured on-site during the event. The default configuration for the export CSV file is as follows:

Export Fields

The export contains the following information, which is not configurable:

• First Name
• Last Name
• Email
• Job Title
• Company
• Notes (any notes recorded on the Lead Capture device at the time of capture)
• Date Created (date and time when the lead was first captured)
• Date Updated (date and time when the lead was last updated; e.g: added notes)
• If optional tags are used, each tag will appear in a column prefixed with "TAG:" followed by the tag name. (e.g., TAG: Hot or TAG: Warm).
  If the optional feature allowing exhibitors to email their leads from within the Lead Capture device is configured, additional columns indicating 'email sent' will be included in the export. Each email will have a column prefixed with "EMAIL:" followed by the name of the email (e.g., EMAIL: More info email or EMAIL: Pricelist email).

Mobile Phone Number Privacy

Sharing a Lead's mobile phone number with Vendors in their Lead Export is optional and can be toggled in Event Settings. 

Important: This setting must be adjusted before the event starts. If it’s not done beforehand, Vendors will receive the mobile number when they export the list, and it cannot be retrospectively removed if they have already exported their leads.

Optional Configuration of Vendor Lead Exports

An optional feature allows the Vendor Lead Export to include Custom Field information recorded in a Lead’s Person record for the event. This is a global setting and is configured per event. By default, Custom Fields are NOT included in the Vendor Lead Export. 

To add additional Custom Fields to the Vendor Lead Export:

1. Go to Event Configuration > Settings
2. Select the Custom Fields tab
3. Toggle the option Available in Vendor Lead Export to Yes. 

  An example of the Custom Fields 'Postcode' and 'State' are shown below: 

Notes:

• If there is no data for a particular field, it will be blank in the CSV report
• The export produces a CSV file without formatting. It is a ‘flat file’.
• The data in the CSV corresponds to the information provided to Jomablue during registration or from the event organiser
• After column 'I', the column layout is dynamic and will vary depending on the configuration of a specific Lead Capture device. TAG and EMAIL columns will be specific to what the exhibitor has set up in their profile.
• Leads are available for 30 days after an event as long as an active subscription exists. After that period, the data, including lead information, will no longer be accessible.

Sponsored Sessions

Sessions at your event may be sponsored by a Vendor. The Vendor Lead Export can be configured to include attendees to that Session. A Session may be sponsored by multiple Vendors, and a Vendor may sponsor multiple Sessions. 

Enable Sponsored Sessions

• Go to Vendors in the left navigation
• Select the Vendor sponsoring the Session (or create a new Vendor)
• In the Details tab go to Sponsored Sessions
• Select the + to open the Session selection popup
• Apply the toggle to enable the relevant Session(s) as required
• Click Done
• Click Save on the Vendor page

Note: Ensure Inferred Sessions is enabled prior to the event if required. For additional information, see the article: 

View Sponsored Sessions

There are multiple indicators for a Sponsored Session.

1. On the Vendors selection page, the column “Sponsored Sessions” will provide a count of Sessions sponsored by each Vendor.
2. On a selected Vendor, Sponsored Sessions are listed in the Sponsored Sessions section of the “Details” tab
3. On the Sessions > Agenda View tab a “Sponsored” label is displayed.
4. On a selected Session, Sponsored Sessions are listed in the Sponsors section of the “Details” tab
   
   

View Attendee Data in a Lead Export

Attendee data for Sponsored Sessions will be included in a Lead Export which must be triggered via Jomablue Portal. Lead Exports triggered directly from a Lead Capture device will not include attendee data for Sponsored Sessions.

Within the Lead Export csv file, a column will be displayed for each Sponsored Session. A lead who attended a Sponsored Session will be indicated by a “Y” in the respective Session column.

Note: 

• Session data in the Lead Export will be current for the time the lead export is generated (by the user clicking on the link in their export email). If the Vendor generates their leads before the Session has concluded they may not receive up-to-date data (compared to the final Session attendance data).
• If Inferred Sessions in enabled, the Lead Export will include attendees that match the criteria (e.g. minimum attendance percentage).

Referenced Articles