Vendor Management

Create a Vendor Package

Vendor packages define your sponsorship tiers. Each package sets the price, the perks (speaking slots, tickets, booths, tables), and the sort order in which it appears.

Steps:

1. Navigate to the Vendor Management section and go to Vendor Package.
2. Click the Create Vendor Package button at the top of the page.
3. Fill in the form fields described below, then click Save.

Package Detail Panel

Click an existing package in the list to open its detail panel on the right.

• The header has Edit (pencil) and Delete (trash) buttons. Edit reopens the form with the package values pre-filled; Delete asks for confirmation before removing the package.
• The body shows the package perks (Speaking Slot Duration, Total Tickets / Booths / Tables, Sorting Order) and an Associated Sponsors list of vendors currently assigned to this package — useful for quickly seeing who's at each tier.

Creating a Vendor Profile

Once vendor packages are defined, create vendor profiles to manage each vendor's information, payments, and associated files. This ensures transparency, easy access, and secure storage of all vendor data.

Steps:

1. Navigate to the Vendor Management section and go to Vendor.
2. Click Add Vendor.
3. Fill in the form fields described below.
4. Click Create Vendor to save the profile.

Form Fields

• Vendor Name: Name of the vendor or sponsoring company.
• Contact Person Name: The main contact at the vendor.
• Email: Contact person's email address.
• Contact Number: Contact person's phone number.
• Position: Contact person's job title (separate field).
• Address: Vendor's business address.
• Custom Note: Any extra information, such as special benefits or arrangements.
• Vendor Package: Select the sponsorship package assigned to this vendor.
• Amount Received: Payment amount received so far — tracked against the package's total price.

Vendor Detail Panel

Click a vendor in the list to open the detail panel on the right. The panel header has Edit (pencil) and Delete (trash) buttons, and the body is split into three tabs:

• Profile Details — the contact information you entered above plus a Sponsorship & Payment summary card showing Payment Progress %, Total Amount, Paid Amount, and Pending Amount. Payments update automatically based on the Amount Received field (e.g. Diamond Package = $60,000; Collected = $50,000 → Pending = $10,000, 83% paid).
• File System — upload documents associated with the vendor (promotional materials, slides, e-books, signed agreements, etc.). See below for the constraints and per-file actions.
• Attendee Tracking — the per-vendor tracking link / QR code. See Attendee Tracking below.

File System — Upload & Manage

1. Open the vendor profile and switch to the File System tab.
2. Click Choose Files or drag-and-drop files onto the upload area.
3. To delete a file, hover over the row and click the bin icon.
4. To download a file, click the downward arrow icon next to it.

Manage Existing Vendors

• Use the Search bar at the top of the vendor list to find a profile by name.
• Click Export at the top of the list to download the current vendors as a file.
• To edit or delete a vendor, open the profile and use the buttons on the detail panel header.

Attendee Tracking

Effortless booth engagement starts here. The Attendee Tracking feature lets vendors and organizers capture attendee data in real time — without installing any additional apps or hardware. Each vendor profile has its own tracking link and QR code; share either with your booth personnel and they can start scanning tickets from their phone or tablet camera.

Steps:

1. Navigate to the Vendor Management section and go to Vendor.
2. Open the vendor profile and switch to the Attendee Tracking tab.
3. Under the ATTENDEE TRACKING LINK heading you'll see the URL and a QR code. The in-app description reads: "Send this QR code or the link below to your booth managers..."
4. Share either the link or the QR code with the booth personnel managing the event.
5. When they open the link or scan the QR code, the Attendee Tracking interface loads on their device.
6. Tap the Scan button to begin scanning attendee tickets.
7. Each scan automatically logs the visit and records attendee details in real time against this vendor.

Vendor Dashboard

The Vendor Dashboard is a separate page that gives event organizers an at-a-glance view of total sponsorship and per-tier progress. Open it from the Vendor → Dashboard sidebar entry (or visit /vendor-dashboard directly).

Banner Header

The page opens with a dark-green banner titled "Vendor & Sponsors" and the subtitle "Manage sponsorship package and vendor relationships". The Add Vendor button on the banner is a shortcut to the Vendor page so you can create a profile without leaving the dashboard.

Stats Cards

Sponsor Levels Chart

A pie chart titled Sponsor Levels with one slice per package tier (Diamond, Platinum, Gold, etc.). Each slice is sized by the number of sponsors at that tier. Click a slice to drill into that package.

Package Progress Drill-Down

When you click a slice, the Package Progress panel on the right populates with details for that tier:

• Quick Stats grid — Collected, Pending, Total Amount, and number of Sponsors at this tier.
• Package Benefits strip — Speaking minutes, Tickets, Booths, and Tables included in this package.
• Sponsor Progress list — scrollable list of vendors currently at this tier with their individual payment progress.

Assigning Vendors to Booths

Vendor-to-booth assignment doesn't happen on the Vendor pages — it lives in the Layout Designer alongside the rest of your floor plan.

Steps:

1. Open the Layout Designer.
2. Select a Booth element on the canvas.
3. In the right-hand properties panel, switch to the Detail tab.
4. Use the Assigned Vendor dropdown (filterable by vendor name) to pick a vendor.
5. The booth's badge changes from Available (green) to Occupied (red). The Full Overview dialog → Booths tab will then show the assigned vendor.