Sponsor Portal and Lead Capture

Overview

Every sponsor gets a sponsor portal: a private link where they upload their logo, edit their company name, website and description, and keep their contact details current. You don't have to collect logo files by email. Sponsors also name the guests their package includes, follow their benefits checklist, and open their acknowledgment receipt there. The sponsor portal is included on every plan.

On Pro and Enterprise plans, the portal also includes lead capture. Booth staff scan attendee QR codes with their phone camera, rate each lead, add notes, and download their own leads as a CSV. No app download is needed.

Sponsors can follow the Sponsor Portal Guide, written for them. The portal links to it, so you don't need to send instructions.

Giving a Sponsor Their Portal

Sponsors who sign up on your sponsorship page get their portal link by email as soon as their payment goes through, and on the thank-you page.
Sponsors who request an invoice get their portal link by email when you click Confirm sponsor under Applications, before they pay.
Sponsors you add yourself: go to Sponsors, enter the sponsor with a contact email, and leave Email the contact a link to their sponsor portal checked.
Existing sponsors: click Portal next to the sponsor to email the link or copy it.

Anyone with the link can use the portal, so the sponsor should share it only with their own team. Each sponsor sees only their own listing and leads.

Seats Included With a Sponsorship

If a package includes guest tickets (for example, a table of 8), the sponsor sees Your guests in their portal. They enter each guest's name and email, and the guest gets a ticket with a QR code right away. Guests are confirmed registrations, so they appear in your registration list, get reminders, and check in like anyone else.

You set the number of seats and the ticket type on the package. To change one sponsor's seats, click Edit next to the sponsor. Click Guests next to the sponsor to see who they named or to free a seat.

Benefits and Receipts in the Portal

Under Your benefits, the sponsor sees the checklist of their package's benefits and how many you've delivered. When you check an item off under Benefits on the Sponsors page, it shows as delivered in their portal.

Once a sponsorship is paid, by card or by a payment you record, the sponsor gets an acknowledgment receipt by email and a View your receipt link in their portal. A sponsor confirmed from an invoice request has no receipt until you record their payment. See Fundraising Tools for how receipts and benefits are set up on a package.

Exhibitors Without a Sponsor Listing

For an exhibitor who scans badges but shouldn't appear in your sponsors section, go to Sponsors → Access, enter their name (for example, "Acme Corp — Booth 14") under Add Sponsor, and share the access link. It opens the same portal without the listing fields.

Scanning Leads at the Booth

The attendee opens their ticket QR code from their confirmation email or ticket page, or shows their printed badge.
In the portal, booth staff tap Open the badge scanner and scan the code with the camera. A USB or Bluetooth barcode scanner works too, or they can type the confirmation code.
The attendee's name, email, company and job title appear. Under Your rating, staff tap Hot, Warm or Cold and add a note while the conversation is fresh.

Each attendee is captured once per sponsor. Scanning the same person again opens their existing lead, marked Already in your leads, with everything your team has written about them so far.

Several Staff at One Booth

Booth staff can share the same portal link on several phones. The scanner asks each person for their name once; it stays on that phone. Everyone keeps their own Hot, Warm or Cold rating for each lead, so different opinions are never overwritten. The lead shows each person's rating, marked Mixed when they disagree, and its overall rating is the most recent one. Notes are added, never overwritten, and each note shows the writer's rating at the time. Every scan is recorded, so the lead's history shows who scanned the attendee and when, and the lead list is sorted by most recent activity.

Sponsors Download Their Own Leads

The sponsor's portal lists every lead they captured. They can filter by rating, add notes, and click Download CSV at any time, during or after the event. The file has First Name, Last Name, Email, Company, Job Title, Rating (the most recent), Ratings by Staff, Notes (every note, with who wrote it, when, and their rating), Scanned At, Scanned By, All Scans and Last Activity.

Viewing All Leads

Go to Sponsors → Leads in your event dashboard to see leads from every sponsor. Filter by sponsor, or click Export CSV for a file with the same columns plus a Sponsor column.

Revoking Access

To turn off a link, go to Sponsors → Access and click Revoke. Removing a sponsor from the Sponsors page also turns off their portal. The link stops working right away. Leads already captured stay under Sponsors → Leads.