Choose how cards look on your event tabs. Compact (the default) keeps notes, descriptions, and attachments one click away. Expanded shows them right away.
Many of the tabs on an event page list their items as cards: a card for each attendee on the Staff tab, each shipment on the Shipments tab, each activity in the Playbook, and so on. A card can also have notes (or a description) and attachments. On a busy event, that’s a lot to scroll through.
The “Default Card View on Event Tabs” workspace setting lets you choose how cards look when someone opens an event tab: Compact, with notes, descriptions, and attachments tucked away until you need them, or Expanded, with everything showing right away.
Compact (default setting)
Compact is the default / recommend view. Each card shows the essentials, like the title, time, location, and who’s involved. Instead of the full notes, description, and attachments, the card shows a “Notes”, “Description”, or “Attachments” link. The number next to “Attachments” tells you how many files the card has.
This keeps event tabs short and easy to scan. In the Playbook, for example, you can see the whole day’s schedule at a glance.
To see what’s in a section, just click its name. It opens right there on the card. Click it again to close it.
Note: Only the section you click opens; the rest of the cards stay compact. When you come back to the tab later, the cards start out compact again.
Expanded
In Expanded view, every card opens with its notes, description, and attachments already showing. This works well if your team relies on those details and would rather read everything without clicking, like a quick look at everyone’s travel notes before the show.
You can still click a section’s name to close it.
Where the Setting Applies
The setting applies to cards on these event tabs:
Booth: booth services (notes and attachments)
Staff: notes and attachments
Travel Reservations: notes and attachments
Asset Reservations: attachments
Giveaways, Shipments, and Sponsorships: notes and attachments
Misc. Expenses & Credits: notes and attachments
Playbook: descriptions and attachments
Here’s the Staff tab in Compact view:
And here’s the same tab in Expanded view:
Note: A card only shows a section when there’s something in it. For example, a card without attachments doesn’t show an “Attachments” link.
Changing the Default Card View
The setting applies to everyone in your workspace, so it’s managed in Workspace Settings by users who can manage your workspace (typically workspace admins).
To change it, click the gear icon at the top right of any page, then click “Workspace Settings”.
Under “Default Card View on Event Tabs”, select “Compact” or “Expanded”. Then scroll down and click “Save Changes”.
The next time anyone in your workspace opens an event tab, the cards appear in the view you chose.
Tip: Not sure which one to pick? Start with Compact. Anyone who wants more detail is always one click away from it.
Plan and track every meeting at your next conference or trade show, from customer and prospect meetings to press interviews, with the ExhibitDay Event Playbook.
For a lot of teams, meetings are an essential part of going to a conference or trade show. A half-hour sit-down with a key customer, a first conversation with a prospect, or a quick interview with a trade publication can be worth more than a week of booth traffic. They’re also the easiest part of a show to lose track of: they get set up over email, live in a dozen different calendars, and the notes end up in someone’s notebook.
In ExhibitDay, you can plan and track every meeting for an event in the event’s Playbook, right alongside your booth shifts, presentations, and receptions. Each meeting has its own type, status, time, location, and attendees, plus a place for the purpose and agenda before the meeting and the outcome and next steps after it.
Adding a Meeting to the Playbook
To add a meeting, go to the event page and click the “Playbook” tab. Each day of the event (plus a few days before and after it) has its own “+” button. Click the “+” next to the day the meeting takes place.
In the “Add Playbook Entry” dialog, open the “Activity Type” dropdown. To find the meeting types quickly, type “meeting” in the search box.
There are eight types of meetings to choose from:
Customer Meeting: a scheduled discussion with an existing customer.
Prospect Meeting: a scheduled discussion with a prospective customer.
Partner Meeting: a scheduled discussion with a business or channel partner.
Vendor Meeting: a scheduled discussion with a supplier or service provider.
Internal Meeting: a discussion among your own team members (for example, a morning booth huddle).
Executive Meeting: a strategic or high-level meeting involving executives.
Press / Media Meeting: an interview, briefing, or discussion with media representatives.
Other: any other scheduled meeting.
The meeting type is displayed on the Playbook schedule, so everyone can tell at a glance what kind of meeting it is.
Tip: Planning a dinner with a customer? Use the “Dinner” type under “Meal / Break” instead. It comes with fields for things like the reservation, seating, guests, and dietary notes.
Setting the Meeting’s Status
Use the “Activity Status” dropdown to show where the meeting stands:
Confirmed: the meeting is finalized and expected to happen as scheduled.
Tentative: the meeting is still being planned, or you’re waiting for the other party to confirm.
Canceled: the meeting is no longer expected to happen.
Tentative meetings are labeled on the Playbook schedule, and canceled meetings are crossed out, so no one shows up for a meeting that isn’t happening anymore.
Time, Location, and Who’s Attending
On the “Basic Info” tab, enter the meeting’s start and end time, a short title, and where it takes place (for example, your booth, a meeting room, a restaurant, or an off-site venue). If your team is working across time zones, click “Specify time zone” to note the meeting’s time zone (for example, “CT”).
Use “Tag People” to add the ExhibitDay users from your team who’ll take part in the meeting. Tagged team members get an email about the meeting, and their avatars appear on the meeting in the Playbook schedule.
Note: “Tag People” is for the ExhibitDay users in your workspace. People from outside your organization (like the customer you’re meeting with) go in the “External Attendees / Contacts” field on the meeting’s details tab.
Meeting Details: Format, Company, Attendees, and Agenda
The meeting’s details tab (for example, “Customer Meeting Details”) is where you capture what the meeting is about:
Format: In-Person, Virtual, Phone, or Hybrid.
Organization / Company: who you’re meeting with.
External Attendees / Contacts: the people from the other organization, such as their names and titles.
Purpose: why the meeting is happening.
Desired Outcome: the result you want the meeting to achieve.
Agenda: how the meeting will run.
Note: For Internal Meetings, the “Organization / Company” and “External Attendees / Contacts” fields are hidden, since everyone in the room is on your team.
Virtual, Phone, and Hybrid Meetings
Not every meeting happens at the booth. When you set the format to Virtual, Phone, or Hybrid, a “Meeting / Join Details” field appears. Use it for the meeting link, phone number, passcode, or anything else people need in order to join.
Preparing for the Meeting (the Planning Tab)
The “Planning” tab is for the behind-the-scenes work that happens before the meeting:
Planning Contact(s): the people coordinating or helping plan the meeting. This is for reference only; it doesn’t tag anyone or send notifications.
Preparation Requirements: anything that needs to be arranged ahead of time, such as the room, setup, materials, or equipment.
Planning Notes: internal notes about planning, coordination, or progress.
Capturing the Outcome and Next Steps
After the meeting, open it again and scroll down to the “Outcome / Follow-up” section of its details tab:
Actual Outcome: the decisions, results, or agreements from the meeting.
Next Steps: the follow-up actions or commitments that came out of it.
Follow-up Target Date: a reference date for following up.
Because “Desired Outcome” and “Actual Outcome” are on the same tab, it’s easy to compare what you hoped for with what actually happened, which comes in handy when you report on how the show went.
Note: “Next Steps” and “Follow-up Target Date” are for reference. For follow-up work that you want to assign and track with due dates and reminders, create tasks. You can link them to the meeting from its “Related Tasks & Items” tab.
Reviewing a Meeting and Exporting It to PDF
Click a meeting’s title on the Playbook to open a clean, read-only view of everything you’ve entered for it. To download it as a PDF (handy for printing or for sharing a meeting brief before the show), click the “Export to PDF” icon.
More You Can Add to a Meeting
Like every Playbook entry, a meeting can also have:
Costs: for example, a meeting room rental or catering. Playbook costs count toward the event’s budget.
Attachments: briefing documents, presentation decks, contracts, and so on.
Related Tasks & Items: prep tasks and other related records, linked to the meeting.
We’ll cover these, along with the rest of the Playbook, in an upcoming post.
With your meetings in the Playbook, your whole team knows where to be, who they’re meeting with, what success looks like, and what happens next, before, during, and after the show.
Don’t have an ExhibitDay account yet? Sign up for free and start planning the meetings for your next conference or trade show.
You can lock specific sections of an event to prevent future modifications. Locked sections become read-only. To manage an event’s lock settings, go to the event page, click on the “Event Settings” tab; then click on the “Tab Visibility & Locking” sub-tab and scroll down to the “Lock Event” section.
Notes:
– The event locking feature is available only if you are on the Premium plan or the Enterprise plan.
– When an event tab is locked, no one can make edits to that tab until it is unlocked.
– Any changes you make to an event’s lock settings apply to all users in your workspace, not just you.
– Locking is event-specific — lock settings configured for one event do not affect any other events in your workspace.
– When you use the “Copy/Duplicate Event” feature to make a copy of an event, the lock settings from the source event do not carry over; the newly created event will have all tabs unlocked.
– API/Integrations Exception: If you are on the Enterprise plan and use an integration that updates events through the ExhibitDay API or Zapier, locked events may still be updated programmatically.
In ExhibitDay, a Resource (non-user) is someone you can tag in events, but they do not have an ExhibitDay account or access to your workspace.
You cannot directly change a Resource into a User. However, there may be cases where you’ve added someone as a Resource and later decide they should be an actual User.
Follow these two steps to convert a Resource to a User:
Step 1 – Invite the person to join your ExhibitDay Workspace
Go to Workspace Settings > Users & Permissions and click the “Add” button. Select “Invite a User” and enter the email address of the person you’re inviting to join your workspace. Once the recipient accepts the invitation and creates an ExhibitDay account, they automatically join your workspace as a User.
You’ll now have two records in your workspace representing the same person — one as a User and one as a Resource.
Step 2 – Merge the Resource with the User
Go to Workspace Settings > Users & Permissions and edit the Resource. At the bottom of the page, click “Merge This Resource With a User.” When the merge dialog appears, select the newly added user and follow the instructions to complete the merge. The Resource will be deleted, and the new User will be tagged in the events the Resource was previously tagged in — preserving historical data and maintaining continuity in your workspace.
By default, ExhibitDay offers three authentication methods for logging in:
Login using an ExhibitDay account
Sign-in with Google (SSO)
Sign-in with Microsoft / Office365 (SSO)
These authentication methods are available to all users on our platform.
Restricting How Your Users Sign In
As an added security measure and to support centralized identity management, your organization may choose to restrict certain authentication methods for logging into ExhibitDay. For example, Acme Corporation may require users to log in exclusively via Sign-in with Microsoft (SSO). To accommodate this, we offer the option to restrict authentication methods based on specific email domains. Acme Corporation can request that users with an @AcmeCorporation.com email address only be allowed to sign into ExhibitDay using Microsoft SSO.
How to Restrict Authentication Options
To enable authentication restrictions, you must be on the ExhibitDay Enterprise plan.
Contact your Enterprise account manager and specify which authentication methods should be allowed for your users.
Once we verify your organization’s ownership of the email domain, we’ll make the appropriate configuration changes to our system.
Afterward, your users will only be able to log into ExhibitDay using the allowed authentication method(s).
Note: Authentication restrictions can only be applied to email domains that your organization owns.
Example
– Your organization owns the email domain AcmeCorporation.com (i.e., your users have @AcmeCorporation.com email addresses).
– The only authentication method you’ve allowed is Sign-in with Microsoft (SSO).
– Any user with a @AcmeCorporation.com email address will only be able to log into ExhibitDay via Sign-in with Microsoft (SSO).
Note: you can still invite users from other email domains (e.g., @gmail.com, @yahoo.com, @foobar.com) to join your workspace. However, no authentication restrictions will be applied to these users, allowing them to log in using any available method.
We offer the ability to restrict authentication methods to customers on the Enterprise plan for added security, centralized identity management, and a more streamlined user experience. As always, we prioritize security by employing industry-leading practices, including robust encryption and advanced firewalls. Our team regularly applies the latest security patches to ensure our servers remain secure and your information stays confidential.
