How to enable team members

How to enable team members

When to use this: you want visitors coming in from your source system (Visit, Aditus, A2Z, Swoogo, etc.) to be automatically linked to their exhibitor as team members, rather than imported as standalone attendees.

Once this is set up, a visitor arriving from the source system with a reference to their parent exhibitor becomes an exhibitor team member on save — they'll appear on the exhibitor's team, see the exhibitor's dashboard, and (optionally) receive the team-member registration email.

Before you start

• The exhibitors those team members belong to must already exist in ExpoPlatform. Team Member Matching links a visitor to an existing exhibitor — if the exhibitor isn't there, the visitor is still saved, just without the team link.

• Your source system must include some field on each visitor record that identifies the parent exhibitor (a company code, an External ID, an internal ID). The Which source field to map section below shows which field to use per integration.

Steps

1. Open your integration's Field Mapping tab

Go to Admin → Integrations → your integration → Field Mapping.

You should see the current list of mapping rows for visitors.

2. Add a Team Member Matching row

Click Add field at the bottom of the visitor mapping. In the picker:

• ExpoPlatform target: select Team Member Matching

• Source path: enter the path from the table below

That's the row that turns the visitor into a team member.

3. Check the Matching Rule

Team Member Matching has a Matching Rule option that decides how the source value resolves to an exhibitor. In almost every case, leave it at the default:

• External ID (default) — for Visit, Aditus Visitors, Swoogo, and any integration where the source feed carries the exhibitor's External ID directly

• Internal ID — only for A2Z, where the parent exhibitor's ExpoPlatform internal ID is passed through automatically. A2Z defaults this to Internal ID for you — don't change it.

4. Save the mapping

Click Save. The mapping change takes effect from the next sync.

5. Trigger a sync to test

Go to the Auto Sync tab and click Trigger a sync now on the visitor subscription card. This runs an incremental sync so you can verify without waiting for the next scheduled run.

Which source field to map

Each integration exposes the parent-exhibitor identifier on a different field. Use the source path listed here:

If you're using an integration not listed here and you need team-member matching, get in touch with your API Manager — the source path depends on how the source system exposes exhibitor references.

How do I know it worked?

After the test sync, open Logs → Visitors on the integration and find a visitor you expected to be linked.

• The visitor's log entry shows a successful created or updated outcome

• Open the visitor in the Admin UI — under their profile, the Exhibitor field is now populated and their role is Member (or Admin, if you enabled promotion — see below)

• On the exhibitor's page, the visitor appears in the Team Members tab

If any of these are missing, jump to If it didn't work below.

Optional: promote matching visitors to Admin

By default, matched visitors join as regular team members. If you want specific visitors promoted to Admin automatically, use the Admin Role Rule option on the Team Member Matching field:

• Set as Admin if email matches exhibitor contact person email — compares the incoming visitor's email against the contact person email on the matched exhibitor (case-insensitive, whitespace ignored). If they match, the visitor is promoted to Admin. Otherwise the role stays at Member.

To enable it: open the Team Member Matching row you added in step 2, expand the Admin Role Rule option, and pick the rule from the dropdown.

If the rule set doesn't cover what you need, get in touch with your API Manager — the list is designed to grow.

Optional: send a welcome email to new team members

If you want ExpoPlatform to send a welcome email when a new team member is created:

1. Go to Admin → Integrations → your integration → Visitor Settings

2. Find the Registration Emails panel

3. Enable Team Member Registration Email

The email fires only for visitors linked via Team Member Matching. Visitors imported as standalone attendees don't receive it. See Registration Emails for the full behaviour.

If it didn't work

Visitors are imported but they're not linked to any exhibitor.

The most likely cause is that the exhibitor doesn't exist in ExpoPlatform at the moment of the sync — Team Member Matching never creates exhibitors, it only links to existing ones. Check that:

• The exhibitor exists in ExpoPlatform, either from a previous exhibitor sync or from manual creation

• The exhibitor's External ID (or Internal ID, for A2Z) matches what the source system is sending on the visitor record

• The source field you mapped actually carries a value — check a specific visitor's log entry in Logs → Visitors

The visitor is linked, but the role is Member and I expected Admin.

The Admin Role Rule compares emails exactly (case is ignored, but the characters need to match). Verify:

• The visitor's email in the source system exactly matches the exhibitor's contact person email in ExpoPlatform

• Neither email is empty on either side

The team-member welcome email isn't going out.

Three things need to be true:

1. Team Member Matching is present on the visitor mapping (which is what this guide sets up)

2. Team Member Registration Email is enabled in Visitor Settings → Registration Emails

3. The underlying email template is enabled in the environment — the Registration Emails panel shows this per template

If any is missing, no email is sent.

Related

• Team Member Matching Field — the full reference for the field type, including all options and conditional matching

• Team Member Matching shared setting — the overview of team-member behaviour in the sync pipeline

• Registration Emails — how to enable and configure the team-member welcome email