Knowledge Base

Exhibitor Form & Settings


Frequently Asked Questions

#1 How to Open / Close the Exhibitor Site?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. In the System Status section of the window, click System Open toggle button
    NOTE: Green = Open toggle button / Red = Closed toggle button.

When Closed, anyone with the Exhibitor link will no longer be able to access the Exhibitor module.

Administrators may still manually register individuals by using the ‘Add Exhibitor’ left side menu option.


#2 How to Create an Exhibitor Form?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings
  4. Click Registration Setup
  5. Select Registration Fields
  6. Click + Add New Field button
  7. Select the Field Type
  8. Enter a label for Field Label
  9. Click Add Field
  10. If applicable, enter Field Description and any other attributes of the field
  11. Set Required to YES or NO where YES will make the field mandatory
  12. Set Admin Only to YES or NO where YES if this is administrative field only accessible by Administrators
  13. Save changes by clicking Update Field Information at the bottom
  14. Repeat Steps 6 to 13 to add more fields

List Fields

  • The list field view is the default view when editing any form in the system. This is not the familiar view of your contact form.
  • On the far left of each field label, click the three horizontal lines and drag and drop the field label to change the order of the field labels.
  • Click the edit button to edit an individual field label - such as field type (text, radio, checkbox, rich text etc.) the field description, required status, the field options and more. Remove a field label entirely by clicking the red remove button on the right in the list fields view. 

Preview Form

  • Click this to view the more familiar view of your form. This is the front-end view of the form that end users will see.

TIP: Toggle between List Field view and Preview Form view to get a better understanding of the relation between List view and Form view.



#3 How to link my Exhibitor Module to my Financial Service Provider (e.g. Paypal)

  1. You will need to contact your Financial Service provider to obtain your API credentials. The API credentials will consist of an API username, API password and API signature.
    NOTE: the API credentials are different than your financial service / gateway provider account login

    Once you have the API credentials:
  2. Click Dashboard
  3. Click Exhibitor Module
  4. Click Settings button
  5. Click Setting in the horizontal menu
  6. Select Payment Settings
  7. Scroll down to Credit Card Enabled field and select Yes
    NOTE: setting up for the first time, set Credit Card Test Mode to Yes, for testing purposes
  8. Scroll down to Credit Card Processing field and enter the following such that:
    Credit Card Processor Login = API username
    Second Key = API password
    Credit Card Processor Third Key = API signature
    If applicable, enter value for, Credit Card Processor Fourth Key
  9. Click Update Payment Settings

#4 What is the link to the exhibitor form for end users?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings
  4. Locate the Front End Landing Page url
    • You may copy this link and post it on a weboage or send it in an email

#5 How to Create an Exhibitor Discount Code?

There is no limit to the number of discount codes created. Limits may be defined on how many times a discount code may be used.

E.G. A discount code may be created for each type of sponsorship package

NOTE: A Discount Code cannot be made required based on another field or vice-versa. Discount codes may be applied to a selected option based on a percentage discount or a predetermined dollar amount may be subtracted.

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings
  4. Click Advanced Options on horizontal menu
  5. Select Manage Discounts
  6. Click + Add New button
  7. Select whether the discount is going to be created for an entire Field (Monday lunch) or for a Field Value/Option (Monday lunch - Cheeseburger)
  8. The Golden Ticket option will grant the attendee completely free items upon adding it to their registration cart. 
  9. Give the discount a name
  10. Give the discount a dollar value discount or a percentage discount
  11. Activate the discount code when ready
  12. Set a maximum use limit
  13. Click Add Discount

NOTE: The list will display, the column Discount Code which is the code to provide attendees to enter on the registration form during registration.


#6 How to enable Staff Registration?

This adds the functionality to allow an exhibitor to also register staff members.

First, update the Exhibitor Settings:

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings button
  4. Scroll down to the Staff Registration Open field, click Open
  5. In Staff Registration Title, enter a label e.g. Staff Registration
  6. In Staff Page Overview field, enter any text that is relevant to the staff registration. This text will display on the Staff Registration screen
  7. Scroll down, click Update Event button

Next, add a Staff Registration Menu Screen to the Exhibitor Registration Form

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings button
  4. Click Registration Setup in horizontal menu
  5. Select Registration Menu
  6. Click  + Add New  button
  7. For Screen Type, select Staff
    • Note: If this option does not appear, submit an X-CD Support Ticket
  8. Enter Menu Title e.g. Staff Registration
  9. For Menu Submit Button, enter: Update & Continue
  10. If applicable, set the screen as Required to Yes, if everyone must complete at least 1 individual; otherwise, leave this as No
  11. Click Add Menu field button
  12. Re-order the placement of the Staff Registration screen in the list so it appears before the Check Out screen by dragging and dropping it into the desired order.


#7 How to add a link to a hotel room block?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings button
  4. Click Settings in horizontal menu
  5. Select Payment Settings
  6. Update the Hotel Link field with the URL to the room block
  7. Scroll down, click Update Payment Settings button to save changes


#8 How to setup admin notification when Exhibitor payments are made?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings button
  4. Click Settings in horizontal menu
  5. Select Payment Settings
  6. Scroll down to Admin Payment Notification field - set that field to Yes
  7. Navigate to the next field under it, Payment Notice Email(s) - populate this field with email(s)
    • NOTE: to add multiple emails, use the format: email1;email2;email3
  8. Scroll down and click Update Payment Settings button

#9 How to edit a field on Exhibitor Registration Form?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings button
  4. Click Registration Setup in horizontal menu
  5. Select Registration Fields
  6. Click Edit button beside field to edit
  7. Apply edits and click Update Field Information button to save changes

#10 How to Add / Edit / Remove a menu on Exhibitor Registration Form?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings button
  4. Click Registration Setup in horizontal menu
  5. Select Registration Menu
    • Click + Add New to add a new menu
    • Click Edit button beside an existing menu item to edit
    • Click Remove button beside a menu item to remove it

#11 How to setup or edit the Invoice header/footer on exhibitor invoice?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Settings button
  4. Click Settings in horizontal menu
  5. Select Payment Settings
  6. Scroll down to Invoice Statement Header/Footer/Confirmation Email text and make revisions.
    TIP: Customize the text, images, and formatting of the invoice header and footer. 
  7. Scroll down and Click Update Payment Settings button

#12 How to change the reply to name that appears on system generated emails from the exhibitor module?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings
  4. In the Module Short Name field, update this text
  5. Scroll down, click Update Settings button to save your changes.

#13 How to change the Exhibitor module email address?

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Settings
    • NOTE: if the Settings button does not appear, this mean the module has not been not fully setup yet
      • Click Menu Setup
      • Click Settings in horizontal menu
      • Select Module Settings
  4. Update the Contact Email field
  5. Scroll down, click Update Event button to save changes

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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