Knowledge Base

Manage Exhibitor Registrations


Frequently Asked Questions

#1 How to manually add an Exhibitor Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Add Exhibitor in left-side menu
  4. Add an Existing Company from the dropdown list or Manually complete the fields to add a new company
  5. Click Add Existing Company As Exhibitor button OR Add New Company As Exhibitor button
  6. Click Registration in the horizontal menu
  7. Select Add Items
  8. Select the appropriate items from the Exhibitor Form
  9. Click Update Registration button
    Note: This will create an invoice of the Exhibitor Items

#2 How to search for an Exhibitor's Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name in the grid or use the search field to enter part of the company name
  5. Click on the Row to open/view the Company Registration

#3 How to manually add Attendees / Staff to an existing Exhibitor Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Registration in the horizontal menu
  6. Select Manage Staff
  7. Click Add New Staff button
  8. Complete the Contact Profile details
  9. Click Create Profile
  10. Click Registration button
  11. Click Registration in the horizontal menu
  12. Select Add Items
  13. Complete the Registration Form
  14. Repeat Steps 1 to 13 for each Attendee

#4 How to send an invoice to an Exhibitor?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Admin in the horizontal menu
  6. Select Email Company
  7. Set 'Do you want to attach a copy of the attendee's invoice to the message?' to Yes.
  8. Update email message
  9. Click Preview Email or Send Email button

#5 How to change the Primary Contact/Admin on an Exhibitor Group Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage button
  4. Find and click on the group to update
  5. Click Admin in horizontal menu
  6. Select Company Profile
  7. Located to the right side of the screen, click in the dropdown list above the Update Primary Contact button
  8. Select the person to make admin
    • Note: if the person you want to make an admin does not appear in the list, goto Contact Module and edit the Company Affiliation for the individual and click Make Admin checkbox, then return to this article to select the person.
  9. Click Update Primary Contact button

#6 How to remove a person from a Company?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage button
  4. Find and click on the group to update
  5. Click Registration in horizontal menu
  6. Select Manage Staff
  7. Locate the individual to be removed, click Remove Contact from Company button

#7 How to remove a person from a Company Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage button
  4. Find and click on the group to update
  5. Click Registration in horizontal menu
  6. Select Manage Staff
  7. Click Manage Group Registration
  8. Click See All Group Members
  9. Locate the individual to be removed, click Remove from Group button

#8 How to login as an Exhibitor?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Login As in the horizontal menu
    • Perform edits and updates to an exhibitor's registration and staff.

#9 How to Change an Exhibitor's Booth?

  1. Go to the exhibitor module
  2. Click the Manage button, or search the exhibitor ID in the Quick Find area on the left panel
  3. Find the exhibiting company on the grid and click the company
  4. Hover over the Registration button and click booth assignment
  5. Here you can remove the companies current assignment and re-assign the company to a new booth from the dropdown list. The drop down list will only display available booths, i.e ones that have not yet been assigned to another company

#10 How to manually discount an item?

  1. Click Dashboard
  2. Click Exhibitors module
  3. Click Manage button
  4. Click on the applicable row that the Exhibitor appears on
  5. Click Registration in horizontal menu
  6. Select Discount Items
  7. Click Edit beside the applicable item to apply the discount to
  8. Under Manual Discount, enter the dollar amount to be discounted in the Amount Field
    • NOTE: Do not enter a ‘-' sign in front of the amount, enter a whole number e.g. 1000
  9. Enter a Note in the Note field as to reason for the discount
  10. Click Assign Manual Discount button

#11 How to check the Credit Card History on a Exhibitor Registration?

  1. Click Dashboard
  2. Click your Exhibitor Module
  3. Click Manage
  4. Locate the Company Name in the grid or use the Seach field and enter part of the Company Name
  5. Click on the Row the company appears on
  6. Click Payment in the horizontal menu
  7. Select Credit Card History
    • This will display the transaction information and if the transaction was successful or declined.
    • Click the View button to review the information sent back from your payment gateway
    • If declined, look for a response code, then use google search to look up the corresponding code for your payment gateway for more detailed information on the reason for the decline

#12 How to Apply a Refund?

IMPORTANT: If the X-CD system is setup to issue refunds directly, then use the Refund Payment feature in X-CD.
If X-CD system is not setup to issue refunds, then use Create Credit and then issue the refund amount through the payment gateway software back to the customer.

If your system is not setup to issue refunds directly, as message will appear if you select the Refund Payment menu option.

Q: Is the X-CD system set up to issue refunds directly?

A1: Yes and I want to process direct refunds

    1. Click Dashboard
    2. Click Exhibitors module
    3. Click Manage button
    4. Click on the applicable row that the Exhibitor appears on
    5. Click Registration in horizontal menu
    6. To apply a discount to an item, select Discount Items (Skip this step if not applicable)
      1. Click Edit beside the applicable item to apply the discount to / delete
      2. Under Manual Discount, enter the dollar amount to be discounted in the Amount Field
        • NOTE: Do not enter a ‘-' sign in front of the amount, just enter a whole number e.g. 1000
      3. Enter a Note in the Note field as to reason for the discount
      4. Click Assign Manual Discount button
      5. Go to Step 8
    7. To remove items on the invoice, Select Delete Items
      1. Click Edit beside the item to remove
      2. Enter a note
      3. Click Delete Invoice Item button
      4. Repeat steps until all refunded items are removed.
    8. Click Payments in horizontal menu
    9. Select Refund Payment
    10. Click Select beside the payment transaction
    11. Enter a value for Amount (this would match the amount to be refunded) e.g. 1000
    12. Enter a Note in the Note field explaining the reason for the refund
    13. Click Issue Refund button (this will process the refund directly)
      • NOTE: If you did not delete the item(s) being refunded, refer back to step 7 to remove items.

Refund cannot be processed Error?

If you do get an error stating ‘Refund not processed’, it may be that too much time has passed since the transaction was posted for a refund to be done within X-CD. If this is the case, then the refund will need to performed directly from within your payment processor account and you will need to record a credit in X-CD instead. Refer to A3 below to record a credit in X-CD.

A2: Yes, but I do NOT want to process direct refunds, I want to enter an offline refund. This will record a system 'credit' against the invoice only.

    1. Click Dashboard
    2. Click Exhibitors module
    3. Click Manage button
    4. Click on the applicable row that the Exhibitor appears on
    5. Click Registration in horizontal menu
    6. Select Create Credit
    7. Enter a value for Amount (this would match the discount created and amount to be credited) e.g. 1000
    8. Enter a Note in the Credit Note field explaining the reason for the credit
    9. Set Mark as Processed = Yes
    10. Click Add Credit button

A3: No, our system is not setup to process refunds directly

  1. Click Dashboard
  2. Click Exhibitors module
  3. Click Manage button
  4. Click on the applicable row that the Exhibitor appears on
  5. To remove items on the invoice, Select Delete Items
    1. Click Edit beside the item to remove
    2. Enter a note
    3. Click Delete Invoice Item button
    4. Repeat steps to remove all items being refunded
  6. Click Payments in horizontal menu
  7. Select Create Credit
  8. Enter a value for Amount (this would match the discount created and amount to be credited) e.g. 1000
  9. Enter a Note in the Credit Note field explaining the reason for the credit
  10. Set Mark as Processed = Yes
  11. Click Add Credit button
  12. Login to the payment gateway software and issue a refund for the credit amount.

#13 How to cancel an Exhibitor Registration?

This will remove ALL line items on the invoice, sets the invoice amount to zero and the registration status as cancelled.

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Manage button
  4. Click on row the Exhibitor appears on
  5. Click Admin in horizontal menu
  6. Select Cancel/Delete
  7. If applicable, apply a Cancellation Fee and/or Conference Credit
  8. Enter a reason for the cancellation in the Note
  9. Click Process Cancellation button

#14 How to process an offline payment (e.g. a check) that has been received

  1. Click Dashboard
  2. Click your Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Payment in the horizontal menu
  6. Select Manage Payments
  7. Click Edit button beside the payment
  8. Click Process Payment as Received button at the bottom right side


#15 How to edit an Exhibitor Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Registration in the horizontal menu
    • Select Delete Items to remove an item from the registration
    • Select Add Item if you want to change an existing selection to something else
    • Select Discount Item if you want to apply a pre-existing discount code to the registration
    • Select Add Manual Item to add a new item that is not currently on the registration form

#16 How to delete an Exhibitor Registration?

In order to delete a registration, it must be cancelled first.

To cancel a registration, refer to: http://www.x-cd.com/help?smodid=63#faq530

Once the registration has been cancelled, if there are no financial transactions recorded against it, it may be deleted. You will not be able to delete a reigstration if there are financial transactions recorded against it.

  1. Click Dashboard
  2. Click Exhibitor module
  3. Click Manage button
  4. Click on row the Exhibitor appears on
  5. Click Admin in horizontal menu
  6. Select Cancel/Delete
  7. Select Remove Exhibitor button

#17 How to edit a staff registration that is part of an Exhibitor Registration?

  1. Click Dashboard
  2. Click Exhibitor Module
  3. Click Manage
  4. Locate the Company Name and Click on the Row
  5. Click Registration in the horizontal menu
  6. Select Manage Staff
  7. Click Manage Group Registration button
  8. Click See All Group Members located on the menu displayed on the far right side of your screen
  9. Click Edit Registraton button the specific Staff individual

If you wish to apply a discount to a staff registration,

  • Click Registration in horizontal menu
  • Select Discount Items
  • Select Edit button next to the item being discounted
  • Complete the fields on the Discount Screen or if applicable, apply a pre-defined discount
  • Click Assign Discount button

If you wish to apply a payment for an item

  • Click Payments in horizontal menu
  • Click Add Payment

If you wish to apply a credit for an item

  • Click Payments in horizontal menu
  • Click Create Credit

If your system is enable to apply refunds, to apply a refund

  • Click Payments in horizontal menu
  • Click Refund Payment

To edit an existing payment

  • Click Payments in horizontal menu
  • Click Manage Payments

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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