While Exhibitors are the company's who are renting the booth space, it is the individual Exhibitor Contacts that place the orders. Contacts are associated to Exhibitors and place orders.
Contacts Grid
Any contact connected to an exhibitor company within the event or who has placed an order for the event in focus appears in this grid:
Click on the shopping cart to views its contents and, if desired, complete the contact's order. A Shopping Cart Contents - Single Event report is also available to provide details of all contacts within an event who have items in their shopping cart.
Clear All Shopping Carts
This will to empty all shopping carts in this event. There will be no history of what the contents were once the deletion is complete. We recommend running a Shopping Cart report first.
Access Contact Details
To access an individual contact, click "Edit" or simply double click on a contact's row in the grid.
Associate an Exhibitor
Use this command when a contact already exists in Boomer, and he/she need to be associated to the event as an exhibitor. This might be the case for a repeat exhibiting customer or an EAC. To associate an existing exhibitor to the event:
- Click "Associate an Exhibitor" above the contacts grid. A picklist appears allowing you to search using either an exhibitor company name or a contact's e-mail address:
- Use either filter and click "Apply Criteria" to find any exhibitors matching the criteria.
- Double click or hit >> to move the desired exhibitor to the Picklist's right hand side.
- Hit Apply Selection.
- The exhibitor is now associated to the event.
Using the Contact Search Area
There are three searchable fields for a contact within an event. Use one or more of these fields to enter criteria and then press the Search button. To clear all criteria values, click "Clear".
| Search Criteria | Description |
|---|---|
| Contact Name | Type any part of a contact's name. This is a "contains" search so the text entered here does not need to be at the beginning of the contact's first or last name. The search uses the contact's full name. |
| Company Name | Type a part of the contact's company name. This is a "contains" search so the text entered here does not need to be at the beginning of the company name. |
| EMail Address | Enter a whole or partial e-mail address to filter on a contact's e-mail address. |
Send Email
The Send Email command allows you to send an event contact based email template such as the "Ordering Open" template or the "Advance Pricing Deadline Reminder". This is helpful if you've sent a campaign the other contacts already and you need to send one individually. You will not see this option if the contact does not have an email address.
To send a contact an email:
- Click the "Send Email" command in the contact's row.
- Choose the email template you'd like to send by either double clicking to move the chosen template to the right hand side (or highlight the template and then click the >> button.
- An email dialog pops up with the content of the email that will be sent. Click the Email button.
If you choose a template that contains login/temporary password logic such as the "Ordering Open" template, and the user does not have a login yet, an additional dialog appears asking you if you want to create a login. Click "Create Login" in this case.
When an email is sent using this method, a note will be logged under the Exhibitor's note area:
Add New Contact
To create a contact for an event:
- Click "Add New Contact" in the upper left corner of the Contacts grid under Events. A Contact form appears.
- Fill in all known fields for the contact, including selecting the contact's company name. If the contact's company does not yet exist, click "New" next to the Company field to additionally add the company.
For more direction on the definitions of the fields, see the Contact Detail section, below.
Once a contact has been saved, there are several sub menu options available as explained below.
Contact Detail Form
Below is an example of a contact form in detail:
| Field | Description |
|---|---|
| ID | This is the internal unique ID assigned to this contact. This is helpful for troubleshooting login or password resets in the email Queue as this ID is referenced in the Email Queue log. |
| First Name | Contact First Name |
| Last Name | Contact Last Name |
| Company Name | Contact's Company Name. A company is selected using the standard picklist. Note the blue underline text indicates the Company Name is a live link which will take the user to that company under the Exhibitors/Customers grid. |
| Address | Contact Address |
| City | Contact City |
| Contact State | Contact State (available states are dependent on the Country field's value) |
| Postal | Contact's Postal Code |
| E-Mail Address | Contact's E-Mail Address. Since this is also the contact's user name, this must be unique |
| Phone | Contact Phone |
| Fax | Contact Fax |
| Mobile | Contact Mobile Number |
| Keyword | A designated keyword for the contact if your system has Contact Keywords set up. |
| External Contact ID | An optional field to cross reference the contact with an external system such as Salesforce. |
| Main Contact |
A Contact may be marked as a main contact for the exhibitor within the context of the event. Boomer does not restrict exhibitors from having more than one main contact, but usually there will only be one. This contact appears in the Exhibitor grid under the "Main Contact" grid. If more than one contact for an exhibiting company is marked as "Main Contact", the name displayed in the Exhibitor grid will be random. All contacts flagged as main contacts within an event will see any orders placed for the exhibitor to which they are associated. |
| User Locked | This flag will automatically be set if the user has attempted to log into the Storefront more times than what has been defined in the security policies for the system. An administrative user can uncheck this to unlock the user's account. |
| Opt Out Emails | The user may opt out of receiving e-mails. Contacts with Opt Out Emails selected will be excluded when e-mail campaigns are sent. The contact will still receive password resets, order confirmations and any other individually email triggered message. |
| Opt Out Text Messages | The user may opt out of receiving text messages. Contacts with Opt Out Text Messages selected will be ignored when a text message trigger is sent. Note this is only relevant if you have signed up for a third party text message service and Boomer is configured for text messages. |
| Authorized to Bill to Master | If an Exhibitor has been flagged as having a master account, then this flag determines whether the contact is authorized to bill to that master. If both flags are marked as true, then when the contact is checking out and providing payment, "Master Account" will be an optional form of payment. |
| External Campaign Opt Out | An optional checkbox that flags the contact as opting out of mailings in an external system such as Salesforce. |
Payments on File
Payments on file may be managed by the contact (shopper) on the storefront or user on the back end with appropriate rights. All saved payments on file appear within a grid this Payments on File option for the Contact. Entering a payment on file for the contact makes them available during the checkout process, saving data entry. The details of a payment on file are as follows:
| Field | Description |
|---|---|
| Cardholder's Name | Name as it appears on the credit card |
| Card Type | The available options are based on the credit card payment methods that have been defined in your system (note: this may not be edited once the payment is initially saved) |
| Card Number | When adding a new credit card, the user may enter the entire credit card number (note: subsequent editing will display only the last four digits of the card). Clicking on the last four digits provides creation and modification details. |
| Expiration Date | Month and Year of Expiration |
| Billing Address | Billing Address |
| Use my Main Address | Check box that when checked pre-populates the billing address with the contact's main address |
| Use Only in This Event | Determines whether the card on file is only available for selection within the context of the current event or is available for this contact in any event. |
A payment on file may be deleted at any time, but if it used as a card on file in an order, the user will receive a warning message:
An additional payment on file of a Master Account may be added and used within Boomer Admin only. This allows Exhibitor Services to post charges for orders to an exhibitors master account if available:
To reiterate, the master account is available for selection only from within Boomer Admin, and is usually used by a venue that also has guest rooms.
The Shopping Cart
Products end up in a contact's shopping cart by one of two ways: 1) the shopper has browsed the storefront and has added items to their cart but has not yet checked out; or 2) a Boomer Admin user has added products to the shopper's cart from within Boomer Admin. The shopping cart ensures that if a shopper begins the shopping process but cannot complete an order, items already placed in the cart will not be lost and a Boomer Admin user can help the shopper complete the order back end. Likewise, a Boomer Admin user can assist the shopper by adding items to a cart from the back end when a shopper isn't quite sure what to order which are then visible by the shopper on the storefront. Products are held in a user's shopping cart until it has been manually cleared.
The shopping cart looks almost identical to products in an order:
Orders for a Contact
All orders placed by or on behalf of a contact will appear under the Orders option for the Contact. Orders are displayed in a grid by default:
Order details may be seen by clicking on an order in the grid. For more information on orders, see Orders.