A sponsor admin is a person from the sponsor company who edits the company's booth in the admin panel. You add sponsor admins at the organization level, by email, and choose which booths in which events they manage. Brella emails each of them an invitation.
Sponsor admins are not representatives. Representatives are attendees shown on the booth in the app. See Link representatives to a booth.
Before you start
You need to be an organization admin. Admins is in the organization's sidebar, not in an event.
Create the sponsors first under Sponsors > Sponsors in each event. See Create and edit a sponsor.
A sponsor admin belongs to one organization. The same email can manage booths in several events of that organization, but not in another organization.
Brella sends one invitation email per booth. Each invitation link works once.
Where to find it
Add, edit and remove sponsor admins: Organizations > [organization] > Admins > Sponsor Admins in the admin panel.
Bulk invites for one event: Admins > Sponsor Admins > Add admin > Try, which opens the bulk invite page.
What a sponsor admin can do
The Invite new sponsor admins drawer lists it:
Can: "View and edit authorized booths inside events" and "(Optional) Access data related to authorized booths inside events".
Can't: "Add, edit and remove other admins", "Change organization settings", "Link a Stripe account to the organization", "Generate read/write API keys that can access all events".
In the booth, a sponsor admin sees only the Appearance (without Category), Booth details and Tab Customization sections of Edit Details. Everything tagged Admin Only stays with you. The optional data access is set per booth with the Traffic analytics, Lead scanning and Show leads switches. See Create and edit a sponsor.
Add sponsor admins
Open Organizations, select your organization, then Admins.
Open the Sponsor Admins tab.
Select Add admin. The Invite new sponsor admins drawer opens.
Under Email addresses, enter one or more emails. Press Space or a comma after each one, or paste a list.
Under Event and booth access, choose the event, then one or more booths. Select Add more to add booths from another event for the same people.
To invite other people to other booths in the same run, select Add more under Create new batch of invites and fill in the new batch.
Select Create. Brella shows "Sponsor admins invited successfully".
Brella adds each email to the organization's sponsor admins and emails one invitation per booth. The new rows show the status Invitation pending.
The invitation email
The subject is "<event name> has added you as their partner". The button reads Access Partner Portal, and the link is repeated under it as text. The email comes from Brella or, if your organization uses its own email domain, from that domain. Some organizations have a custom invitation template; then the wording differs.
Published sponsor invitation email example, lower section.
The link in the email opens sponsor.brella.io. Brella is moving this link to the admin panel at manager.brella.io.
In the admin panel, the sponsor admin signs in or creates an account and lands on Booths with the message "Invite accepted successfully". See Access your booth in the admin panel in the sponsor help center.
Read the table
Column | What it shows |
Admin user | The email, and the person's name once they have accepted. "This user no longer exists" means the account was deleted |
Status | Active once the invitation was accepted. Otherwise Invitation pending, "Sent N ago" and a Resend link |
Access | "N sponsors" and "N events". Open the row to see the booths per event. "The assigned sponsor booth or event does not exist. Assign another booth or delete this admin." means every booth or event was deleted |
Actions | Edit and Remove |
Search by name or email filters the table. The table shows 30 rows per page.
Resend an invitation
Find the row with the status Invitation pending.
Select Resend, then Send under "Do you want to resend the invitation?". Brella shows "Invitation resent successfully" and sends the email again for each of the person's booths.
Resend is not shown for Active admins. The link in a resent email is the same as in the first email.
Change which booths a sponsor admin manages
Select Edit on the row. The Edit the sponsor admin window opens.
Under Event and booth access, change the booths, or select Add Row to add booths from another event. Each row needs at least one booth: "Please select at least one sponsor".
Select Save. Brella shows "Sponsor admin updated successfully".
Each added booth sends a new invitation email. If the person has accepted the invitation and joined the event in the app with the same account, adding a booth also adds them as its representative, and removing a booth removes them from that booth's representatives.
If a sponsor admin is not linked as a representative automatically, add their registration by hand on the booth's Representatives tab.
The email can't be changed. To change it, remove the sponsor admin and add the new email.
Remove a sponsor admin
Select Remove on the row.
Select Yes, remove. Brella shows "Sponsor admin deleted successfully".
Warning: this removes the person from every booth in every event of the organization. To take away one booth only, use Edit.
Removing a sponsor admin does not delete their admin panel account and does not remove them as a representative.
Invite sponsor admins in bulk for one event
Use the bulk invite page to add emails to many booths of one event at once, by typing or from a CSV file.
Open Admins > Sponsor Admins, select Add admin, then Try in the "Try the New Bulk Invite Feature" banner.
Under "Select an event", choose the event in Select event. Past events are listed too.
The page shows one row per sponsor with the columns Sponsor, Current admins and Add email(s). Current admins shows "N sponsor admins invited"; point at it to see the accepted and pending emails.
Enter emails in Add email(s), or import them from a CSV file. An email already invited to that booth is marked in yellow with "Some email addresses have already been invited."; an invalid one in red with "Some email addresses are invalid."
Select Invite sponsor admins. The window "Invite sponsor admins" reads "You are about to invite N sponsor admins" and lists invalid emails, which are skipped.
Select Invite. Brella shows "Sponsor admins invited successfully" and returns to "Select an event".
Search sponsors filters the rows. When some rows have invalid emails, the banner "Invalid emails in N rows" appears with the switch Show only rows with errors. The table shows 50 sponsors per page.
Fill the emails from a CSV file
Select Export to download a file named
sponsor-admins-<event id>. It has one row per sponsor shown in the table, with the columns Id, Name, Emails and Current Admins.Enter the emails for each sponsor in the Emails cell, separated by commas or spaces. Leave Id unchanged.
Save the file as CSV with UTF-8 encoding.
Select Import and upload the file in Import sponsor admins. Select Next step.
On Map columns, check that Id, Name and Emails point to the matching CSV columns. Select Next step.
On Preview, check each sponsor's Id and Name.
Check Emails for each sponsor, scrolling horizontally if needed. Correct any mismatch before selecting Import.
Under "Do you want to import these emails?", review the number of emails and any sponsors Brella could not locate. Select Import.
The emails appear in Add email(s). Nothing is sent yet. Review the rows, then select Invite sponsor admins.
Check the invitation count and any invalid emails. Select Invite only when the recipients and booth access are correct.
The CSV template link in the dialog downloads the same file, named sponsor-invite-template.csv, without the Current Admins column. Rows whose Id is not a sponsor of the event are ignored.
Resend all pending invitations of the event
Select Resend N pending invites, then Send under "Do you want to resend N pending invites?". The button reads No pending invites when every sponsor admin of the event has accepted. After sending, the page shows "You last sent pending invites on <date>".
Limits
One sponsor admin record per email per organization. Adding an email a second time, in the drawer or on the bulk page, adds booths to the existing record and sends a new invitation email. For a person whose status is Invitation pending, only the link in the newest email works.
Event and booth access needs at least one booth per row.
Each invitation link can be used once. A used link shows "This sponsor admin invitation has been used already."
Remove removes access to every booth in the organization.
Troubleshooting
The sponsor admin says they got no email
Check the row's Status. If it is Invitation pending, select Resend. Ask them to check their spam folder. If it is Active, they have accepted already and can sign in at the admin panel.
The status stays Invitation pending although the person signed in
They signed in without opening the invitation link, or with another account. Ask them to open the link from the newest email while signed in with the account they want to use.
The Admins item is not in the sidebar
You are an event admin, not an organization admin. Ask an organization admin to add the sponsor admins.