How to create, configure and use tasks on Grip Manage

Tasks required for Exhibitors sponsorship and branding are created via Manage platform (from scratch, or by using a template), connected with relevant products, assigned to Companies - after which they appear on their Sponsor Portal.

To open tasks, navigate to your event in Grip Manage > Companies > Settings > Tasks > + Create new task.

To create a Task from scratch, choose New Task:

Make sure to define all the task properties (Name, Type, clear Description for the exhibitors to understand the function of the task).

Task Types

Task Types	Description	Constraints
Image Content Task	The user is expected to upload an image, typically for branding or marketing purposes.	This task can have different constraints depending on the task, such as: File Types: eps, ai, svg, jpeg, jpg, png; Height: Minimum height of 300px; transparency: A transparent background is recommended
Text Content Task	The user is expected to submit a block of text, such as a short biography, description, or summary, subject to a word limit.	Max Words: 250
Document Content Task	The user must upload a document file (e.g., a presentation or supporting material) that complies with file type and size limits.	Max Size: 250 MB File Types: pptx, ppt, pdf, key
Video Content Task	The user is expected to upload a video file, typically to be featured in the event platform or during a session.	Max Size: 250 MB
Logo Content Task	The user is required to upload high-resolution logo files for use in event materials and promotions.	This tasks can have different constraint depending on the task, such as: File Types: eps, ai, svg, jpeg, jpg, png; Height: Minimum height of 300px; transparency: A transparent background is recommended
Pass Selection Task	The user selects and registers staff members who will receive passes to attend the event.	Amount of passes per task
Client Pass Selection Task	The user invites clients to the event and assigns passes, either by manual entry or via a self-onboarding link.	Amount of passes per task
Speaker Pass Selection Task	The user submits details or selects a speaker from their team who will receive a special pass for presenting at the event.	Amount of passes per task
Booth Selection Task	The user chooses a booth space for their brand or organization based on their sponsorship level and availability.
LQT Configuration Task	The user configures settings for the List Query Tool (LQT), including manager assignment, list sizes, and quotas.
Facilitator Selection Task	The user selects a facilitator from their team to manage or guide a round table session.
Set Roundtables Location Task	The user provides details about the physical or virtual location where round tables will take place.
Set Round Tables Day Time Task	The user schedules the round table sessions by assigning dates and times.
Define Sponsor Session Task	The user provides content and details for a session they are sponsoring, including title and description.	Max Words (Description): 300 Max Words (Title): 20
Complete Sponsor Session Task	The user finalizes and submits all required information for their sponsored session.
Category Selection Task	The user selects the sponsorship or participation category that best fits their organization’s role in the event.

You will notice that task (as well as products) can have fulfillment actions that refer to them. As an organizer, you can be in control of this and configure how sponsors actioning these tasks is reflected and fed into the system.

Configure Task Fulfillment

You can link tasks to specific platform elements using the task fulfillment feature. This automatically updates things on the platform when the task is completed. For example, you can set a task to update a company's logo on the platform when they complete the logo submission task. This functionality will be expanded to automatically link elements like video, advertisement banners, and mobile app banners to the Grip Engage company profile.

Task Fulfillment Actions

These are automated actions that are taken in the platform based on specific task fulfillment actions:

Task Type	Task Fulfilment	Description
Text Content Task	Speaker Bio Upload	Updates the bio of a speaker
Text Content Task	Update Company Description	Updates the description property on a sponsor
Text Content Task	Update Company Display name	Updates the displayName property on a sponsor
Text Content Task	Update Website URL	Updates the social.website property on a sponsor
Image Content Task	Update Sponsor Print Resolution	Updates the sponsor printResolution property as a logo
Image Content Task	Update Sponsor Dark Web Logo	Updates the sponsor darkWebLogo property as a logo
Image Content Task	Update Sponsor Time Stamp	Updates the sponsor logo update date so the record on our database maintains an updated record
Image Content Task	Update Sponsor Light Web Logo	Updates the sponsor lightWebLogo property as a logo
Image Content Task	Update Sponsor Single Color Logo	Updates the sponsor singleColorLogo property as a logo
Image Content Task	Update Speaker Profile Image	Update a speaker profile image on the person record profileImage
Pass Selection Task	Staff Passes	Create passes to be used on the sponsor being able to create tickets for staff
Speaker Pass Selection Task	Speaker Passes	Create passes to be used on the sponsor being able to create tickets for speakers
Client Pass Selection Task	Client Passes	Create passes to be used on the sponsor being able to create tickets for clients
Define Sponsor Session Task	Round Table Session	Not in use
Document Content Task	White Paper or Case Study Upload	Upload a document for a white paper or case study
Image Content Task	Update Sponsor Dark Print Resolution	Updates the sponsor darkPrintResolution property as a logo
Image Content Task	Update Sponsor Grip Logo	Updates the sponsor gripLogo property as a logo, which is used on the grip engage page

Set Task Assignment and Approval

Determine if the task needs approval after submission. You must select the assignment type. Currently, the primary assignee is the sponsor. However, tasks can also be assigned to the event producer (for internal staff tasks), and over time, tasks will be created for speakers and normal participants (tickets).

Manage Task Due Dates and Delays You can control due dates in several ways:

◦ Days Due Before Event Starts: Setting a fixed date (e.g., May 5th for a September 15th event).

◦ Days Due From Assignment Date: Setting a relative deadline (e.g., must be completed within 14 days after the task is assigned to the company).

◦ Open Delays: If you do not want all tasks shown immediately, you can set a delay (e.g., only show this task 20 days after the contract is signed/company is added to the portal).

What do Exhibitors see, and how do they act on their Tasks/Products?

Once Products/Tasks are assigned to a certain company, company representatives use Sponsor Portal to have an overview on everything that's expected of them in preparations towards the event itself.

Navigate to Companies > Settings > Open Sponsor App button to be able to log into the Sponsor portal of your event.

Screenshot 2025-10-07 at 14.27.03

This is what sponsors see:
Thank you for sponsoring

Task Advanced Setting

At the bottom of the 'Create new task' page, you will notice 'Advanced settings'. These settings help you automate the workflow for the task you are creating.

Item	Description
Active	If the task or product is enabled, a disable product cannot be assigned to a sponsor and a disable task will not be created when the product is assigned
Task Fulfillment	The intended function or functions of a task, update a sponsor logo, create a ticket for a staff p=of the sponsor, etc.
Needs Approval	Should the submission of a task required to be approved before it is accepted by the system and the fulfillments fulfilled. Example, if a new sponsor image logo is uploaded as a submission should it be approved before the logo is updated on the sponsor data
Fulfill at Finished	Should the fulfillments run only when the task is moved to done or should it run as soon as a new submission is created. usually this is used on true
Upload Public	Are the files, images, videos uploaded to the task should be accessible as a link for viewing and/or downloading or only accessible through our system with protection
Assignee Type	Is a task intended to be fulfilled by a sponsor contact or by an event producer. Event producer assignee type are usually only used on some reminder tasks
Days Due Before Event	The date when the task becomes due, being the max available date the day of the event start
Task Open Delays Days after Contract Sign	It allows for a task to be locked after product assignment until the X amount of days pass

Task Notifications

Only the sponsor primary contact gets notified of task changes, currently, there can only be one primary sponsor contact per sponsor.

The primary contact is set under the company's contacts' section.

For the organiser, only 'primary event producer' contacts will receive an email notification when a submission is received.

Here is an overview of the emails that are being sent by the Grip Manage platform.

Task Status	Organiser	Sponsor
Submissions
Due		Primary Sponsor Contact
Pending		Primary Sponsor Contact, only on the batch email
Rejected		Primary Sponsor Contact
Comment
Approved
Overdue		Primary Sponsor Contact
Task Done Notification	Primary Event Producer

How to create, configure and use tasks on Grip Manage

This article tells you everything you need to know about the task feature on Grip Manage.

Task Fulfillment Actions

What do Exhibitors see, and how do they act on their Tasks/Products?

Task Notifications