Grip Teams plays a crucial role for exhibitor representatives and other participants seeking a unified solution to manage various aspects of their event experience. This dedicated portal serves as the central hub for organizing meetings, tracking leads, engaging in chats, managing company information, showcasing products, maintaining account details, managing contacts, and handling data exports on the Grip platform. It's your go-to place for all team-related activities and information storage.
In this article we will cover:
- How to Set Up Teams within the Grip Dashboard.
- The Features and Functions of the Grip Teams page.
- Frequently Asked Questions (FAQs)
How to Set Up Teams within the Grip Dashboard
Grip Teams is configured for each company data type. You can learn more about data types here.
The settings that are selected for that data type will apply to all profiles within it. For example, were an event to contain a ‘startup’ data type, and under the ‘startup’ data type there is a profile for the company ‘Amazing startup’; when particular teams settings are applied to ‘startup’ data type, these will apply to ‘Amazing startup’. The settings will not apply under other company data types.
By configuring teams at the data type level, organiser’s are given greater control over the privileges of particular companies. For example, if an event includes a ‘gold level sponsor’ data type, an organiser may choose to allow the teams within the ‘gold level sponsor’ type greater flexibility with regards to teams compared to other data types.
- Configure teams at the company data type level: Head over to a company data type settings page, by hitting event details > event data types > companies. Select the settings gear icon for the company data type for whom you want to set teams up for.
- Enable or disable Grip Teams
- Specify which participant types can join teams: The 'Participant types that can join the team' setting denotes which participant data types are able to join teams. To select a participant type, they’ll first need to have an active relationship with the company data type. If there is no relationship you will not be able to select them.
Note: Ensure that the relationship between the company and the participant (in this case, 'In person exhibitor' to 'In person exhibitor rep') or company to product is activated. This establishes the connection between a participant and the company (or product).
- Enable Company Chat. If you enable this feature, the company chat will be accessible for profiles associated with this specific company type on the web platform. For further details on company chat, you can refer to this resource.
How does this affect the web platform?
Firstly, when inviting users who are already on the platform, team admins will only be able to invite users who are an allowed type. You can read more about selecting how you want users to be invited to teams in the steps below.
If you choose the 'Invite Users on Platform' option, you'll notice that user types that are not permitted won't be visible in the search results.
In the case of choosing 'Invite via Email,' it's important to note that any users who are already present on the platform will undergo an email verification process to ensure they meet the criteria for being invited.
How does this affect the dashboard?
By selecting ‘Teams’ from the ‘Grip Teams’ section on the dashboard, users can add and remove users, items and companies from the team. On this page, only users that are an allowed type will appear in the search. Those that are not allowed appear disabled.
Note: In the event that a user data type is removed as an eligible type for joining teams, and there are existing users of that type who are already members of a team, those users will remain as members of the team. However, individuals who belong to the type that has been removed and are not yet part of any team will be restricted from joining teams in the future.
The 'Item types that are visible in Teams' setting denotes which item data types are visible in teams. Similarly to selecting which participant data types can join teams, to select an item type it will need to have an active relationship with the company data type.
If the data type is selected as one that can join teams, any item profiles within that data type that have a relationship with a company profile within the company data type will be visible in teams.
For example, an event contains the company type ‘startup’. Within the ‘startup’ data type, there is a profile for ‘Grip’. Grip’s profile has a relationship with a product profile named ‘Event Matchmaking’. Once the item type ‘product’ is enabled as one which is visible from Grip Teams, ‘Event Matchmaking’ will be seen on the product page.
- On the networking platform, within teams, users will be able to see a page for each item data type, with any item profiles of that data type that their team has a relationship with.
- In Grip Teams on the dashboard, item and user profiles can be added to a team. Only item profiles of allowed types can be selected. Items that are not allowed appear disabled.
There are four distinct invitation methods for adding users to teams, and you can choose the one that aligns best with your event's needs.
- Option one - Invite Members via Email: Ideal for event organizers looking to enable both new users and those already on the platform to join teams. Team admins can invite existing platform users who belong to participant types allowed to join teams. When using this option, admins can input an invitee's email address and must select the default participant type for new users joining the platform.
On the web platform, a modal opens up when the ‘Invite Members’ button is clicked, allowing the team admin to input the invitee’s email address.
- Option two - Invite Members on Platform: Suited for event organizers who wish to restrict team membership to users who are already registered for the event. Team admins can search for platform users, inviting only those of allowed participant types. Additionally, dashboard users can enter an external registration link, allowing team admins to register new members on the event platform before inviting them to the team. Users already on the platform will retain their registered data type, while those needing platform access will have their type selected by the team admin upon registration.
On the web platform, team admins can search for users, only inviting them if they’re a user type that is allowed to join teams.
- Option three - Invite via External Registration Link: This option is available for events using advanced registration systems like Tito, Bizzaboo, or A to Z. It is suitable for organizers who want all attendee data to originate from the registration system. Unlike option 2, this method automatically adds users to the team after their data is pushed into the platform. To use this option, the registration system must have exhibitor data and IDs compatible with Grip. It is not currently available for Grip Registration but is planned for the future.
Team Admins are taken straight to the registration system when clicking ‘Register New Members’.
- Option four - Disable Team Invites: As the name suggests, this option disables the ability to invite new members to the team. Teams will still be able to access their respective teams, but no new members can join via invitations. Users can still be added to the event from the Grip Team's settings page on the dashboard.
Set Team Size
The last setting pertains to the team size limit toggle, which is available when 'Invite Members via Email' or 'Invite Members on Platform' is selected. Enabling this option allows you to set a team size limit, which can range from a minimum of 1 to a maximum of 999 members.
When using the web platform, administrators will not be able to invite additional members once the team size limit has been reached.
The team size limit on the Grip Teams settings page in the dashboard works as follows:
On the dashboard, under Grip Teams > Teams, dashboard users can view the specific settings for each team.
Admins have the ability to set the maximum team size limit on the bottom right of this page.
If a team size limit has been set on the company data type settings page, that limit will apply to a specific company within that team.
The most recent team size limit that has been set will always take precedence.
- Team size limit is set to 10 on the company data type settings page.
- For an individual team on the teams settings page, the limit is set to 15.
- The limit for this specific team is now 15.
- Team size limit is set to 10 on the company data type settings page.
- For an individual team on the teams settings page, the limit is set to 8. The limit for this specific team is currently 8.
- Later, the team size limit is then set to 15 on the company data type settings page.
- The limit for this specific team is updated to 15 based on the most recent setting.
Note: This setting is unavailable for ‘Invite via External Registration Link’, since we have no way of limiting the amount of users that can be registered through a 3rd party registration system. For ‘Disable Team Member Invites’, all invites are disable anyway, so there’s no need to set a limit.
Monetization and teams play a crucial role in the Grip Teams setup process. Here's how it works:
Monetization allows you to control which features are accessible to teams or specific data types.
For your event, you can configure up to three different plans. These plans define the available features and options.
It's essential to have at least one "default" plan in place. Without a default plan, all data types will have access to all available features.
It's crucial to understand that Monetization Plans serve as an extension of your existing settings rather than as an override. Here's an example to illustrate this concept:
Let's say your event has an Event Inbound Lead limit set at one and provides one Banner Ad by default. Now, a user purchases a monetization package that offers an increased Inbound Lead limit of two but doesn't include an additional Banner Ad. In this scenario, the user will receive the upgraded Inbound Lead Limit of two and still retain the original Banner Ad.
For more detailed guidance on configuring monetization plans, you can refer to our dedicated article on this topic.
The Features and Functions of the Grip Teams page
On the Grip Teams page, you'll find various options and tools to manage your teams and related data efficiently. Here's a breakdown of the features and functions available:
Navigate to 'Grip Teams' within the dashboard's left sidebar. Here, you can access all the activated teams and find a button to add a new team to your event.
- When you click on a specific team, you'll land on the 'Profile' tab. From this tab, you can edit the team's information, including details such as Team Name, Company Name, Headline, Industry, Location, Summary, and Image. These edits can be made similarly to how you would manage a company profile.
- On the right side of the page, you'll find 'Actions' and 'Profile Preview.' The 'Profile Preview' provides an overview of the team's products and participants that have a relationship with it. You can also view Custom Profile Field data, the company description, and the team size limit (please note that super admins are required to edit this limit).
Under 'Actions,' there are six different buttons available:
- Deactivate Team - This option deactivates the team and removes all data associated with it.
- Remove Team From Event - Use this option to completely remove the team from your event.
- Team Results Export - This tool allows you to export various data linked to the team. This includes information like Profile/Session Views, Session Attendees, Profile Interested Actions Received, Profile Interested Actions Taken, Profile Connections, Profile Meetings Requested, Profile Meetings Received, Profile Meetings Scheduled, Profile Active In Event, Profile Last Login Date, and generic profile info. These exported data points will be numerical values.
- Inbound Leads Export - This feature is for exporting all inbound lead information connected to the team. It includes details such as Lead Name, Lead Company Name, Lead Job Title, Lead Job Industry, Lead Location, Lead Phone Number, Lead Email, Lead Last Login Date, Lead Tags related to various actions, Review Status, Is Contact status, Lead Connection with Team, Lead Sponsored Session Unique Views, Contact Detail Sharing, Type, Job Industry, and other standard profile information.
- Simplified Leads Export - This function is used for exporting more simplified lead information associated with the team. It includes data like Lead Name, Lead Company Name, Lead Job Title, Lead Job Industry, Lead Location, Lead Phone Number, Lead Email, Lead Tags, simplified tags related to various actions, Inbound Lead Review Status, Lead Connection with Team Member, Lead Sponsored Session Unique Views, Contact Detail Sharing, Custom Profile Field data, and other standard profile information.
- Contacts Report Export - This option allows you to export the contacts associated with the team. The exported data includes Contact Name, Contact Stage, Email, Job Title, Phone Number, Location, Company Name, Source, Scanned By (person who scanned the contact's badge), Date Created, Active status, Last Login, Lead Notes, and other standard profile information.
On the 'Teams' page, you'll encounter two additional tabs, 'Relationships' and 'Plans,' each serving a specific purpose:
The 'Relationships' tab, located at the top of the 'Teams' page, offers the following functionalities:
- View Team Members: Here, you can access a list of team members, including their details.
- Change Team Member Access: By clicking 'edit access,' you can modify the access levels of team members.
- Team Member Join Requests: This section allows you to manage join requests from individuals who wish to become team members.
- Items Associated with the Team: This includes all items connected to the team, including the parent company. You can also add representatives as team members through this tab.
The 'Plans' tab, also situated at the top of the 'Teams' page, provides information about the current monetization plan associated with the company. This tab enables you to make changes to the company's plan without requiring them to go through the 'Upgrade' plan process within the event platform. This change is made free of charge.
Frequently Asked Questions (FAQs)
What is needed to set up Grip Teams in an event?
It is critical for there to be a unique identifier in your registration data to link Representatives to their Company to use Teams.
How is a team created?
Teams are created through the relationship between a Representative and their Company. The first Representative to log in will be prompted to create the Team; all other Representatives with a relationship to the Company will automatically be added when they log in.
Does Grip Teams work if the event uses single sign-on?
If single sign-on is enabled, team members cannot invite new users from within the platform, all representatives must be linked to the Company with a unique identifier.
How do representatives access the My Team portal?
Teams are created through the relationship between a representative and their company. The first representative to log in will be prompted to create the team; all other representatives with a relationship to the company will automatically be added when they log in.
Do teams receive their contacts’ email addresses?
Grip will not share participant email addresses unless they have had their badge scanned by a team member. This is the only way that a participant has expressly granted permission to share their contact details with a representative.
Which data type will a team invitee take?
Any user invited to a team through the front end will inherit the data type of the user that invited them to the team. This means that if there are representatives and speakers in a team and a representative invites a user to the platform then they will become a representative. If a speaker were to invite a member to teams then they would become a speaker. You can then change their data type from the dashboard if needed.
After a team has been created, will invitees have instant access to the platform?
Any participant added after a team has been created will need to be approved by the Admin or Event Organizer.
What will happen to item types if monetization is enabled for my event?
You can read more about monetization here.