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How to set up Teams for event platform

This article walks you through the why and how of configuring Teams for company data types, so you can deliver a consistent and powerful experience for exhibitors, sponsors or any companies represented at your event.

Teams allow representatives from the same company to collaborate, manage leads and access shared tools on your event platform. As an organiser, setting up Teams ensures companies have access to features like lead capture, meeting tracking, and internal collaboration—all within their own private dashboard.

In this article

Why use Teams?

Teams is a powerful feature that gives your exhibiting companies the tools they need to succeed on the event platform—while making it easier for you as the organiser to manage engagement and performance.

When enabled, Teams provides exhibitors and sponsors with:

  • A shared company dashboard for viewing leads and exporting contacts/meetings

  • Real-time lead qualification with custom tags, scores, and comments

  • Access to shared products, sessions, and brand materials

  • Team management tools, so companies can add, remove, and organise their own team members

Why it matters for your event

When teams are empowered with the right tools, they’re more likely to:

  • Proactively manage leads and follow up during the event

  • See the value of the platform through tangible results

  • Collaborate efficiently without needing constant organiser input

Teams are especially valuable for exhibitors and sponsors who need to capture leads, coordinate meetings, and demonstrate ROI to their stakeholders.

By setting up Teams, you give your partners a structured, self-service way to succeed—while maintaining full control over data, access, and monetization.

How Teams are created on the event platform (from exhibitor perspective)

Teams are created automatically when a representative logs in—based on their relationship to a company profile.

  • The first representative to log in (web or mobile) will create the team if their profile is configured to be on one.

  • Other company representatives with the correct relationship are automatically added.

  • Newly added representatives (after the team exists) must request to join and be approved by a Team Admin.

If a user is associated with multiple companies, Teams will be created for each one upon login (if they don’t already exist). The user can choose which team to act on during their session.

How to enable Teams

To enable Teams it is important that Teams is first enabled on company level. To enable Teams:

  1. Navigate to Event Details > Event Data Types > Companies.

  2. Click the gear icon beside the company data type you want to configure.

  3. Toggle Teams to Enabled.

    Screenshot 2022-11-03 at 10.42.43

  4. Select which participant types can join Teams (a relationship must exist for them to be selectable).

  5. (Optional) Enable Company Chat to allow company reps to receive and respond to participant messages via the web platform. 

Note: Ensure relationships are activated between:

  • Company → Participant (e.g., "In-Person Exhibitor" → "In-Person Exhibitor Rep")
  • Company → Product (if products need to be visible in teams)
    ezgif.com-gif-maker (2)


Configuring who(data types) can join a Team

You can control which participant types (who can join) and item types (what is visible) are allowed in teams.

1. Participant types (who can join)

Only participant data types with an active relationship to the company type can join a team.

  • Profiles with a matching Exhibitor ID will appear under the company and gain access to the Teams portal on event platform.

  • If a data type appears greyed out under Teams settings on Grip Dashboard, it means it does not have a relationship with the company data type you’re configuring.

    Screenshot 2025-03-04 at 10.20.10

Note: With AppSync real-time updates, participant data updates instantly when a user joins a team mid-session—no need to log out or refresh the platform to access team features.

2. Item types visible in Teams (What’s visible)

  • Choose item data types that have an active relationship with the company data type.
  • These will be visible under the company profile and in Teams (this needs to be setup additionally).
  • If a data type appears greyed out, it means it does not have a relationship with the company data type you’re configuring.

Choosing how members join a Team (joining options)

There are four methods to control how you can let your event participants join Teams. Choose the one that fits your registration and onboarding flow.


Screenshot 2022-11-03 at 11.22.59

1. Invite members via email 

Best for: adding event participants from non-ticketed events.

How to enable:

  1. Go to Grip Dashboard > Event Details > Event Data Types > Companies.
  2. Select the company data type you want to configure.
  3. Under Joining Options, select "Invite Members via Email."
  4. Click Save.

How it works for Team admins on event platform:

  • On the event platform, team admins will see the "Invite Members" button under Team > Team Members.
  • They enter the user’s email address, first and last name, and job title.
  • If the user is new, the admin must select their role (Team Admin or Team Member).
  • The user receives an invitation email and must accept to join the team.MI1

2. Invite Members on Platform 

Best for: adding event participants who have already registered for the event.

How to enable:

  1. Go to Grip Dashboard > Event Details > Event Data Types > Companies.
  2. Select the company data type you want to configure.
  3. Under Joining Options, select "Invite Members on Platform."
  4. Click Save.

You can also add an optional external registration invite link here too - see Option 3 below for more details.

How it works for Team admins:

  • On the event platform, team admins will see the "Invite Members" button under Team > Team Members.
  • They can search for users who are already registered and on Grip Dashboard for the event.
  • Only users with an allowed participant type (set up under first step who can join Teams) will appear in search results.
  • Once invited, users will be added to the team.
  • Alternatively, they can copy the external registration invite link and pass it to their colleagues to register for the event.
MI2

3. Invite via External Registration Link 

Best for: Exhibitor registrations managed through registration platforms.

How to enable:

  1. Go to Grip Dashboard > Event Details > Event Data Types > Companies.
  2. Select the company data type you want to configure.
  3. Under Joining Options, select "Invite via External Registration Link."
  4. Enter the external registration link (e.g., https://my-registration-form.grip.events). This should be a link to whichever registration platform or system you use.
  5. Click Save.

The external registration link can be personalized - see this article for more details on link personalization.

Assuming that the registration platform that you use supports it, this would allow you to create a registration link that's specific to each Team, so that a value can be passed to the registration system and take the attendee to a link dedicated to that Exhibitor. This is very helpful for ensuring that the resulting registration has the right data when it reaches Grip, meaning the new attendee can be automatically connected to the right exhibtor profile, or if certain exhibitors have things like coupon codes in your registration system.

 

How It Works for Team Admins:

  • On the event platform, team admins will see the "Register New Members" button under Team > Team Members.
  • This method works with third-party registration systems like Tito or Bizzabo.
  • Users register through the external link and, if supported by the registration platform you use, can be automatically added to their team.
  • This requires the registration system to have Exhibitor IDs and/or compatible data.
    MI7

Note: This option is not yet available for Grip Manage but is planned for future updates.

4. Disable Team Invites 

Best for: preventing new members from joining Teams.


How to enable:

  1. Go to Grip Dashboard > Event Details > Event Data Types > Companies.
  2. Select the company data type you want to configure.
  3. Under Joining Options, select "Disable Team Invites."
  4. Click Save.

What happens when this is enabled?

  • On the event platform, the "Invite Members" button under Team > Team Members will not be visible.
  • No new users can be invited to Teams.
  • Existing team members retain access, but no further invitations can be sent.

 

Setting a team size limit 

The Team Size setting allows you to define the maximum number of members in a team. This option is available only when either "Invite Members via Email" or "Invite Members on Platform" is selected.

How to set a team size limit

  1. Ensure that one of the supported invitation type methods is selected.
  2. Enable the Team size limit toggle.
  3. Enter the desired team size (between 1 and 999 members).
  4. Save your settings.Screenshot 2022-11-03 at 12.30.52

Key considerations:

  • The team size setting is not available for "Invite via External Registration Link." Since external registration systems manage sign-ups, Grip cannot enforce a team size limit in this case.

  • For "Disable Team Member Invites," a team size limit is not needed. When this option is enabled, all team invitations are blocked, so setting a limit is unnecessary.

Team size limit restrictions on the event platform

On the event platform, team admins cannot invite additional members once the team size limit has been reached.

When this limit is reached:

  • The "Invite Members" button under the Team Member tab within Teams will be greyed out, preventing further invitations.ab
  • Only team admins will see this button in a disabled state. Team members will not see the button at all, as they do not have permission to invite members.

Important note: 

The team size limit only applies to invites sent within the event platform. It does not apply to team members added manually through the Grip Dashboard or API.

This means that if a new registration includes the correct Exhibitor ID, the user will still be added to the team—even if the team has already reached its size limit. Registration data is considered valid and cannot be restricted by the team size setting.

Managing team size for an individual Team

In addition to setting a event-wide team size limit, Grip Dashboard admins can adjust the team size limit for individual teams through the Grip Teams settings page in the dashboard.

  • If an event-wide team size limit has been set under Event Details > Event Data Types > Company > Settings > Team Size, it will automatically apply to all teams within the event. This limit can be viewed under Grip Teams > Teams.
  • Dashboard admins can override this limit for individual teams by navigating to Grip Teams > Teams and adjusting the limit for each team separately.

Note: The most recent team size limit always takes precedence, whether it was set at the event level (Event Details > Event Data Types > Company > Settings > Team Size) or at the individual team level (Grip Teams > Teams).

 

Configuring monetization (optional)

Monetization and teams play a crucial role in the Grip Teams setup process. Here's how it works:

  1. Monetization allows you to control which features are accessible to teams or specific data types.

  2. For your event, you can configure up to three different plans. These plans define the available features and options.

  3. 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.

Screenshot 2022-07-25 at 11.17.41

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 Lead limit set at one and provides one Banner Ad by default. Now, a user purchases a monetization package that offers an increased Lead limit of two but doesn't include an additional Banner Ad. In this scenario, the user will receive the upgraded  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.

Adding data on the Grip Dashboard (Exhibitor ID / Relationships)

After setting up Teams, data must be added to the Grip Dashboard to ensure the Team setup is correctly configured and working as expected.

What is the Exhibitor ID?

The Exhibitor ID is a unique identifier that automatically links:

  • Company profiles to company representatives
  • Company profiles to items (such as products, if applicable)Screenshot 2025-03-04 at 11.31.32

The Exhibitor ID ensures that relationships between companies, representatives, and items are created automatically on the event platform.

Key considerations

  • The Exhibitor ID is required to link profiles automatically.
  • If a profile does not have an Exhibitor ID, you must manually add the relationship.
  • Manually adding relationships can take a lot of time, especially for large events.

How to manually add relationships between profiles (ideal for testing and one-off cases)

If relationships are not automatically established, you can manually link profiles by following these steps:

  1. Go to Grip Dashboard > Data.
  2. Select the profile you want to edit (company, participant, or item).
  3. Scroll to the Relationships section within the profile.
  4. Click "Add Relationship" and manually link the profile to its corresponding entity.

This method is best for testing or making one-off adjustments rather than handling large amounts of data.

For more details on managing data profiles, visit: Overview of Profile Pages on the Grip Dashboard

Managing individual teams in the Grip dashboard

Important: To ensure that all leads are captured effectively, please encourage your company representatives to activate their Team on the web event platform as soon as possible.

Once teams are configured and event platform has been, you can manage them individually from the Grip dashboard > Grip teams > teams.

Key features:

  • Profile tab – edit team details, including name, industry, location, and images.
  • Relationships tab – manage team members, join requests, and associated products.
  • Plans tab – adjust a team’s monetization plan without requiring an upgrade from the event platform.

Accessing Teams list in the Grip Dashboard

  1. Go to Grip Dashboard > Grip Teams > Teams.
  2. Here, you will see a list of all Teams created on the event platform.
    Click on a specific Team to view and manage its settings in more detail, but have in mind that team membership is instantly updated when a user joins. 
    Screenshot 2022-07-25 at 11.32.42

Profile tab

When you select a team, you will land on the Profile tab (alogside there are 2 other tabs explained below - relationships and plans), where you can see/edit key details:

  • Team Name
  • Company Name
  • Headline
  • Industry
  • Location
  • Summary
  • Image

Note: These edits function similarly to managing a company profile under data on Grip Dashboard.

 

Profile preview and team size per individual team

On the right side of the page, you will find:

  • Profile preview – An overview of the team’s products, participants, and custom fields.
  • Team size limit – Super Admins can modify this limit if needed.Profile overview gif

Actions: Managing a Team’s Status & Data

On the right-hand side, at the top of the page, under the Actions section, you will find six key tools to manage Teams and their data in the Grip Dashboard.Screenshot 2022-07-25 at 11.55.56

1. Deactivate Team

  • Removes the team and all associated data from the event.

  • Once deactivated, the team will no longer be accessible on the event platform.

2. Remove Team from Event

  • Permanently deletes the team from the event. 

  • This action cannot be undone, so use it with caution.

3. Export Team Results

This export provides a detailed overview of team activity and engagement, including:

    • Profile & Session Views
    • Session Attendees
    • Interested Actions (Sent & Received)
    • Connections & Meeting Requests (Sent & Received)
    • Scheduled Meetings
    • Team Activity Status (Active in Event, Last Login Date)
    • General Profile Information

Note: Exported data points are provided in numerical format for reporting and analysis.

4. Export Leads

This export provides a full list of leads associated with the team, including:

    • Lead Name & Company Name
    • Job Title & Industry
    • Lead Contact Details (Phone Number & Email)
    • Lead Location
    • Lead Last Login Date
    • Tags Related to Various Actions
    • Review Status & Contact Status
    • Lead’s Connection with Team
    • Sponsored Session Unique Views & Contact Sharing Details

A Lead is a profile that has shown interest, connected, interacted with you, your team members and/or company profile. They could have also streamed, been scanned into a session your company is sponsoring. They could also have been qualified by a team member by adding a score and/or qualification answer.

Convert your leads to Contacts by booking a meeting, connecting or badge scanning. Skip or ignore to disqualify a Lead. Lead qualifications and comments are only visible to you and your colleagues and are included in the 'Contact and Badge Scans' Export.


5. Export Simplified Leads (Condensed lead information)

This export provides a concise version of the leads report, including:
    • Lead Name & Company Name
    • Job Title & Industry
    • Lead Contact Details (Phone Number & Email)
    • Lead Location
    • Lead Tags & Engagement Data
    • Review Status & Connection with Team Members
    • Sponsored Session Unique Views
    • Contact Sharing Details & Custom Profile Field Data 

Note: This version is useful for teams that require basic lead insights without extensive details.

6. Export Contacts Report

This export provides a detailed list of contacts associated with the team, including:

  • Contact Name & Stage
  • Email & Phone Number
  • Job Title & Industry
  • Company Name & Location
  • Source (How the contact was acquired)
  • Scanned By (Person who scanned the contact's badge)
  • Date Created & Last Login
  • Lead Qualifications & Active Status

Relationships Tab

under relationships tab manage team members, access levels, and associated items to individual Team.

Key Functions:

  • View Team Members: Access a full list of team members, including their details and roles.

  • Edit Team Member Access: Click "Edit Access" to adjust team member permissions and access levels.

  • Manage Team Member Join Requests: Review, approve, or decline requests from individuals who wish to join the team.

  • Manage Associated Items: View and manage all items linked to the team, including:

      • Products
      • Parent company information
      • Representatives
    • Add representatives as team members directly from this tab.

Plans tab (optional, used with monetization)

The Plans tab, also found at the top of the Teams page, provides an overview of the team's monetization plan and allows organizers to make adjustments.

Key Functions:

  • View the Team’s Monetization Plan

    • See which features and services are included in the team’s current plan.

  • Modify a Team’s Plan

    • Make direct changes to the monetization plan without requiring the team to upgrade via the event platform.
    • Any modifications are applied instantly and free of charge.Plans gif

 

FAQs

Q: What is required to set up Grip Teams in an event?

A: To use Teams, your registration data must include a unique identifier (called the Exhibitor ID on our platform) that links Representatives to their Company. 

Q: How are teams created on event platfom?

A: Teams are automatically created based on the relationship between a Representative and their Company:

  • The first Representative to log in will be prompted to create the team.
  • Any other Representatives linked to the company will be automatically added when they log in.

Q: Does Grip Teams work if the event uses single sign-on (SSO)?

A: Yes, but with some limitations:

  • Team members cannot invite new users from within the platform.
  • All Representatives must be linked to the Company using a unique identifier in the registration data.

Q: How do Representatives access the My Team portal?

A:

  • When a Representative logs in, they will automatically be directed to the My Team portal.
  • If they are the first Representative from their company, they will be prompted to create the team.
  • All other Representatives linked to the Company will be added automatically upon login.

Q: Do teams have access to participants' email addresses?

A: No, Grip does not share participant email addresses unless:

  • A participant's badge has been scanned by a team member.
  • This ensures that contact details are only shared with explicit permission.

Q: What data type will a team invitee have?

A: When a user is invited to a team through the event platform, they will inherit the data type of the user who invited them:

  • If a Representative invites a user, they will become a Representative.
  • If a Speaker invites a user, they will become a Speaker.
  • Their data type can be changed from the Grip Dashboard if needed.

Q: Will invitees have instant access to the platform after being added to a team?

A: No, any participant added after a team has been created must be approved by the Admin or Event Organizer before they can access the platform.

Q: Can we limit the team size for profiles coming through the API?

A: No, the team size limit only applies to invites sent within the event platform. It does not apply to team members added manually through the Grip Dashboard or API.

This means that:

  • If a new registration includes the correct Exhibitor ID, the user will still be added to the team—even if the team has already reached its size limit.
  • Registration data is considered valid and cannot be restricted by the team size setting.