Help Centre
Short, practical guides for setting up ExpoMate — starting with the three things people ask about most: sending email from your own address, syncing contacts to Brevo, and connecting to Zapier or Make.
Getting Started
The basics, in order.
Sign up for free — no credit card required. You'll land straight in your dashboard.
Go to Events → + Create Event. Add a name, date and location.
Every event gets its own registration page and QR check-in link, ready to share right away.
The three guides below walk through Resend, Brevo and Zapier/Make — all configured from Settings → Email and Settings → Integrations.
🎪 Creating & Managing an Event
Registration, tickets, invitations and check-in — everything for one event lives in one place.
Go to Events → + Create Event and fill in Event name, date and location.
Open the event, then Invitation → Edit. Pick a template, headline, brand colour and cover image — the preview on the right shows your live registration page as you edit. The description field supports rich text (headings, bold, bullet lists), and the page automatically shows a map, an "Add to calendar" button, and a link to event photos if you've set one.
Open Tickets → Manage to add a ticket name, price and capacity. Leave the price empty for free registration. Paid tickets need Stripe connected first.
Open Check-in Staff → Manage to give each volunteer their own 4-digit PIN — no account needed. If you skip this, everyone shares your account PIN at the door.
Open the event's Check-in link on a phone. Enter your PIN, then either scan attendee QR codes with the camera or type the code in manually. Choose Express mode for a fast door (scan and it's recorded instantly) or Standard mode if you want to confirm each person's details before checking them in.
💳 Getting Paid for Ticket Sales (Stripe)
Connect Stripe once, then any ticket type with a price will collect payment automatically.
Go to Settings → Billing and click Connect Stripe.
Stripe will ask for your business and bank details — this happens on Stripe's own secure site, not ExpoMate.
If you close the window partway through, come back and click Finish Stripe setup → to pick up where you left off.
Once approved, you'll see ✓ Stripe connected — you can sell paid tickets. Add a price to any ticket type and payments will flow directly to your bank.
👥 Team (Members & Digital Cards)
Give your team digital business cards with a QR code, contact details and one-tap sharing.
Go to Team → Members and add their name and login email. This sends them a login link to set up their own profile and photo at /staff/profile.
Still in Team → Members, enable Card enabled and set a URL slug for them. Their card gets a QR code (visible on the card itself, no extra tap needed), plus quick links for phone, email, LinkedIn and website.
Team → Digital Cards lists everyone whose card is on, with a ready-to-copy link for each — handy for printing QR codes or adding to an email signature.
🎤 Lineup (Speakers)
Add speakers or panellists to an event's registration page.
Open an event, then Lineup → Add speaker. Add a name, title, short bio and photo.
Once you've added at least one speaker, a Lineup section appears on the registration page in the order you added them. No speakers added yet? The section stays hidden — nothing to configure.
📸 Event Photos
Share a link to your event photo album — no uploading, ExpoMate doesn't store the photos itself.
Open an event, then Photos → Manage, and paste a share link to a Google Drive, Dropbox, or other folder with your event photos.
A "View event photos" button shows up automatically once a link is set. Leave it blank to hide the button.
📇 Lead Capture (Scan Link)
Scan business cards at a booth or event and turn them into contacts automatically.
Go to Settings → Organisation — your scan link is shown as app.expomate.com.au/scan/your-company.
Open the link on your phone, snap a photo of the business card (or enter details manually), and it's saved straight into your Contacts.
Scanning a card doesn't send anything automatically — it's a clean, silent capture into your CRM. From there, follow up manually through Contacts or Pipeline, whenever and however you'd like.
📋 Contacts & Pipeline
Every lead — from an event registration or a scanned card — lands in one CRM.
See everyone you've captured, whether they came from an event registration or a card scan, with company, title and email in one list.
Move contacts through stages (New, Contacted, Interested, Proposal, Won, Lost) as you follow up, so you always know who still needs a reply.
See who on your team has captured how many leads, company-wide — useful for a manager checking overall activity rather than one person's list.
👤 Staff Portal & Permissions
Your team can log in to their own space at app.expomate.com.au/staff/profile — separate from your main admin login.
Their own digital card, their own profile (editable), and their own contacts — the leads they've personally captured, shown as a list or a Trello-style board, editable, with notes and follow-up reminders. Nobody can delete a contact from here — only an admin can.
In Team → Members, each person has two access settings: CRM leads access (no access / their own leads only / everyone's leads) and Events access (off by default, or view-only access to Attendees, Tickets and Check-in Staff for your events).
📧 Email Sending with Resend
Send confirmation emails, invitations and updates from your own address instead of a generic one.
Create a free account at resend.com, then go to API Keys → Create API Key and copy it — you'll only see it once.
In your dashboard, go to Settings → Email. Set Method to Resend (API key), then paste your key into the Resend API key field.
🔄 CRM Sync with Brevo RECOMMENDED
The simplest way to keep your contacts and email campaigns in one place — contacts sync to Brevo automatically, no third-party tools needed.
Log into Brevo and go to app.brevo.com/settings/keys/api to generate a key.
Go to Settings → Integrations and paste it into Brevo API Key.
Set Brevo List ID if you want contacts added to a specific list. Leave it empty to use your default list.
Click Save Brevo Settings. New contacts will sync automatically from then on.
🔗 Zapier / Make (or any other CRM)
Prefer HubSpot, Pipedrive, Salesforce or Airtable? Connect through a Zapier or Make webhook instead of Brevo.
In Zapier, create a new Zap using the Webhooks by Zapier app (or in Make, a Webhooks module) as the trigger. Copy the webhook URL it gives you.
Go to Settings → Integrations, tick Enable webhook sync, and paste the URL into Webhook URL.
Click Save CRM Sync, then Test Connection to send a sample payload and confirm it's working.
Back in Zapier or Make, map the incoming fields to your CRM of choice and turn the Zap on.
⚙️ Event Management & AI Planning
One workspace inside each event — Team, Sponsors, Tasks and Run Sheet — with an AI-generated starting plan and a live Readiness Score. This is what makes ExpoMate more than a registration tool.
Open an event, then look for the Event Management card — it shows a live summary (people, sponsors, tasks done, run sheet items) and a Readiness percentage. Click Open workspace →.
Inside, five tabs share one screen: Overview, Team, Sponsors, Tasks, and Run Sheet. Switching tabs doesn't lose your place — it's one workspace, not four separate pages.
The score is calculated from your event's real data — it's a rule engine, not a guess, so it won't invent a confident-sounding number when there's nothing to base it on. Each rule below either passes or raises a specific, clickable issue:
- Check-in staffing — flagged if you expect 100+ attendees but have fewer than 2 people with the Check-in role.
- Ticket types — flagged if attendees are expected but no ticket type has been created yet.
- Sponsor logos — flagged if sponsors have been added but one or more haven't uploaded a logo.
- Prep checklist progress — flagged if completion is under 50% with 7 or fewer days until the event.
Click ✨ Generate a starting plan. You'll be asked a handful of quick questions specific to your event's category (start/end time, and one or two details like catering style or whether there's a separate bump-in day).
One click generates a tailored prep checklist and a run sheet skeleton together, using your event's category, expected attendees and budget as context — not a generic template.
This is different from account-level Team → Members below — it's about who's working this specific event and what they're responsible for.
Roles are free text — Check-in, Registration, Guest Services, Setup Coordinator, or anything else that fits. Only people with the Check-in role need a 4-digit PIN; everyone else is just name + role, for reference.
Name, tier (Platinum/Gold/Silver — free text) and booth info, plus a logo upload. Sponsors with logos appear automatically on your public registration page; the section stays hidden until you add one.
Add items with a time, duration and an owner from your Team list. Status (upcoming / current / done) updates itself by comparing the current time to the event's real date — nothing to tick off by hand, and it only shows live status on the actual day of the event.
💳 Plans & Billing
What's included at each level — see the pricing page for current rates.
- Free — event registration, QR check-in, up to 50 attendees.
- Event — everything in Free, plus ticket types & payments, attendee management, and CRM & communications.
- Event+ — everything in Event, plus the full Event Management workspace: AI-generated plans, Run Sheet, Sponsors, Team roles, and the Readiness Score.
- Enterprise — multi-event programs, multiple teams, custom onboarding and integrations.