Managing Exhibitor Access with Business Accounts

From Friday 31 July 2026, Toddoo connects exhibitor access to Business Accounts: shared company accounts that link a company, its employees, invoice details, and event portal access. This tutorial explains what changes in your Organiser Portal and CRM.

Access becomes company-based

You no longer need to rely only on individual user invitations for closed events. Instead, you can invite companies connected to Business Accounts. This matters because the person listed in your CRM may not always be the right person anymore:

• The original contact person may have left the company

• The contact person may have changed role

• Another colleague may now be responsible for the event

• The person who needs access may not yet be known in your CRM
  

With Business Accounts, access can be managed at company or team level instead of only at individual user level.

Linking is done in one step: connect a company in your CRM to its Business Account and every member gets access at once. Each connection is verified at every step, and automatic duplicate detection keeps a single record per company.

Your existing contact persons still work

This update does not remove your existing CRM contact persons. Known contacts can still be used where relevant, and can still be added automatically when applicable. The difference is that access no longer depends only on those known contacts. If another employee from the same company needs access, they can request it through the Business Account flow.

Exhibitors can request access themselves

When a user is connected to a Business Account, they get clearer actions instead of having to guess what went wrong or contact Support:

• Join the right Business Account

• Request access to a portal

• Wait for approval

• Use an access code

• Continue without joining yet

This gives you better information about who is trying to access what.

The improved Access Manager

The Access Manager in your CRM gives you a clearer view of exhibitor access. You can monitor and manage:

• Which companies have been invited

• Which users have accepted the invitation and are connected to invited companies

• Which users have entered the exhibitor portal

• Which users are waiting for approval

• Which users cannot access a portal, and why

• New access requests and requests to join portal teams

• Company invitations and notifications to customers

• Access activity for users or companies not yet known in your CRM

This makes it easier to find the cause of access problems without manual investigation. That is especially useful during busy event preparation periods.

Open and closed events

Open events: the main risk was polluted CRM data. The new flow shows possible company matches before a new Business Account is created, which reduces duplicate and inconsistent customer records.

Closed events: the main risk was missing access. The new flow gives users clearer options to join a Business Account, request access, or continue without creating incorrect company data. This means fewer legitimate exhibitors get stuck during sign-up.

What this means for your CRM data

• Automatic duplicate detection keeps one record per company

• Correct legal company names, websites, and countries

• More reliable company matching for invoicing and access

• Fewer manual support cases
  

Correcting a company mismatch

If a user or company is connected to the wrong record, either side can correct it in a few clicks. You can create the correct company in your CRM, or the exhibitor can connect to or create the Business Account that matches your existing company record.

What stays the same

You keep full control over closed event access. The update changes how users, companies, and access requests are structured. It does not mean every user can automatically access every closed event portal.

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See also: Introducing Toddoo Business Accounts and Signing Up and Joining a Business Account as an Exhibitor.