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Exhibitor Staff

Overview​

Add and manage staff members tied to an exhibitor with quotas and roles.

Quick Links

Workflow · Staff List · Create Staff Member · Edit Staff Member · Delete Staff Member · Public Flag · Troubleshooting · Tips · Video

Screenshots & Video

Replace placeholders with real assets under /images and /videos (inside the static folder). Use root paths in embeds: /images/... and /videos/....

Who this is for​

  • Exhibitor Users: manage their own staff list.
  • Event Admins: monitor staff quotas and statuses.

Prerequisites​

  • Exhibitor account exists with a Staff Quota > 0.
  • Required permissions:
    • exhibitor-staff.viewAny (see staff list)
    • exhibitor-staff.create (add staff)
    • exhibitor-staff.edit (edit staff)
    • exhibitor-staff.delete (remove staff)
  • If quota is 0 or fully consumed, creation is blocked (HTTP 403).

Workflow at a Glance​

  1. Open Exhibitors → Staff.
  2. Review existing members (paginated list).
  3. Click Create Staff Member.
  4. Fill form and submit.
  5. Staff entry saved with status (approved or pending).
  6. Optional: Edit or Delete entries.

Staff List

Staff List​

Displays: First Name, Last Name, Email, Phone (or “–”), Public (Yes/No), Status, and Action buttons.

Pagination: 8 records per page.

Actions:

  • Edit (if permitted)
  • Delete (if permitted) – removes record and associated stored picture file.

Create Staff Member Form​

Fields:

  • First Name (required, text, max 255)
  • Last Name (required, text, max 255)
  • Email (required, valid RFC/DNS email)
  • Phone (optional, text, max 20)
  • Picture (optional, image jpeg/jpg/png/webp, max 3 MB; converted to WebP internally)
  • Public (boolean toggle; default off)

Validation Rules:

  • first_name: required | string | max:255
  • last_name: required | string | max:255
  • email: required | email:rfc,dns
  • phone: nullable | string | max:20
  • public: required | boolean
  • picture: nullable | image | mimes:jpeg,jpg,png,webp | max:3072 (KB)

Quota Enforcement:

  • If quota == 0 or quota <= current staff count → 403 Forbidden

Status Assignment:

  • If Auto Approve Staff enabled → status is approved
  • Otherwise → status is pending

Picture Handling:

  • Uploaded images converted to WebP (quality ~50)
  • Stored under: public/exhibitor/{exhibitor_user_id}/staff/picture_{staff_id}.webp
  • Deleted when staff member removed

Create Staff Form

Edit Staff Member​

(Current placeholder implementation — same validations apply.)

Planned behavior:

  • Open edit form with existing values
  • Modify fields under same validation
  • Replace picture (old file removed, new one saved)

Delete Staff Member​

  • Immediate deletion after confirmation.
  • Picture file removed from storage (if exists).
  • Redirects back with success message.

Public Flag​

  • Public: Yes — staff member appears on public exhibitor profile (if available).
  • Public: No — hidden from public view.

Troubleshooting​

ProblemCauseAction
Cannot access Staff menuMissing permission exhibitor-staff.viewAnyRequest proper role or permission
Create button missingNo exhibitor-staff.create or quota exhaustedCheck quota / permissions
403 on create formQuota reached or 0Adjust quota
Email rejectedInvalid format or DNSCheck email address validity
Picture upload failsFile >3 MB or wrong typeResize or convert image
Status always pendingAuto Approve disabledEnable Auto Approve (admin)

Tips​

  • Use professional headshots, optimized for small file size.
  • Keep names consistent with badge printing formats.
  • Encourage public visibility for better exhibitor representation.
  • Periodically prune inactive or outdated staff entries.

User Story Video​

Watch the walkthrough video – staff list view, creation, validation, status result, and deletion (placeholder).

Replace Placeholders​

Add real screenshots into /images:

  • /images/exhibitor/staff-list.png
  • /images/exhibitor/staff-create.png
  • /images/exhibitor/staff-delete.png

Add a real walkthrough video into /videos/exhibitor-staff-user-story.mp4 and update the link above.

Summary​

Exhibitor Staff management enables exhibitors to self-manage team entries under quota and validation rules, ensuring organized, visible, and professional staffing for events.

Last updated: 2025-11-12