Job Board Flow

1. Event Organizer / Event Admin Flow

The event organizer is responsible for turning the feature on and for the backend configuration and oversight that both exhibitors and attendees depend on.

1.1 Enabling Job Management V2

Job Management V2 is enabled from the event's backend settings:

1. Go to Event Setup in the backend.
2. Open the Search Settings box and go to the “Search Resume Attendee” tab.
3. Toggle on “Exhibitor Job Management V2” (labeled “Enable Exhibitor Job Management V2”).

Figure 1.1 – Enabling “Exhibitor Job Management V2” from Event Setup > Search Resume Attendee.

Note: Once this toggle is turned on, the entire job posting, application, and job-board flow becomes available across the backend, the exhibitor portal, and the event front end for that event.

1.2 Centralized Booth & Job Oversight (Booth Management)

As soon as Job Management V2 is enabled, the organizer gets visibility into every booth's jobs from one place:

1. Go to Exhibitor Management > Booth Management > Booth Listing.
2. Each booth row shows its Booth Name, Status (enabled/disabled toggle), Completion Status (Pending / In Progress), and Booth Category.
3. Click the three-dot (⋮) menu on any booth row to open its management options: Booth Communications, Team Members, Booth Documents, Booth Videos, and Jobs.
4. Selecting Jobs from this menu opens that specific booth's job listing – exactly what the exhibitor would see in their own portal.

Figure 1.2 – Booth Listing with the three-dot menu open, showing the “Jobs” option for a booth.

From here the organizer can add jobs on behalf of any exhibitor, edit existing jobs, or simply monitor what each booth has posted – giving full administrative control without needing exhibitor login credentials.

1.3 Job Listing for a Booth

Opening “Jobs” for a booth (for example, “vFairs LLC inc”) shows two tabs: Jobs and Application stages.

Jobs tab

This lists every job posted for that booth, with the following columns and actions:

• ID – unique job identifier.
• Job Title – with a “Featured Job” badge shown if the job has been marked as featured.
• Posted Date and Expiry Date.
• Status – toggle to enable/disable the job on the front end.
• Actions – an applicants icon (with a live count badge of how many people applied), a star/favorite icon to mark or unmark the job as Featured, an edit (pencil) icon, and a three-dot menu for more options such as Cover Letter settings and Screening Questions.

The toolbar above the table also offers Search, Filters, a “Featured Jobs” dropdown, Columns (choose which columns display), Export, Import, and Actions (bulk actions).

Figure 1.3 – Jobs tab for “vFairs LLC inc” showing the “Product Manager” job, marked Featured, with 5 applicants.

Importing and exporting jobs

The Import and Export buttons let the organizer (or exhibitor) bulk-upload jobs from a file or download the current job listing – useful for migrating large numbers of vacancies or auditing what's live across booths.

Application stages tab

Application stages define the pipeline every applicant moves through (for example Applied → Shortlisted → Hired → Rejected). Key points:

• Stages are global/default – a fresh set (e.g., Hired, Shortlisted, Rejected) is available automatically for every new user/booth.
• Each stage has a Title, a Color tag (e.g., Green for Hired, Yellow for Shortlisted, Red for Rejected) used to visually flag applicants, an Associated Email (a system email template that fires automatically when an applicant is moved into that stage – or “No Email” if none is linked), and a Status toggle to enable/disable the stage.
• Stages can be edited (pencil icon), deleted (trash icon), or reordered using the Reorder button.
• New custom stages can be added as needed – the pipeline is not limited to the three defaults.

Figure 1.4 – Application stages tab: Hired (Green, linked to “Job Confirmation” email), Shortlisted (Yellow, no email), Rejected (Red, no email).

Note: Linking a stage to a system email template means that any time an applicant is moved into that stage – by the organizer, a booth admin, or a booth rep – they automatically receive that email notifying them of the status change.

Adding a new stage

Clicking “Add” on the Application stages tab opens the Add Stage form, where a new pipeline stage is created with:

• Title (required) – the name of the stage, e.g. “Rejected.”
• Color (required, dropdown) – the tag color used to visually flag applicants in that stage, e.g. Orange.
• Associated Email (optional, dropdown) – the system email template to send automatically whenever an applicant is moved into this stage. Choices include “No Email” (default, no notification sent) or one of the available system templates, such as Job Application Submission Confirmation, Job Apply Notification, or Job Confirmation.

Figure 1.5 – Add Stage form for a “Rejected” stage (Orange), with the Associated Email dropdown open showing the available system email templates.

Note: The list of templates available under Associated Email comes from the event's System Emails; only templates that exist there can be linked to a stage. Selecting “No Email” means applicants moved into that stage receive no automatic notification.

1.4 Viewing Applicants for a Job

Clicking the applicants icon on a job (from the Jobs tab) opens the full applicant list for that specific job, e.g. “Product Manager.”

• Tabs at the top break applicants down by stage: All Applications, Hired, Shortlisted, Rejected – each with a live count.
• The table shows First/Last Name, Username/Email, Phone, Applied Date, and Status (their current stage, or N/A if not yet moved).
• Search, Filters, Columns, and Export are available here too, so applicant data can be filtered or exported for offline review.
• Each row has a View (eye) icon to open the full applicant detail, and a Delete (trash) icon to remove an application.

Figure 1.6 – Applicant list for the “Product Manager” job: 5 total applications, 2 Hired, 1 Shortlisted, 0 Rejected.

1.5 Applicant Detail View

Clicking the View icon on an applicant opens the Applicant Detail modal, which contains:

• Move to stage – a dropdown to change the applicant's current pipeline stage. Selecting a new stage here is what triggers the associated system email, if one is configured.
• Profile – fields pulled from the registration/application form: Email, Phone, Applied date, Job Title, Company Name, Solutions I'm Exploring, Topics of Interest, and Industry (the exact fields shown depend on what the registration form for the event collects).
• Cover Letter – shows the text submitted by the applicant, or “null” if the applicant did not provide one (or if cover letters weren't required for that job).
• Screening Questions – shows the applicant's answers to any screening questions configured on the job.
• A Resume download is also available on this record so the reviewer can open the file the applicant uploaded.

Figure 1.7 – Applicant Detail for Evelyn Parker: profile fields, cover letter (null), Move to stage selector.

1.6 The Job Creation Form

The fields that appear when adding a job are driven by a form builder object called the Job Creation Form. Whatever fields are configured in this form are exactly the fields exhibitors and organizers will see and fill in on the “Add Job” screen – the form can be edited, and its fields (columns/layout) adjusted, from the form builder.

Figure 1.8 – “Job Creation Form” entry in the form builder, with Edit, Field Settings, and Delete actions.

1.7 Adding a Job (Add Job form)

Whether triggered by the organizer (on behalf of a booth) or by an exhibitor, clicking “+ Add” / “+ Add Booth” / “Add Job” opens the Add Job form, which typically includes:

• Job Title (required)
• Job Description (required) – a rich-text editor with a “Generate with AI” shortcut to draft the description automatically
• Job Type (required, dropdown)
• Employment Type (required, dropdown – e.g., Full Time, Part Time, Contract, Internship, Temporary, Freelance/project-based)
• Minimum Education Required (required, dropdown)
• Minimum Years of Experience (required, dropdown)
• Enable External URL (toggle – to redirect applicants to an external application link instead of the built-in flow)
• Job Expiry Date (date picker)
• Location, and any additional fields defined in the Job Creation Form

Figure 1.9 – “Add Job” form with Job Title, Job Description (with Generate with AI), Job Type, Employment Type, Minimum Education, Minimum Experience, External URL toggle, and Job Expiry Date.

1.8 Cover Letter & Screening Question Settings

From the three-dot (⋮) menu on a job row in the Jobs tab, the organizer or exhibitor gets four options: Screening Questions, Cover Letter, Duplicate (clone the job, including its settings, as a starting point for a similar posting), and Delete.

Figure 1.10 – Three-dot menu on the “Product Manager” job row, showing Screening Questions, Cover Letter, Duplicate, and Delete.

Screening Questions

Selecting Screening Questions opens a side panel where custom questions can be built for that specific job:

• Existing questions are listed at the top (e.g., “Experience Required”) with an edit (pencil) icon and a delete (trash) icon next to each.
• Clicking “+ Add” opens a new question builder with a Question field (e.g., “What is your nationality”) and an Options list for multiple-choice answers (e.g., “Asian,” “Hispanic”), with a “+” button to add further options.
• Clicking Save adds the question to the job's screening step.
• Any number of screening questions can be added; all of them will appear, in order, on Step 2 of the applicant's Apply flow (see section 3.3).

Figure 1.11 – Screening Questions panel: the existing “Experience Required” question, plus a new multiple-choice question, “What is your nationality,” being built with options Asian and Hispanic.

Cover Letter

Selecting Cover Letter opens the Cover Letter Settings panel, with:

• Enable Cover Letter – a toggle; when off, the cover letter step is skipped entirely in the applicant's Apply flow and the field shows as “null” in Applicant Detail.
• Field Title (required) – the label shown to applicants for the cover letter field.
• Character Limits (required) – the maximum number of characters an applicant can enter (e.g., 1000).
• Is Cover Letter Required? – a checkbox; when checked, applicants must fill in the cover letter to submit their application, rather than it being an optional field.

Figure 1.12 – Cover Letter Settings panel: Enable Cover Letter toggle, Field Title, Character Limits (1000), and the “Is Cover Letter Required?” checkbox.

Note: If Cover Letter is disabled for a job, applicants will not see that step in the Apply flow, and the field will show as “null” in the applicant detail view. If no screening questions are configured, the Screening Questions step is skipped entirely for applicants.

1.9 Custom Notification Email per Job

While adding or editing a job, the organizer/exhibitor can specify a dedicated notification email address to receive new job applications, separate from the booth's default contact. This lets a specific recruiter or HR inbox be notified directly whenever someone applies to that particular job.

2. Exhibitor / Booth Rep Flow

Exhibitors manage their own jobs and applicants either through the Exhibitor Portal or directly on the event front end, using the same underlying Jobs feature the organizer sees for their booth.

2.1 Posting and Managing Jobs

• Exhibitors (booth admins/reps) can add new jobs using the same Add Job form described in section 1.7, including Job Title, Description, Job Type, Employment Type, Minimum Education, Minimum Experience, optional external application URL, and expiry date.
• They can mark any of their jobs as Featured (star icon) so it stands out on the front-end job board.
• They can enable/disable a job at any time using the Status toggle, without deleting it.
• They can import a batch of jobs or export their current job listing, exactly as the organizer can.
• They can configure Cover Letter requirements and Screening Questions per job (section 1.8).
• They can set a custom email address to receive applications for a specific job (section 1.9).

2.2 Reviewing Applicants

Exhibitors see the same applicant list and Applicant Detail view described in sections 1.4 and 1.5 for their own booth's jobs:

• View the number of applicants per job directly from the Jobs tab.
• Open the full applicant list, broken into All Applications / Hired / Shortlisted / Rejected (or whatever custom stages exist).
• Open an individual applicant's profile, including all fields captured on the application, their cover letter (if provided), and their answers to screening questions.
• Download the applicant's uploaded resume.

2.3 Moving Applicants Through Stages

From the Applicant Detail view, the exhibitor uses the “Move to stage” dropdown to progress a candidate through the pipeline – for example from Applied to Shortlisted, and later to Hired or Rejected.

• Booth reps, booth admins, and event admins are all able to perform this stage change.
• If the destination stage has a system email template associated with it (configured in Application Stages, section 1.3), the applicant automatically receives that email as soon as they are moved into the stage – for example, a “Job Confirmation” email when moved to Hired.

Note: Because application stages are shared/global rather than being defined per job, changing or removing a stage (or its linked email) affects how that stage behaves across every job that uses it.

3. Attendee Flow (Event Front End)

On the event front end, attendees have two ways to discover jobs: through an individual booth's job listing inside the Exhibit Hall, and through the event-wide Job Board.

3.1 Booth-Level Job Vacancies

Inside a booth's page in the Exhibit Hall, attendees can see a “Job Vacancies” tab listing that specific exhibitor's open roles.

Figure 3.1 – “Job Vacancies” tab on a booth page, listing “Product Manager” with a “View Details” link.

Clicking a job opens its Job Detail page, showing:

• Job title, company (booth) name, and employment type (e.g., Full Time), plus a “Featured” badge if applicable.
• Full Job description.
• Required Skills and Job Requirements lists.
• An estimated time to complete the application (“Takes about 5 minutes”).
• A note recommending the attendee edit their profile first to choose the tailored resume they want to use.
• An “Apply for this job” button.
• A “You'll be asked to provide” checklist – dynamically shows Basic info, Resume upload, and, if configured, “X screening question(s)”, so the applicant knows what to expect before starting.
• “Save this job” (favorite it for later) and “Flag this job” (report a problem) links, plus a shareable job link with a Copy button.

Figure 3.2 – Job Detail page for “Product Manager” at vFairs LLC inc, with description, required skills, and the Apply panel.

3.2 The Event-Wide Job Board

Beyond individual booths, the event front end has a global jobs listing – configured in Menu Builder as “Job Board” (labeled “Jobs” in the main navigation) – that aggregates every open job from every booth in the event.

• Featured Jobs are pinned at the top in their own carousel/section (e.g., “Full stack Engineer” at Laranci and “Product Manager” at vFairs LLC inc).
• Below that is the full listing of every other open job (e.g., “HR” at Health Reach Automation, “Marketing manager” at Laranci), each with a short description snippet, an “Apply now” button, a “View details” link, and a star icon to save the job.
• If the attendee has already applied to a job, the button changes from “Apply now” to a disabled “Applied” state, so they always know their application status at a glance.
• A left-hand Filters panel lets attendees narrow results by Job Title (free text) and Employment Type (Part Time, Full Time, Contract, Internship, Temporary, Freelance/project-based), Minimum Education Required (No Specific Requirement, PhD, Master's Degree, Bachelor's Degree, Diploma, High School), and other dynamic filters based on the fields configured on the Job Creation Form.
• A top search bar lets attendees search “WHAT” (job name/keyword) and “WHERE” (city, region, or country), and sort results (e.g., “Newest First”).

Figure 3.3 – Event-wide Job Board: Featured Jobs carousel plus the full job listing, filters panel on the left.

Filtering by booth

Clicking the funnel/Filter icon next to the sort dropdown opens a “Filter by booth” panel, letting attendees see only the jobs posted by one or more specific exhibitors, with a live count of open jobs per booth.

Figure 3.4 – “Filter by booth” panel showing job counts per booth (Laranci: 2, Health Reach Automation: 1, vFairs LLC inc: 1).

Searching by location and radius

The “WHERE” field accepts a city, region, or country, paired with a Radius field (in kilometers) so attendees can find jobs within a specific distance of a chosen location, then apply that as an additional filter.

Figure 3.5 – Location search with a configurable Radius (default 100 km).

3.3 Applying for a Job

Clicking “Apply now” / “Apply for this job” opens a guided, multi-step Apply modal. The number of steps adapts automatically to what the job requires (resume is always required; cover letter and screening questions appear only if the exhibitor/organizer enabled them for that job).

Step 1 of 3 – Resume

The attendee chooses a resume from their existing library or uploads a new one (Docx, PDF, or Doc, up to 5MB).

Figure 3.6 – Apply modal, Step 1 of 3: uploading a resume (33% progress).

Step 2 of 3 – Screening Questions

If the job has screening questions configured, they appear here – in this example a single multiple-choice question, “Experience Required,” with options 0-3, 3-6, and 6-9 years.

Figure 3.7 – Apply modal, Step 2 of 3: Screening questions (67% progress).

Step 3 of 3 – Review

The final step summarizes everything the applicant is about to submit – the uploaded resume file and every screening question answer – before they click “Submit application.”

Figure 3.8 – Apply modal, Step 3 of 3: Review your application (100% progress) before submitting.

Once submitted, the applicant immediately shows up in the applicant listing for that job on the backend and exhibitor side (section 1.4 / 2.2), and the “Apply now” button on the Job Board and Job Detail page changes to “Applied” for that attendee.

3.4 Tracking Application Status

As the exhibitor or event admin moves the attendee's application through the hiring pipeline (Applied → Shortlisted → Hired/Rejected, or whatever custom stages the event uses), the attendee receives an email automatically whenever they land on a stage that has a system email template attached to it (see section 1.3). This keeps applicants informed of their status without any manual follow-up from the booth.

4. End-to-End Flow Summary

The table below summarizes the full lifecycle of a job posting and application, across all three user types.