Speaker and Session Management User Guide

Source:

Published:

Keywords: Certain, Speaker Portal, Reviewer Portal, Conference Sessions, session reviews, Scheduling, Bulk Assignment

Document ID: https://platform-support.certain.com/hc/en-us/articles/10902047633687-Speaker-and-Session-Management-User-Guide#split1

This document is a guide to setting up Speaker and Session Management in Certain.

Certain’s Speaker and Session Management module enables planners to manage the speakers, sessions, abstracts, and presentations for events of any size.

These events can range from small meetings with standard sessions to large user conferences with hundreds of speakers and thousands of sessions.

Certain has a separate Speaker and Session Management Introduction document for a brief overview of the features available in this product.

The Conference Sessions product is an advanced feature of Speaker and Session Management.

The Conference Sessions product is included in this guide but is not automatically enabled for all accounts.

The guide requests emailing help@certain.com if a planner is interested in what the Conference Sessions product offers, including a Speaker Portal, a Reviewer Portal, and far more custom fields per session.

Contents

1. Introduction

2. Enabling the Products

3. Essential Initial Setup

4. Optional Initial Setup

5. Core Setup/Management

6. Assigning Sessions to Attendees

7. Speaker Portal

8. Reviewing Sessions

9. Reviewer Portal

10. Reports

Enabling the Products

Speaker and Session Management

Speaker and Session Management is a product enabled for all Certain accounts by default.

That product enables planners to decide whether to enable it for individual events.

1. In the event, go to Plan > Configure > Options. 2. Select the Speaker and Session Management Module under Functional Areas Needed by This Event. 3. Save.

> Important Note: Once the event adds any data to the Speaker and Session Management module, such as event tracks or sessions, the event cannot change the mind and deselect the module for the event unless all sessions have a status of “cancelled”.

The Manage menu on the Top Navigation Menu Links includes “Speakers and Sessions”.

That link takes planners to the Sessions page described on page 5.

The Left Navigation Panel there includes links to Sessions, Speakers, Locations, Tracks, Bulk Assignment, and Setup.

Those items are described in the Page Help.

Note: when this module is enabled, sessions in the event are added on the Sessions page (see "Sessions") instead of as agenda items.

Agenda items are still used for things such as merchandise.

Conference Sessions

The Conference Sessions sub-module offers additional features for larger and more complex events.

These features include an online Speaker Portal, Reviewer Portal, review- and task-based workflow, and more custom fields per session.

The Conference Sessions sub-module includes 200 custom fields per session instead of 15.

If the Conference Sessions product is enabled for an account, the guide explains how to enable it for an event:

1. Select the Speaker and Session Management Module. 2. Save. 3. Select the Conference Sessions sub-module below it. 4. Save.

The Left Navigation panel now includes extra links: Speaker Portal, Session Reviews, and Reviewer Portal.

Essential Initial Setup

Custom Fields

To configure Custom Fields that planners can apply to Sessions, Speakers, or Session Reviews, go to:

Manage > Speaker and Session Management > Setup > Custom Fields.

Planners can use custom fields on the Session Layout described in the next section.

Planners can also use custom fields on the Speaker page.

Planners can also use custom fields on the Speaker Portal (see "Speaker Portal").

Planners can also use custom fields on the Reviewer Portal (see "Reviewer Portal").

Planners can also use custom fields in forms, mails, and reports.

To add a new custom field, click Add Custom Field.

To edit an existing custom field, click.

The available field types are:

Ratings/Score fields are only for use on session reviews.

The last four types of the eight are lists of options that planners configure.

Option lists include possible values.

Option lists include the order in which the options are displayed.

Option lists include which option is the default value.

Session Layout

Before a planner adds sessions to an event, the planner configures the layout of the Sessions page on which the planner adds sessions.

The Sessions page layout is seen only by planners.

Attendees, speakers, and reviewers do not see that Sessions page.

The Sessions page layout is used as the basis for the Speaker Portal (see "Speaker Portal") and the Reviewer Portal (see "Reviewer Portal").

Go to:

Manage > Speakers and Sessions > Setup > Session Layout

Choosing a Session layout

If Conference Sessions is enabled for the event, the planner first chooses one of two starter options.

The starter options are: Standard Sessions or Conference Sessions.

If Conference Sessions is not enabled for the event, the Standard Sessions layout is automatically in effect and is not referred to as Standard Sessions.

Whichever layout the planner chooses has a default layout.

The default layout can be customized or used as it comes "out of the box".

Standard Sessions layout

The Standard Sessions layout is automatically enabled.

The Standard Sessions layout is the only choice if Conference Sessions is not enabled for the event.

The Standard Sessions layout includes:

Conference Sessions layout

The Conference Sessions layout includes:

Configuring your Session Layout

If the planner selects one of the two layout options, the planner defines and arranges fields on the layout.

Field selection uses the pre-defined standard fields and the custom fields that the planner added (see "Custom Fields").

A default layout is provided.

The planner can use the default layout as-is.

The planner can configure the default layout as required.

To add standard or custom fields or section dividers, the planner hovers just above a section to display the Add button.

Clicking the Add button lets the planner choose what to add.

To move a field or section divider, the planner hovers over an element to change the pointer to a hand and to change the element color.

Then the planner drags the element to its new position.

To delete an element, the planner hovers over it until it changes color.

Then the planner clicks the red cross that appears.

To resize fields, the planner hovers over the right edge and drags.

Locations

To add or edit locations used for sessions, go to:

Manage > Speakers and Sessions > Locations.

Each location includes:

To add a custom Location Type, the planner enters its name in the text box.

Then the planner clicks Save.

After locations are added, the planner allocates sessions to locations by date.

The guide references “Scheduling” on page 8.

To import locations from an Excel file, the planner clicks Import.

Import provides an option of downloading a template file for use.

To update existing locations, the planner downloads a list of all locations for editing.

The planner saves the edited list and uploads it back.

Optional Initial Setup

Tracks

Tracks group sessions together by theme.

If the planner uses the Standard Sessions layout (see "Standard Sessions"), tracks are optional.

If the planner uses the Conference Sessions layout (see "Conference Sessions") with a Reviewer Portal (see "Reviewer Portal"), tracks are required.

Track requirement exists because reviewers are assigned to tracks to review sessions in those tracks.

If the planner uses Conference Sessions and therefore has a Speaker Portal (see "Speaker Portal"), the planner needs to add Tracks before speakers select tracks for sessions.

To add tracks, go to:

Manage > Speakers and Sessions > Tracks

Then the planner clicks New Track.

Each track includes:

The track color can be used on the SCHEDULER grid view of sessions.

Track color groups sessions visually.

The guide references “Scheduling”.

If the planner uses the Conference Sessions layout, an additional field exists.

The additional field is Reviewers.

Planners select the Reviewer(s) who review the sessions in this track.

A track can include one or more Sub-tracks.

When a planner assigns a session to a track (see " Sessions below"), the planner can assign the session to one or more of the track’s sub-tracks.

If the planner uses the Conference Sessions layout, reviewers can review sessions based on sub-track.

Reviewers can also remain at a level up and review all sessions at the top-level track.

Industries

Planners can select industries to be available for use as “target” industries for sessions in the event.

The guide gives examples including “Financial Services” and “Pharmaceutical”.

To select industries, go to:

Manage > Speakers and Sessions > Setup > Industries

Then select the relevant industries.

If no Industries exist to choose from, the guide instructs planners to speak to an Administrator.

The Administrator must create industries in the account.

The account path for creating industries is:

Account Settings > Management > Job Functions

Job Functions

Planners can select job functions to be available for use as the “target” job functions for sessions in the event.

The guide gives examples including “CEO”, “CMO”, and “Marketing”.

To select job functions, go to:

Manage > Speakers and Sessions > Setup > Job Functions.

If no Job Functions exist to choose from, the guide instructs planners to speak to an Administrator.

The Administrator must create job functions in the account.

The account path for creating job functions is:

Account Settings > Management > Industries

Core Setup/Management

Sessions

Add/Edit Sessions

To add sessions, go to:

Manage > Speakers and Sessions > Sessions.

Click Add New to enter details manually.

Click Import to import sessions from an Excel or.csv file.

During the import process, planners can download a template file to populate.

If the planner uses the Conference Sessions product, prospective speakers can add their sessions when they submit them online in the Speaker Portal (see "Speaker Portal").

To edit an existing session, click a session from the list of sessions.

The fields available on the add/edit page and how the page is laid out are configured for the event on:

Manage > Speakers and Sessions > Setup > Session Layout

The defaults and options are described in the online Page Help topic.

The guide also discusses a few of the session elements.

Instances

When the Simple Sessions layout is in use, each session has only one instance.

A single instance means the session can only be scheduled once.

When the Conference Sessions layout is in use, each session may have multiple instances.

Each instance has its own date, time, location, and even speaker(s).

Abstract File

To add an abstract such as a PDF file, click Upload File and drop a file into the box.

The planner can also click Choose File to browse for a file on the computer.

Only one abstract document can be uploaded for a session.

Uploading a new abstract replaces the original.

Abstract Description

Abstract Description is an optional description or summary of the abstract.

Abstract Description supports internal use.

Abstract Description does not support attendees reading the description.

Session Presentations

To add a presentation file such as a PowerPoint deck, click Upload File and drop a file into the box.

The planner can also click Choose File to browse for a file on the computer.

The guide states that the planner can upload more than one presentation.

Session Fees

To add fees for a session, click Add Session Fees to enter details.

Session fees use the same approach as entering for agenda items.

> Note: Fees are not included in either default session layouts.

So if the planner charges fees for sessions, the planner needs to add a Fee when customizing the layout on Setup > Session Layout.

The guide references "Session Layout" for this.

Speakers

To add a speaker to the session, click Add Speaker and select a speaker added on the Speakers page (see "Speakers").

The planner can add more than one speaker to a session.

The planner also sets one speaker as the primary speaker with a green star.

Other additional speakers are secondary speakers with gray stars.

The planner clicks the star to change a secondary speaker to primary.

The planner also clicks the star to change a primary speaker to secondary.

Waitlist Limit

Waitlist Limit is the maximum number of attendees that can be waitlisted for the session.

Waitlist Limit applies once the instance is fully subscribed.

Fully subscribed means the number of attendees registered has reached Capacity.

After Capacity is reached, up to Waitlist Limit attendees can be added to a waiting list.

The waiting list is pending cancellations.

Qualify Sessions

If the planner uses the Conference Sessions product, reviewers review speakers’ abstracts using the Reviewer Portal (see "Reviewer Portal").

On the same Sessions page, the planner can click Reviewer Stats.

Reviewer Stats provides a dropdown list of statistics for the current session.

The statistics include:

When the planner is satisfied with enough information about a session, the planner sets Status by selecting from a drop-down list.

The guide gives an example.

The planner sets the Status to Qualified if the planner is satisfied with the reviewers’ scores and progress.

The guide also allows qualifying sessions individually or in bulk on Session Reviews > Manage Reviews (see "Managing Reviews").

> Note: When a planner adds a session instead of a speaker submitting it through the speaker portal, the session status defaults to Qualified.

This applies to all sessions added for a Standard Sessions layout because a speaker portal is only available for a Conference Sessions layout.

Schedule Sessions

When a session has a status of Qualified (see “Qualify Sessions”), the planner can schedule each instance.

The scheduling sets the instance date/time and location.

The guide says scheduling can occur under the Schedules section while adding or editing a session.

The guide also says scheduling can occur on the SCHEDULER view on the Sessions list page (see “Scheduling”).

Publish Sessions

When a session has a status of Scheduled, publishing becomes possible.

Scheduled means at least one instance has been scheduled.

Publishing makes the session available for selection and assignment.

If the planner selected the Auto-Publish option when configuring session layout, and set it to ‘On’ for the session, publishing occurs automatically when scheduling happens.

If Auto Publish is not on, the planner clicks Publish.

Then the planner selects the attendee type(s) for whom the session must be published.

This selection controls display as an option on a form (see "Sessions on Forms") and in Certain Mobile.

This selection also controls assignment on Bulk Assignment (see "Bulk Assignment").

Then the planner clicks Publish for Attendee Type(s).

> Note: A session is not shown in Certain Mobile or on forms until the session is published.

The guide also allows publishing from the Session List.

The guide path is Manage > Speakers and Sessions > Sessions.

The planner clicks for the session, selects attendee type(s), then clicks Publish for Attendee Type(s).

Speakers

When Speaker and Session Management is enabled for the event, the planner adds speakers in:

Manage > Speakers and Sessions > Speakers

This differs from Event Setup > Speakers, which the guide states is not available when Speaker and Session Management is enabled.

The guide states that the speaker records are the same in Certain Mobile.

If the Conference Sessions layout is in use (see "Conference Sessions"), speakers can register themselves using the Speaker Portal (see "Speaker Portal").

Assign Speakers to Sessions

For sessions added on the Sessions page, the planner clicks Add Speaker on that page to add speakers to a session instance.

If the planner uses the Conference Sessions layout (see "Conference Sessions"), the planner can assign different speakers to different instances of a session.

The planner can upload a Speaker’s Agreement document for a speaker.

The planner can access a speaker’s sessions when viewing a speaker record.

The guide also states that this access is in addition to seeing sessions on the Sessions page.

Speaker Email Templates

To send emails to speakers, the planner first sets up at least one template on:

Promote > Communication > Speaker Email Templates

The dynamic data fields appended to those emails include speaker fields and session fields.

The dynamic fields also include custom fields set on:

Manage > Speakers and Sessions > Setup > Custom Fields

(see "Custom Fields").

Sessions on Forms

To enable attendees to select sessions as part of the registration process, go to:

Plan > Forms

Then edit the form and add a Sessions section to the form on its Setup page.

On the Sessions section configuration page, the planner clicks Session Display Options to customize display of contents of Session Sections.

Customizing display is only necessary when planners do not want to use default values.

The guide states that settings apply to all session sections in the form.

The guide says these settings include labels on buttons such as “Add to My Schedule”.

The guide says these settings include the text of messages such as “Waitlist Full”.

If the planner selects Enable, a Session area appears at the top of any form page that includes a Sessions Section.

The registrant can click to view or filter sessions published for the registrant’s attendee type.

If the event has a long list of sessions, filtering helps the registrant find sessions.

When the registrant searches, the registrant can enter any part of:

The guide states that searches are not case-sensitive.

The guide states that the list of sessions displayed is limited to sessions returned by the filter.

A filter only shows information included in the unfiltered records.

For example, if the registrant filters on Tags, the registrant sees only those tags used in records on the sessions being listed.

In the form, the attendee can add to their schedule any scheduled session instances published for the attendee type.

The guide references “Publish Sessions”.

> Caution: The Sessions section must always come after the Attendee Type section in the form.

This ordering supports the form listing the correct sessions.

Assigning sessions using Form Logic

Planners can also assign sessions via logic rules.

To add a rule on Forms > Logic, the planner uses the 'Assign Sessions' action.

> Warning: Sessions are always published for specific attendee types.

If a logic rule tries to assign a session to an attendee of any other attendee type, the rule fails.

> Best Practice Note: Do not use logic to assign sessions limited by capacity.

If the session is full, the logic assignment would fail.

The registrant would not see a warning.

Scheduling

The guide defines the SCHEDULER view under Session List on the Sessions page.

Selecting the SCHEDULER view displays a grid view showing when and where session instances are scheduled.

The guide also says this view lets planners schedule sessions by date/time and location.

Scheduling uses an approach of clicking a date/time slot on the grid.

Then the planner selects the session to schedule.

This method is an alternative to scheduling each session individually while editing.

Scheduling occurs per session occurrence by date/time and location.

This requires that the planner adds locations on:

Manage > Speakers and Sessions > Locations

(see "Locations").

If the Standard Sessions layout is in use, each session has only one instance.

If the Conferences Sessions layout is selected, each session in Sessions has an Instances field.

The Instances field counts times the session takes place.

The planner schedules instances either here on the SCHEDULER or when editing the session.

The planner chooses calendar view type.

Calendar views include:

The guide states that the last two views are only for “helicopter’ perspective.

The guide states that scheduling can occur only in Day or 3 Day views.

To add a session to the schedule

1. Ensure the current calendar view is Day or 3 Days.

2. If required, click Color to select what color to show sessions in: Track, Type, or Level.

3. Navigate to the required date in the schedule.

4. Click that date to display the list of available sessions.

5. Select a session.

The guide states that selection schedules the session.

To change or remove a scheduled session occurrence

To change the scheduled date, time, or location of a session instance, drag the session occurrence from its current time slot to its new one.

To remove a session occurrence from the schedule, select the session occurrence in the schedule, then click Unschedule.

Assigning Sessions to Attendees

When a planner assigns a session to an attendee, the planner is assigning an instance.

An instance is a session scheduled for a particular date and time in a particular location.

There are two ways to assign sessions:

1. For one attendee at a time, on Manage > Registration > Sessions 2. For multiple attendees at the same time, on Manage > Speakers and Sessions > Bulk Assignment

Before assigning sessions to an attendee, the planner must schedule at least one instance of the session.

The guide references “Scheduling”.

The planner must also publish the session for at least one attendee type.

That process makes the session instances available for assignment.

Assignments to One Attendee

To assign sessions to one attendee, go to the attendee registration under Manage > Registrations.

The guide gives two example entry points.

The guide references clicking Find on the Event Dashboard at Manage > Registrations.

The guide also references clicking an area labeled ** in Global Navigation Buttons in the top right of any page.

Then the guide instructs clicking Sessions in the Left Navigation Panel.

The attendee's session instances list by date and time.

The guide instructs clicking Add Session(s) to open a pop-up modal named Add Sessions.

The Add Sessions window lists sessions that can be assigned to the attendee.

The listed sessions have space available.

The listed sessions also must be published for the attendee's attendee type.

To filter displayed sessions, the planner enters or selects details in one or more filter fields at the top of the window.

Filter fields include ** and include entering any part of a Session Name, Event Track(s), Session Type(s), Tag(s), and Date.

If the planner selects the Show only Waitlisted Sessions check box, the list includes only sessions that are full but have space on a waiting list.

The guide states that waiting list space is determined by the Capacity and Waitlist Limit on the session record.

The guide also states that waiting list space depends on the number of attendees already waitlisted.

The planner selects the check box(es) for the session(s).

Then the planner clicks Assign Session(s) in the pop-up window.

> Note: The planner can only assign up to 10 sessions at a time.

To assign more, the planner does assignments in batches of 10.

Details shown for each session include Session Name, Track, Type, Location, and Availability.

Availability equals session Capacity minus the number of assigned attendees.

> Note: The number of slots available decreases only when the event status is ”Live” and the attendee being assigned is not a "Test" registration.

The guide says the planner can click a session to show its Speaker(s) and click again to hide.

The details shown may include one or both icons:

The overlapping session is either selected in the list or already assigned to the attendee.

This overlap is possible only if Allow Overlapping Sessions for Registrations is selected for the event under "Speaker and Session Management" on Plan > Configure > Options.

Session List

After clicking Assign Session(s) to save the new assignment(s), the attendee’s sessions list includes the addition(s).

The guide states that details shown for each assignment match those in the pop-up window.

Those details may include either or both icons:

> Note: To assign a waitlisted attendee to the session, change the status to Registered.

This change is possible only if someone else cancels, creating space.

Changing Status

A planner can change the Status of a session assignment as follows:

| From | To | When | | --- | --- | --- | | Waitlisted | Cancelled | Always | | Waitlisted | Registered | Capacity is Available | | Registered | Cancelled | Always | | Registered | No Show | Always | | Registered | Attended | Always | | Cancelled | Registered | Capacity is Available |

> Note: The planner cannot change the status to 'Waitlisted'.

The planner can only do that by assigning a session that is full but has space on its waiting list.

Bulk Assignment

To assign sessions to several attendees at the same time, the planner goes to:

Manage > Speakers and Sessions > Bulk Assignment

The guide states that the planner by default is on the Assign Sessions tab.

1. Select the session instance to be assigned.

Registrations are then listed.

Registrations include an attendee type for which the session has been published.

Registrations exclude attendees already registered for the same session instance. 2. The planner can filter sessions further by selecting an attendee type.

The planner can also filter by selecting a question and then an answer to that question.

The planner can also filter by typing any part of an attendee name.

The list updates dynamically. 3. The planner selects the attendees to whom to assign the session occurrence.

The planner then clicks Save.

> Note: A registrant cannot be assigned to sessions whose times overlap.

This exclusion applies unless the event has the option to "Allow Overlapping Sessions for Registrations" set under “Speaker and Session Management” on Plan > Configure > Options.

Unassigning Sessions

To cancel assignment of sessions to attendees, go to:

Manage > Speakers and Sessions > Bulk Assignment

Then click the Unassign Sessions tab.

1. Select the session instances to be unassigned.

Attendees with the selected instance assigned are listed. 2. The planner can filter the registrations listed in the same way as for assigning sessions. 3. The planner selects attendees for whom the planner cancels assignment.

Then the planner clicks Save.

Assignments via Import

A planner can assign sessions to attendees.

A planner can also change status of existing assignments by importing a file.

Go to:

Manage > Registrations > Import

Then select “Registration Session Instances” as the data to import.

Prepare an Excel or.CSV file with these four columns:

The planner then steps through the wizard to upload the data file and map columns in the file to database fields.

Speaker Portal

Introduction

The Speaker Portal section applies only if the Conference Sessions layout is in use for the event.

If Conference Sessions is not in use for an event, the guide instructs jumping ahead to Reports.

The guide references "Reports Page".

When the Conference Sessions layout is selected for an event, the guide explains configuring a speaker portal for that event.

The guide states speaker portal enables speakers to submit their papers.

The guide also states someone else can submit on a speaker’s behalf.

While the speaker’s abstract is being reviewed (see “Reviewing Session”), the speaker logs into the speaker portal.

That speaker login provides access to tasks assigned.

The guide notes these tasks include a reviewer requesting changes.

The speaker can upload a revised abstract.

The speaker can mark tasks “done”.

The speaker can upload additional abstracts.

After the submission is qualified (see “Qualify Sessions”), speakers can upload their presentation.

> Note: If a planner is setting up a Reviewer Portal (see "Reviewer Portal"), the Speaker Portal must be set up first.

Adding and Editing a Speaker Portal

To configure a Speaker Portal for an event, go to:

Manage > Speakers and Sessions > Speaker Portal.

The guide states that the Speaker Portal has four configuration pages accessed by the left navigation panel:

The planner first edits and saves details on the Settings page.

Saving creates the portal and enables access to the other three pages.

Settings

The Settings page enables editing general settings for the Speaker Portal.

Those settings include the portal name and date and time display formats.

When saved, the settings page shows the URL for the portal.

The settings page also enables access to the other configuration pages.

Saving also creates default emails sent to speakers on successful submission and approval.

The planner can modify those emails or create different ones in Promote > Communication > Speaker Email Templates.

Site Layout

On the Site Layout page, accessed by clicking Layout & Color in the Left Navigation Panel, planners choose and configure the color palette and navigation bar.

Choose Palette

Planners choose a color palette from the list including “Default Palette”, “Autumn Palette”, “Cool Palette”, etc.

The guide states the choice is applied immediately to layout on the right.

Planners hover the mouse over a palette to display an icon.

That icon can be clicked to list the colors in that palette and where those colors are used.

Planners can then customize any of those colors.

Choose a NavBar Position

Planners choose whether the navigation bar should be Horizontal or Vertical.

Planners also choose whether menu options display as Icons &Titles or Titles Only.

Branding

On the Branding page, planners define branding for the Speaker Portal, including:

Use the Standard Logo Bar

If selected, the logo bar has standard size.

The guide states the bar uses the color determined by the selected Color Palette.

The planner clicks Browse to upload a logo.

The recommended logo size is 100px wide x 40px high.

Use a Custom Header Graphic

If selected, the header consists of the uploaded graphic only.

The planner clicks Browse to upload an image.

The recommended image size is 1500px wide x 100px high.

Planners can click Add a Link to the Above Graphic to add a website or webpage URL.

That URL opens when the speaker clicks the graphic.

This link is optional.

This link is particularly appropriate if the image is for an event sponsor.

Pages

The speaker portal includes preconfigured pages.

The planner can click the Pages link in the Left Navigation panel to open the Pages configuration page.

The Pages configuration page lets planners:

To add new pages with rich content, the planner clicks Add New.

To edit a page, the planner clicks an option in the Actions column.

The editing facilities match editing facilities used for the session layout.

To preview the speaker portal, the planner clicks Preview Site.

Page List

When the planner clicks the Pages link in the left navigation panel, the portal’s pages list on the right includes details:

The Page includes these two functions:

1. A prospective speaker clicks SUBMIT A PROPOSAL.

That click takes the speaker to the Speaker page where speakers enter details and upload abstracts. 2. A registered speaker logs in by entering Username and Password.

When a planner edits the Login page, the planner can change labels used for the proposal prompt, button labels (“Submit a Proposal” and “”), and fields (“Username” and “Password”).

A planner can also choose to Close Proposal Period.

After closure, potential speakers cannot submit proposals.

My Information

The speaker information comes from the Speaker page entered by the planner.

The guide references the Speaker page below.

The speaker information is editable on:

Manage > Speakers and Sessions > Speakers

(Editable.)

My Tasks

My Tasks lists tasks assigned to the speaker by reviewers.

Speakers can click Done on each task.

My Tasks is not editable.

My Sessions

My Sessions lists sessions in which the speaker is speaking.

My Sessions is editable.

The guide states My Sessions may be marked Read Only.

Speaker

Speaker submits details of a new speaker.

Speaker is editable.

Speaker may be marked Open or Closed.

Add Abstract

Add Abstract uploads a new abstract.

Add Abstract has fixed content.

Add Abstract may be marked Open or Closed.

New Basic Pages

Planners click Add New in the upper right corner of the Pages configuration page to add a new page.

The planner then adds rich content for that new page.

Example added pages include:

The guide states that the planner sees the page added to the end of the list of pages.

The planner clicks in the Actions column to edit.

Editing opens the Basic Page Details panel.

Basic Page Details includes:

Layout editor supports:

Reviewing Sessions

> Note: Reviewing Sessions is relevant only if the Conference Sessions product is in use.

If Conference Sessions is not in use for the event(s), the guide instructs jumping ahead to Reports.

The guide references "Reports".

To see an overview of review status, go to:

Manage > Speakers and Sessions > Review Sessions

Review Sessions shows:

The guide lists left navigation panel links:

Tiers

Planners can create up to five tiers.

Planners assign reviewers to tiers.

Reviewers review sessions passed to their tier.

One “Default Tier” is created automatically.

Planners can rename Default Tier and add others.

To add or edit tiers, go to:

Manage > Speakers and Sessions > Session Reviews> Tiers

For each tier, planners set the following information:

Email Templates

For each tier, planners select Email Templates used for notifications sent to reviewers.

Default email templates are created automatically when planners create the Reviewer Portal.

Planners can edit those templates or add new ones on:

Promote > Communication > Reviewer Email Templates

The guide lists email templates:

Recommendations

Planners configure when Certain provides an Approval Recommendation for a Session in a tier.

Planners choose what the recommendation applies to.

The recommendation target is either:

By default, planners see and process recommendations in Manage Reviews.

If planners select Process Recommendations Automatically, recommendations process every few minutes.

If a session meets tier criterion, the session automatically moves to the selected tier or becomes approved.

Managing Reviews

Planners go to:

Manage > Speakers and Sessions > Session Reviews > Manage Reviews

for accepting or rejecting sessions or moving sessions to review.

Planners can process reviews in bulk or individually.

Planners click the relevant button to determine displayed sessions.

Displayed sessions include those that are:

Planners filter the list by Track.

Planners filter the list by Type, example includes Keynotes and Hands on Labs.

Planners filter the list by typing any part of a Session Name, Code, or Description.

To manage an individual session, the planner clicks a relevant icon:

> Note: Recommendations are not shown for sessions on tiers where recommendations are set to “Process Recommendations Automatically”.

Reviewers

> Note: Reviewers content is essential if a Reviewer Portal is used in the event.

Reviewers are people reviewing sessions submitted for the event.

Reviewers do the review work on the Reviewer Portal.

To add, edit, or import reviewers, go to:

Manage > Speakers and Sessions > Session Reviews > Reviewers.

Reviewer records automatically add to the account’s Profile database.

The Reviewers page includes additional information on reviewer records.

The guide states much of this information is self-explanatory contact information.

The guide states the Username must be unique in the account.

Reviewers use that Username with their Password to access the Reviewer Portal.

If permitted, reviewers can edit their own records when logged in to the Reviewer Portal.

Reviewers edit those records in the same location where reviewers review papers assigned to them.

The guide lists two event-specific fields for a reviewer:

Reviewer Portal

Introduction

The Reviewer Portal section applies only if the Conference Sessions layout is in use for the event.

If the layout is not in use, the guide instructs jumping ahead to Reports.

The guide references "Reports".

Before configuring the reviewer portal, planners need to complete configuration of two other areas.

These areas are used as basis of certain reviewer portal areas:

1. The session layout (see "Sessions Layout") 2. The Speaker Portal (see "Speaker Portal")

When the Conference Sessions layout is selected for an event, planners can configure a reviewer portal.

In this portal, reviewers review sessions in tracks to which they are assigned.

Adding and Editing a Reviewer Portal

To configure a Reviewer Portal for an event, go to:

Manage > Speakers and Sessions > Reviewer Portal

Like the Speaker Portal, the Reviewer Portal has four configuration pages accessed via the left navigation panel:

First, planners edit and save the details on the Settings page.

Saving creates the portal and enables access to the other three pages.

Settings

On the Reviewer Portal Settings page, planners edit general settings.

Those include portal name and date and time display formats.

After clicking Save, planners see the URL for the portal.

Saving enables access to the other configuration pages.

Saving also creates default emails sent to reviewers.

The emails advise reviewers of assignment or deadlines.

Planners can modify emails in:

Promote > Communication > Reviewer Email Templates

Planners assign those templates to Tiers.

The guide path for assignment is:

Manage > Speakers and Sessions > Session Reviews > Setup

(see "Reviewing Sessions").

Site Layout

On the Site Layout page, accessed by clicking Layout & Color in the Left Navigation Panel, planners choose and configure the color palette and navigation bar.

The guide states the defaults come from the Site Layout of the Speaker Portal.

Branding

On the Branding page, planners define branding for the Reviewer Portal.

Branding includes the logo and how it is displayed.

The guide states that the default is what planners configured for the Speaker Portal.

The guide also states that planners can configure the Reviewer Portal differently.

The options are the same as Speaker Portal options.

Options include using Standard Logo Bar or Custom Header Graphic.

For Custom Header Graphic, planners can include a link to a website or webpage to open if the reviewer clicks the graphic.

Pages

The reviewer portal includes preconfigured pages.

Planners can click the Pages link in the Left Navigation panel to open Pages configuration.

Pages configuration supports:

To add new pages, planners click Add New.

Then planners add rich content.

To edit a page, planners click an icon in the Actions column for the page.

Editing facilities match Speaker Portal editing facilities.

To preview the reviewer portal, planners click Preview Site.

When planners click the Pages link in the left navigation panel, the portal’s pages list shows:

The Reviewer Portal includes these pages:

Reports

To report on Speaker and Session Management information, go to:

Reports/Analyze > Summary Reports.

Standard reports are available under Event Session Summary Reports.

The guide also states that planners can click Add Report to add a new custom report.

Event Session Summary Reports

Event Session Summary Reports include:

Custom Reports

The guide states that custom report types are available when planners click Add Report:

Session Data Reports Speaker Session Data Reports Reviewer Data Reports