Speaker and Session Management User Guide

Introduction

• This document is a guide to setting up Speaker and Session Management in Certain.
• That product is enabled for all Certain accounts by default – as a planner, you decide whether to enable it for individual events.
• Certain’s Speaker and Session Management module enables you to manage the speakers, sessions, abstracts, and presentations for events of any size.
• These can range from small meetings with standard sessions to large user conferences with hundreds of speakers and thousands of sessions.
• The separate Speaker and Session Management Introduction document provides a brief overview of the features available in this product.
• The Conference Sessions product is an advanced feature of Speaker and Session Management. It is included in this guide but is not automatically enabled for all accounts.
• If interested in what the Conference Sessions product offers, including a Speaker Portal, a Reviewer Portal, and more custom fields per session, please email help@certain.com with your account name.
• If this product is enabled for an event, the Conference Sessions sub-module provides additional features such as an online Speaker Portal, an online Reviewer Portal, and a workflow with more custom fields per session (200 instead of 15).

Enabling the Products

• In the event, go to Plan > Configure > Options.
• Select the Speaker and Session Management Module under Functional Areas Needed by This Event.
• Save.
• Important Note: Once data is added to the Speaker and Session Management module (for example, event tracks or sessions), you cannot deselect the module for the event unless all the sessions have a status of “cancelled”.
• The Manage menu on the Top Navigation Menu Links now includes “Speakers and Sessions”. That takes you to the Sessions page described on page 5.
• The Left Navigation Panel there includes links to Sessions, Speakers, Locations, Tracks, Bulk Assignment, and Setup; these are all described here and in the Page Help.
• Note that when this module is enabled, sessions in the event are added on the Sessions page (see "Sessions"), instead of as agenda items, although agenda items can still be used for merchandise.
• Conference Sessions is an optional sub-module that adds features for larger events, such as an online Speaker Portal, a Reviewer Portal, review- and task-based workflow, and more custom fields per session.

Essential Initial Setup

Custom Fields

• To configure Custom Fields that you can apply to Sessions, Speakers, or Session Reviews, go to Manage > Speaker and Session Management > Setup > Custom Fields.
• You can use these custom fields on the Session Layout (described in the next section), on the Speaker page, on the Speaker Portal (see "Speaker Portal"), on the Reviewer Portal (see "Reviewer Portal"), and in forms, mails, and reports.
• To add a new custom field, click Add Custom Field.
• To edit an existing custom field, click [edit control].
• The types available are Text, Ratings/Score, File, Text Area, Radio, Checkbox, Select, and Select Multiple.
• Ratings/Score fields are only for use on session reviews.
• The last four types of those eight are lists of options that you configure, including their possible values, the order in which they're displayed, and which is the default value.

Session Layout

• Whichever of the two layout options you select, you can define and arrange fields on your layout, choosing from the pre-defined standard fields and the custom fields you have added.
• A default layout is provided. You can use that as it is, or configure it as required.
• If Conference Sessions is enabled for the event, you first choose one of two starter options: Standard Sessions or Conference Sessions.
• If Conference Sessions is not enabled, the Standard Sessions layout is automatically in effect and is not referred to as such.
• Standard Sessions layout includes: Easy session entry; Up to 15 custom fields; Auto-publish options; One scheduled instance of each session.
• Conference Sessions layout includes: Up to 200 custom fields; Multiple scheduled instances of a session (different dates/times/locations and even speakers); Review- and task-based workflow; Online Speaker Portal; Online Reviewer Portal.
• Configuring your Session Layout: You can define and arrange fields using pre-defined standard fields and custom fields. A default layout is provided. You can use it as-is or customize it.
• To add standard or custom fields, or section dividers, hover above a section to display Add; click to add.
• To move an element, hover to change the pointer to a hand and drag the element to a new position.
• To delete an element, hover until it changes color and click the red cross.
• To resize fields, hover over the right edge and drag.

Locations

• To add or edit the locations (rooms and halls) used for sessions, go to Manage > Speakers and Sessions > Locations.
• Each location has Name, Code, Type (Meeting Room, Meeting Hall, or Conference Hall), maximum Capacity, and a Venue.
• To add a custom Location Type, enter its name in the text box and click Save.
• Once you have added locations, you can allocate sessions to them by date (see “Scheduling” on page 8).
• To import locations from an Excel file, click Import. This provides a template file to download. To update existing locations, you can download a list, edit, save, and upload back.

Optional Initial Setup

Tracks

• Tracks group sessions by theme. If using the Standard Sessions layout, Tracks are optional; if using the Conference Sessions layout with a Reviewer Portal, Tracks are required because reviewers are assigned to tracks.
• If using Conference Sessions and a Speaker Portal, you need to add Tracks before speakers can select them for their sessions.
• To add tracks, go to Manage > Speakers and Sessions > Tracks, and click New Track.
• Each track has Name, Description, and Color. The track color can be used on the SCHEDULER grid view to group sessions visually (see Scheduling).
• If using the Conference Sessions layout, there is another field: Reviewers. Select the Reviewer(s) who will review the sessions in this track.
• You can add one or more Sub-tracks to a track. When you assign a session to a track, you can assign it to one or more of that track’s sub-tracks. If using Conference Sessions, you can set up Reviewers to review sessions by sub-track or remain at the top-level track.

Industries

• You can select the industries to be available as the "target" industries for sessions. Example: Financial Services, Pharmaceutical, etc.
• Go to Manage > Speakers and Sessions > Setup > Industries and select relevant industries.
• If there are no Industries to choose from, contact your Administrator to create them in the account (on Account Settings > Management > Job Functions).

Job Functions

• Similar to Industries, you can select job functions to be available as the "target" job functions for sessions. Examples: CEO, CMO, Marketing, etc.
• Go to Manage > Speakers and Sessions > Setup > Job Functions.
• If there are no Job Functions to choose from, contact your Administrator (on Account Settings > Management > Industries).

Core Setup/Management

Sessions

• To add sessions, go to Manage > Speakers and Sessions > Sessions.
• Click Add New to enter details manually, or Import to import from Excel or .csv (download a template during import).
• If using Conference Sessions, prospective speakers can add their sessions online via the Speaker Portal (see "Speaker Portal").
• To edit an existing session, click on the list item.
• The fields on the add/edit page and the page layout are configured for the event on Manage > Speakers and Sessions > Setup > Session Layout.
• If Conference Sessions is enabled, a speaker can add their session online via the Speaker Portal.
• Instances: With Simple Sessions (one instance), or Conference Sessions (multiple instances with their own date/time/location/speaker(s)).
• Abstract File: To add an abstract (PDF), click Upload File or Choose File. Only one abstract document can be uploaded per session; uploading a new one replaces the original.
• Abstract Description: Optional internal description or summary of the abstract; not shown to attendees.
• Session Presentations: To add a presentation file (PowerPoint), click Upload File or Choose File; you can upload more than one.
• Session Fees: To add fees for the session, click Add Session Fees.
• Speakers: To add a speaker, click Add Speaker and select from Speakers; you can designate a primary speaker (green star) and other additional speakers (gray stars).
• Waitlist Limit: Enter the maximum number of attendees that can be waitlisted for the session. This applies after the instance is fully subscribed.
• Qualify Sessions: If using Conference Sessions and reviewers are using the Reviewer Portal, go to Sessions to see statistics (Average Score, Reviewers’ Progress, Requested Modifications, Remaining Reviewers). A session can be set to Qualified when reviewers are satisfied.
• Schedule Sessions: After a session is Qualified, schedule each instance for a date/time and location. Scheduling can be done in the session, or in the SCHEDULER view.
• Publish Sessions: When a session is Scheduled, you can publish the session to make it available for selection and assignment. If Auto-Publish is On in the layout, publishing is automatic when scheduled. If not, you must Publish for Attendee Type(s).
• Speakers: When Speaker and Session Management is enabled, you add speakers in Manage > Speakers and Sessions > Speakers, not in Event Setup > Speakers.
• Assign Speakers to Sessions: For sessions added on the Sessions page, click Add Speaker to assign speakers; Conference Sessions allows different speakers for different instances.
• You can upload a Speaker’s Agreement document; you can access a speaker’s sessions on their speaker record and on the Sessions page.
• Speaker Email Templates: To send emails to speakers, create templates on Promote > Communication > Speaker Email Templates. Dynamic fields include speaker fields, session fields, and any custom fields from Custom Fields.
• Sessions on Forms: To let attendees select sessions during registration, go Plan > Forms > edit the form and add a Sessions section on its Setup page. Session Display Options customize the display of Session Sections; you can edit default values or adjust labels and messages. When Enable is selected, a Session area appears at the top of the form. Registrants can search by Session Name, Session Description, Speaker First/Last Name; searches are not case-sensitive. The list is limited to sessions published for the attendee type. The form can show only published sessions; if a session is not published, it is not shown in Certain Mobile or on forms.
• Assigning sessions via Form Logic: You can assign sessions via logic rules; use the "Assign Sessions" action. Warning: Sessions are always published for specific attendee types; a logic rule that assigns to another attendee type will fail.
• Scheduling: The SCHEDULER view displays a grid showing when and where session instances are scheduled. You can schedule by date/time and location, and view in Day, 3 Day, Week, or Month views. To add to the schedule, ensure the current calendar view is Day or 3 Days, select a color, navigate to the required date, click the date to display available sessions, and select a session.
• Assigning Sessions to Attendees: You assign an instance (a scheduled session) to an attendee. There are two ways:

1) For one attendee at a time: Manage > Registrations > Sessions.

2) For multiple attendees at the same time: Manage > Speakers and Sessions > Bulk Assignment.

• Before assigning, you must have at least one scheduled instance and the session published for at least one attendee type.
• Assignments to One Attendee: Open the attendee’s registration (Manage > Registrations), click Sessions in the Left Navigation Panel, then Add Session(s). The window lists sessions with space available and published for the attendee type. Use filters to narrow results; you can assign up to 10 sessions at a time.
• Details in the assignment window include Session Name, Track, Type, Location, and Availability (Capacity minus assigned attendees). The number of slots available decreases only when the event status is “Live” and the attendee is not a Test registration.
• Overlap and Waitlist icons indicate overlaps or waitlisted status in the assignment window.
• Changing Status: You can change Status for assignments (Waitlisted, Cancelled, Registered, No Show, Attended) under specific conditions. You cannot set a status to Waitlisted manually in all cases; you can only assign a full session with a waitlist space or cancel a session where applicable.
• Bulk Assignment: Manage Bulk Assignment to assign sessions to several attendees at the same time. You can filter by attendee type, a question/answer, and attendee name. You can assign to multiple attendees and save in batches (up to 10 per batch). You cannot assign sessions whose times overlap unless the event allows overlapping sessions for registrations.
• Unassigning Sessions: Cancel the assignment of sessions to attendees via Bulk Assignment > Unassign Sessions. You can filter registrations and select attendees to cancel.
• Assignments via Import: You can import assignments or status changes via a file. Go to Manage > Registrations > Import and select “Registration Session Instances.” Prepare a file with Registration Code, Session Code, Instance Code, and Registration Session Status (e.g., Registered, Cancelled, No Show, Attended, Waitlisted). Upload and map fields.
• Speaker Portal: The Speaker Portal section is only applicable if the Conference Sessions layout is in use for the event. If Conference Sessions is not used, jump to Reports.
• Adding and Editing a Speaker Portal: Go to Manage > Speakers and Sessions > Speaker Portal. There are four configuration pages: Settings, Layout & Color, Branding, Pages. Settings allow editing portal name and date/time formats; Save shows the portal URL and enables access to the other pages; default emails for successful submissions and approvals can be modified in Promote > Communication > Speaker Email Templates.

• Site Layout, Branding, and Pages: Site Layout configures the color palette and navigation bar. Branding configures how the Speaker Portal branding is displayed (logo, header graphic, and optional link). Pages configures which pages appear in the portal, their order, and whether they are open or closed to speakers; you can add new pages and preview the site. Each page has fields such as Title, Show, Read Only, and actions to edit or delete.
• The Page List shows each page with its icon, title, show status, and actions; some pages may be locked or fixed (e.g., My Tasks, My Information).
• The My Information page shows a speaker’s details; My Tasks shows tasks assigned by reviewers; My Sessions lists the speaker’s sessions; The Speaker page allows submitting details of a new speaker; Add Abstract uploads a new abstract; New Basic Pages allows adding new pages to the portal.

• Reviewing Sessions (Conference Sessions required)
• Go to Manage > Speakers and Sessions > Review Sessions to see the current review status for the event.
• A funnel chart shows statuses: Submitted, Under Review, Approved; a second chart shows data per tier.
• Tiers: Create up to five tiers to assign reviewers; a Default Tier is created automatically. Each tier has Tier Name, Due Date, Can see the reviews in the Tier(s), and Privileges (edit and/or approve).
• Email Templates: For each tier, select templates for When Assigned, Upon Review Completion, Review Reminder, and Recommendations.
• Recommendations: Configure when Certain will provide an Approval Recommendation for a Session in this Tier; Add Recommendation with fields for Column (Score or numeric Custom Field), thresholds, and target (Target Tier or Approval). You may configure automatic processing of recommendations.
• Managing Reviews: Accept or reject sessions, or move them to review; you can process reviews in bulk or individually. Use filters for Submitted, Under Review, Approved; drill into a session’s reviews to view scores; process recommendations from the Reviews list.
• Reviewers: Manage reviewer records; add, edit, or import reviewers; each reviewer must have a unique Username; Reviewer Portal access is tied to these credentials. The two event-specific reviewer fields are Tier and Track(s); Tracks are configured in Tracks.

Conference Sessions

• The Conference Sessions sub-module offers additional features for larger and more complex events, including an online Speaker Portal, Reviewer Portal, review- and task-based workflow, and more custom fields per session (200 vs 15).
• If Conference Sessions is enabled, enable it per event by selecting the Speaker and Session Management Module and then selecting the Conference Sessions sub-module.

Reviewer Portal

• The Reviewer Portal Section is only applicable if the Conference Sessions layout is in use for the event.
• Before configuring the reviewer portal, complete the configuration of Session Layout and Speaker Portal.
• To configure a Reviewer Portal for your event, go to Manage > Speakers and Sessions > Reviewer Portal.
• The Reviewer Portal has four configuration pages: Settings, Layout & Color, Branding, Pages.
• Settings allow editing general portal settings; Save shows the URL and enables access to other configuration pages.
• Site Layout and Branding mirror the Speaker Portal configuration.
• Pages configuration is similar to the Speaker Portal; you can add new pages, edit, preview, and customize the navigation.
• The Page List shows icons, titles, Show status, Read Only, Actions, and Reorder; the reviewer page has its own page order and required first page.

Reports

• To report on Speaker and Session Management information, go to Reports/Analyze > Summary Reports.
• Standard reports include Event Session Summary Reports and related options; you can Add Report for custom reports.
• Event Session Summary Reports include:
• Event Session Summary Report: A summary of the total quantity selected by complete registrations for each session.
• Event Session Status Summary Report: A summary of registrations for each session, grouped by session status.
• Event Session and Speaker Summary Report: A summary list of all qualified sessions and their speakers.
• Sessions Report: A detailed list of all sessions with configured information.
• Speakers Report: A detailed list of all speakers.
• Custom Reports include several types, such as Session Data Reports, Registration Sessions, Conflict Report, Registrations with Sessions, Session Ratings, and various “Speakers” and “Sessions” related reports.
• Related articles include Mass Download of Profile Images using a Report, Session Tracks - Uses and Workflow, and others.

Enabling the Products (Summary)

• In an event, enable Speaker and Session Management under Plan > Configure > Options.
• Save and confirm that the module remains enabled, as disabling it after adding data is restricted.
• The Left Navigation includes links to Speaker Portal, Session Reviews, and Reviewer Portal once enabled.
• Conference Sessions adds a richer feature set including a more robust layout and reviewer workflow.

Notes

• The Conference Sessions product is optional and may require specific configuration for events.
• The Speaker Portal and Reviewer Portal are only relevant when Conference Sessions is enabled.
• The content above preserves the substantive information and sequence from the original article, translated into a structured, human-readable Markdown format.

Summary of Key Paths

• Plan > Configure > Options (enable modules)
• Manage > Speakers and Sessions > Sessions (add/edit sessions)
• Manage > Speakers and Sessions > Locations (locations)
• Manage > Speakers and Sessions > Tracks (tracks)
• Manage > Speakers and Sessions > Setup > Custom Fields (custom fields)
• Manage > Speakers and Sessions > Session Layout (layout)
• Promote > Communication > Speaker Email Templates (templates)
• Plan > Forms (Sessions on Forms)
• Manage > Registrations > (Assignment workflows)
• SCHEDULER view (Scheduling)
• Speaker Portal / Reviewer Portal (optional, Conference Sessions)
• Reports (Event Session Summary Reports and Custom Reports)