To prevent spam and verify sender identity, Google and Microsoft updated their email security policies in 2024. These policies require email authentication to ensure that messages are delivered to the correct recipients and avoid being flagged as spam. This verification process affects any email sent by CTI.
Audience: CTI and client internal IT teams Configured by: CTI and client internal IT teams
Overview
To prevent spam and verify sender identity, Google and Microsoft updated their email security policies in 2024. These policies require email authentication to ensure that messages are delivered to the correct recipients and avoid being flagged as spam. This verification process affects any email sent by CTI.
As part of this process, IT teams should verify the DKIM and DMARC configurations for each association URL (e.g., yourdomain.com) before each event setup.
When/How to Verify
This verification should be performed at the start of each meeting creation. Each organization only needs to check its own domain, such as yourdomain.com
Download Instructions: Please refer to the document below for detailed steps on verifying DKIM and DMARC configurations.
The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties. The current CRM pricing levels established for cAPI are intended only for data transfer use.
The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties. The current CRM pricing levels established for cAPI are intended only for data transfer use.
LIMITS
The limits apply to unique endpoints. The client would be able to request the same Presentation 3 times per hour since the PresentationID is included in the GET Presentation endpoint.
Request Limits The limits are currently set to: 1. CREATES to 100reqs/1min 2. UPDATES to 1req/1min 3. GET to 3req/60min 4. DELETE to 3req/60min
This allows the API developers to pull all Sessions/Presentations 3 times per hour without running into a rate limit. If they try to pull the same Presentation more than 3 times in a single 60-minute period, they will get a 429 – Too Many Requests response.
For this reason, we recommend storing a local cache of the SessionType/ActivityType/Location data (Key and Name) to prevent unnecessary queries of the Program Setup endpoints.
This would allow the API user to pull Program Data as frequently as every 20 minutes without exceeding rate limits.
This guide provides shortcuts and instructions for navigating and editing presentations in the cAdmin video stream recording tool. It also explains how to create individual presentations from recorded sessions and verify recording accuracy.
This guide provides shortcuts and instructions for navigating and editing presentations in the cAdmin video stream recording tool. It also explains how to create individual presentations from recorded sessions and verify recording accuracy.
In the latest release, we’ve streamlined cAdmin’s Campaign Portal Configurations to enhance user-friendliness. Key features include customizing Campaign Portal navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas, allowing for quicker and more efficient administration aligned with your campaign needs.
In the latest release, we’ve streamlined cAdmin’s Campaign Portal Configurations to enhance user-friendliness. Key features include customizing Campaign Portal navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas, allowing for quicker and more efficient administration aligned with your campaign needs.
How to Configure Portal Campaigns and Tasks
1. In cAdmin, go to Configuration > Site Configuration, then click Campaigns. Only users with the roles of Association Administrator, Distributor Administrator, Association Team Leader, or Distributor Team Leader have access to the Configuration tab.
2. Scroll to DashBlockTemplate_Messages or DashBlockTemplate_Tasks and verify that at least one activity type is assigned. If these configurations are missing, click Add New Configuration, copy and paste one of the configurations mentioned above, and save it. This ensures that the Messages (Campaigns) or Tasks tabs are visible on the Portal for users with the assigned activity type. • Note: Qualifier 1 represents the Campaign’s “Internal name,” which is hidden by default on the Campaigns dashboard. To display it, click the gear icon and enable “Internal name.” Do not add extra qualifiers for Messages or Tasks, as Qualifier 1 alone is sufficient.
3. Navigate to Settings > Workflow Applications > cPortal, and choose either the Tasks or Messages (Campaigns) tab to modify. Here, you can update the tab’s Navigation label, Instructions text (with links and images), and Sidebar content.
4. To update the fields displayed on the Portal card, return to Configuration > Site Configuration > Campaigns and navigate back to DashBlockTemplate_Messages or DashBlockTemplate_Tasks, and select one of the assigned activity types. • Note: As mentioned, no additional qualifiers other than Qualifier 1 are necessary for Messages or Tasks.
5. Add the fields in the order in which you’d like them to appear on the portal. Use the following formatting in the Option Value field to display the desired information:
Example Fields with Formatting: The dollar signs ($$) represent cAdmin fields pulled into the Portal, and the text between <propertyTitle> tags are custom labels that will appear on the Portal.
6. Test the configuration by selecting the Campaigns tab within cAdmin, choosing the configured campaign, and entering a test control number. Preview the changes in the Messages or Tasks tabs within the Portal by shadowing a test user. Refresh the Portal page after each cAdmin config update and adjust the fields to achieve the desired layout.
This new feature allows users to perform bulk updates for Response Status, Response Action, and Session Role Status in the Campaign Recipients Dashboard. It streamlines managing multiple recipients by enabling multiple edits in just a few steps. This feature saves time by simplifying bulk updates and improves accuracy through its preview functionality.
This feature allows users to perform bulk updates for Response Status, Response Action, and Session Role Status in the Campaign Recipients Dashboard. It streamlines managing multiple recipients by enabling multiple edits in just a few steps. This feature saves time by simplifying bulk updates and improves accuracy through its preview functionality.
How to Use
1. Initiate Bulk Action: • Go to the Campaign Recipients Dashboard, select recipients, and click Bulk Action.
2. Select Updates: • Choose one or more from Response Status, Response Action, or Session Role Status. • Click Next after making a selection.
3. Preview Changes: • Review the updates on the preview screen.
4. Apply Changes: • Click VERIFY CHANGE to update all selected recipients, BACK, or CANCEL to start over.
Response Status & Response Action Definitions
The Response statuses are standard in cOASIS, and you can search in double quotes by: • Not Started – might have received the email, but haven’t taken any action (i.e., clicking the landing page link) • Viewed – the landing page URL link has been clicked within the email body • Notify Action Selected – the user clicked a button on the landing page (e.g., Continue, Confirm, Accept, Decline) • Completed – depends on the Campaign Type. If the Campaign has no steps, the Response status will read “Viewed”. If the Campaign has steps and they finished all the steps, the Response status will read “Completed”
The Response Action is a customizable button text. The value indicates what button the person clicked on the landing page. Examples include Confirm, Decline, and No Action. • No Action – if the Campaign is Informational Only, it will automatically read No Action. It will also read “No Action” if the user has not clicked any of the buttons within the landing page and the applicable steps.
In cAdmin, nearly every record contains some variation of a “Date” field—whether it’s for collection start/end dates, session dates, creation and edit dates, meeting start/end dates, OnDemand dates, campaign expiration dates, or login dates. To simplify this, we’ve standardized all date and time formats as part of the August release.
In cAdmin, nearly every record contains some variation of a “Date” field—whether it’s for collection start/end dates, session dates, creation and edit dates, meeting start/end dates, OnDemand dates, campaign expiration dates, or login dates. To simplify this, we’ve standardized all date and time formats as part of the August release. The agreed-upon formats are as follows:
• Date – Mmm DD, YYYY • Datetime – Mmm DD, YYYY, HH:mm AMPM • Time – HH:mm AMPM
This update ensures consistency across all fields, helping to eliminate confusion when reviewing your data.
Reviewers might need to print abstracts, and attendees can print sessions, presentations, or their entire itinerary from the Program Planner or cAttendee. We’ve recently updated and refined the print versions, ensuring that no matter what you’re printing from Program Planner or cAttendee, you’ll receive professional, clean, and easy-to-read handouts with enhanced layouts.
Reviewers might need to print abstracts, and attendees can print sessions, presentations, or their entire itinerary from the Program Planner or cAttendee.
We’ve recently updated and refined the print versions, ensuring that no matter what you’re printing from Program Planner or cAttendee, you’ll receive professional, clean, and easy-to-read handouts with enhanced layouts.
To view an example of the new print layout, search for a session in the Program Planner and click on it.
Once on the session page, select “Print Page” to generate the updated version for printing.
Starting 7/16/24, direct links from notifications have been replaced to improve security and provide a centralized Portal view of your tasks and messages.
Starting 7/16/24, direct links from notifications have been replaced to improve security and provide a centralized Portal view of your tasks and messages.
Key Changes:
Removal of Direct Notification Links: – Old: Link to Landing Page {fld:NotificationLink} – New: Link to the specified tab within Portal (more information under “Ensuring Data Protection Regulation Compliance in CTI Campaign Tools”)
What This Means for You:
• Users will now need to log in to the Portal to access their Portal tasks and messages. • This change allows users to view multiple campaigns and activities in one Portal location, providing a more organized and efficient experience. • Existing landing page links in previously sent emails will automatically redirect to the meeting info page on the Portal, requiring login. • This update ensures a more secure and integrated approach to managing your notifications and tasks.
For more information about how to configure and GDPR compliance, check out the article “Ensuring Data Protection Regulation Compliance in CTI Campaign Tools.”
Data Protection Regulations are in effect across many countries around the globe. While the most well-known may be the European General Data Protection Regulation (GDPR), there are similar laws and regulations in Thailand (PDPA), Brazil (LGPD), Canada (CPPA), India (DPDP) and several other countries. While there is no single regulation for the United States, many states have passed their own data privacy regulations.
Purpose of the Data Protection Regulations
Data Protection Regulations are in effect across many countries around the globe. While the most well-known may be the European General Data Protection Regulation (GDPR), there are similar laws and regulations in Thailand (PDPA), Brazil (LGPD), Canada (CPPA), India (DPDP) and several other countries. While there is no single regulation for the United States, many states have passed their own data privacy regulations. In general, these regulations: • are designed to establish a framework for the protection of personal data, ensuring the rights of individuals are safeguarded during data processing activities. • uphold the fundamental rights and freedoms of individuals, emphasizing the right to personal data protection. • facilitate the unrestricted movement of personal data across international borders, provided that the protection of personal data is not compromised.
Who Do These Regulations Apply To?
• Apply to companies with a presence in the regulated country who are processing personal data • Apply to companies anywhere in the world who are offering goods or services to data subjects in the regulated countries
How Do These Regulations Impact CTI Campaign Tools?
CTI ensures user privacy and compliance with existing data protection regulations by:
1. Requiring users to sign in to the portal to access notifications. 2. Refraining from adding a presenter’s email address to an email body. In the email template content merge fields, you’ll notice that inputting OTHER individuals’ email addresses to anyone else is not feasible.
Key Changes on 7/16/24:
Removal of Direct Notification Links: Old: Merge Field {fld:NotificationLink} -> Link to Landing Page New: Merge Field {fld:PortalLink param:submit|notifyTasks|notifyMessages|review|sessionOrganizer|sessionSubmission} -> Link to the specified tab within Portal
How can an admin configure the Portal tab login options?
This guide provides effective search techniques for using the Program Planner and cAttendee search functions, including Google-style searches. Learn how to optimize your searches with keyword variations, exact matches, and field-specific weighting to find the most relevant results.
Ways to Search Program Planner & cAttendee
• The search is a “Google-style” search. • Search terms may be enclosed in double quotes to ensure they match “exactly as entered”. • Up to five search terms may be used with either a “+” (AND) or “-” (AND NOT) before the terms to create better search specifics. For example, This+is+the+Title+Presentation
Searching for an Individual
• Last Name+First Initial (e.g., Smith+M)
Add Some Power to Your Search Queries
You can use up to five search terms, each preceded by either a “+” or “-” (without quotes) for more precise results. The first term does not require a “+”, as it is implied. Additionally, any search term can be enclosed in double quotes to ensure an exact match, and you can also use “+” or “-” in front of double-quoted phrases.
Examples:
• Lake Michigan – finds all occurrences of either ‘Lake’ or ‘Michigan’ • Lake +Michigan – finds all occurrences of ‘Lake’ which also contain ‘Michigan’ in them • Lake -Michigan – finds all occurrences of ‘Lake’ which do not contain ‘Michigan’ in them • “Lake Michigan” – finds all occurrences of the words ‘Lake’ and ‘Michigan’ used together
Note: The search is case-insensitive, so capital or lowercase letters will be found regardless of how they are typed into the search box. Spaces between words do not affect the search results.
Keyword Search
Keyword searches can be tailored to various needs, including author searches, topics, keywords, categories, or a combination of these. The keyword search feature is user-friendly and includes an autofill function to complete the rest of the word as you type, as demonstrated in the example below.
Search Field Relevance
The search algorithm assigns different weights to each field to prioritize certain types of information:
1. Session Titles and Categories: These receive the highest weight and are searched first. 2. Abstract Titles: These have a slightly lower weight and are considered next. 3. All Remaining Fields: These have the lowest weight and are searched last.
To provide clarity, here is a table listing the search fields and their respective weights from highest (100) to lowest (10):
Search Example in Program Planner
For the search term “toolkit”:
1. The search returns 3 sessions, with the word appearing in the 2nd session title.
2. Click the “Presentations” tab to see the AbstractTitle listings.
3. “toolkit” does NOT appear in the AbstractTitle or Presentation titles above, but click on the first result and search within the content for “toolkit”, and it appears twice:
As a meeting organizer or configuration analyst, I frequently use cAdmin to adjust various settings within the Portal, including navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas. Previously, this task was more time-consuming due to the presence of many hidden options. However, with our latest release in May 2024, we’ve streamlined the process, significantly enhancing user-friendliness for administrators.
As a meeting organizer or configuration analyst, I frequently use cAdmin to adjust various settings within the Portal, including navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas. Previously, this task was more time-consuming due to the amount of options. However, with our latest release, we’ve streamlined the process, significantly enhancing user-friendliness for administrators.
New Portal Configurations Location in cAdmin
The configuration interface is organized under Settings > Workflow applications > cPortal, mirroring the layout of the Portal itself.
• The Meeting information tab serves as the homepage for the meeting Portal, with each field corresponding to a section on the Portal’s homepage. For instance, the Navigation label represents the tab name, and below are the Meeting information instructions, Meeting info page content, and Sidebar content for meeting info page.
New Listing Template Fields for Portal Presentations, Tasks and Messages in Portal (dashblocktemplate)
For other cAdmin fields listed above, copy and paste one of the lines of code and replace the two field values with the appropriate placeholders, such as “Presenter:” for the label and “$$PresentingAuthor$$” to pull the cAdmin field:
For those familiar with the old configuration method, you’ll find all the updated Portal configurations listed in the table. If users try accessing the old Site Configurations from their prior location and click the Option Name link, they’ll be redirected to the new Portal Settings configuration page. However, it will only direct you to the first tab, irrespective of your original tab within Portal Settings, necessitating an additional click.
A configuration NOT listed in the table below is still accessible under Configurations > Site configurations.
Verify Staff Roles
To access the Site configurations page, cAdmin users must hold at least one of the specified staff roles: • Association Administrator • Association Team Leader • Distributor Administrator • Distributor Team Leader
Users with these roles in cAdmin can verify their own or others’ roles within their association by navigating to Settings > Association info & administration > Staff accounts.
Advanced Configuration Note
Starting May 2024, if you plan to apply an activity qualifier to any tab on the Portal, you must currently use the old configuration method in Site Configurations. This qualifier will overwrite the new field labels in the Portal Settings.
Portal Settings Tab
Old Site Configuration Category and Name
New field label
Meeting information
ADMIN / DashModuleDisplayName_Meetinginfo
Navigation label
ADMIN / MeetingHeaderBackgroundColor
Portal header background color (meeting level)
ADMIN / DashHideDisclosureLink
Hide the centralized disclosure link in the portal homepage
ADMIN /DashSiteHeaderImage
Portal header image URL (meeting level)
ADMIN / DashMsgText_MeetingInfo
Meeting information instructions
ADMIN / DashMeetingInfoMainContentText
Meeting info page content
ADMIN / DashRightNavText_MeetingInfo
Sidebar content for meeting info page
Submission
SUBMIT / DashModuleDisplayName
Navigation label
SUBMIT / DashHideGraphs
Hide summary graphs
SUBMIT / DashChartEntityName
Top-chart- label of completion status
SUBMIT / DashHideDisclosureLink
Hide the centralized disclosure link in the submissions page
SUBMIT / DashExcludeDisclosureCheckForActivities
Centralized disclosure NOT mandatory for these activities
SUBMIT / BlockActivityDisplay
Hide activities
SUBMIT / DashMsgText
Instructions text
SUBMIT / DashRightNavText
Sidebar content
SUBMIT / DashBlockTemplate
Listing template
Abstract Review
REVIEW / DashModuleDisplayName
Navigation label
REVIEW / DashHideGraphs
Hide summary graphs
REVIEW / DashChartEntityName
Top-chart- label of completion status
REVIEW / DashHideDisclosureLink
Hide the centralized disclosure link in the review page
REVIEW / DashExcludeDisclosureCheckForActivities
Centralized disclosure NOT mandatory for these activities
REVIEW / DashMsgText
Instructions text
REVIEW / DashRightNavText
Sidebar content
REVIEW / DashBlockTemplate
Listing template
Session builder
SESSIONS / DashModuleDisplayName
Navigation label
SESSIONS / DashHideGraphs
Hide summary graphs
SESSIONS / DashChartEntityName
Top-chart- label of completion status
SESSIONS / DashHideDisclosureLink
Hide the centralized disclosure link in the sessions submissions page
Hide the centralized disclosure link in the tasks page
NOTIFICATION / DashMsgText_Tasks
Instructions text (top of page)
NOTIFICATION / DashRightNavText_Tasks
Sidebar content
NOTIFICATION / DashBlockTemplate_Tasks
Listing template
Notification – Messages
NOTIFICATION / DashModuleDisplayName_Messages
Navigation label
NOTIFICATIONS / DashChartEntityName_Messages
Top-chart-label of completion status
NOTIFICATION / DashHideGraphs
Hide summary graphs (shared with Tasks)
NOTIFICATION / DashHideDisclosureLink_Messages
Hide the centralized disclosure link in the messages page
NOTIFICATION / DashMsgText_Messages
Instructions text
NOTIFICATION / DashRightNavText_Messages
Sidebar content
NOTIFICATION / DashBlockTemplate_Messages
Listing template
Field labels such as “Allow QR code access key login” can be found in the Glossary on the left side of the Portal Settings page.
Save Configurations in the Library for Later Use
To save configurations for future use, especially around meeting deadlines or future meetings, follow these steps:
1. Copy the appropriate old configuration name from the chart above that matches the new Portal name. 2. Navigate to Configuration -> Site configuration. 3. Select the correct tab (e.g., SUBMIT). Click on ADD NEW CONFIGURATION. 4. Paste the old configuration name (e.g., DashMsgText_Presentation_DeadlineSOON). 5. In this example, the suffix “_DeadlineSOON” will save this configuration in the library, allowing you to copy and paste it later during the meeting.
· October 1, 2024
· November 19, 2024
· December 10, 2024
· December 18, 2024
With any major changes, there is always a chance of unexpected outages in CTI’s service. We want to assure you that our team will do everything possible to minimize downtime and resolve any issues as quickly as possible. The next scheduled releases are: · November 19, 2024 · December 10, 2024 · December 18, 2024
This table provides a comparison of three packages: Package #1, designed for file collection, and Package #2 or #3, which includes file collection and session room agent services at varying limits. It highlights their features, limitations, and options to assist in decision-making.
This table provides a comparison of three packages: Package #1, designed for file collection, and Package #2 or #3, which includes file collection and session room agent services at varying limits. It highlights their features, limitations, and options to assist in decision-making.
Feature Available
File collection only (Pkg #1)
File collection & session room agent (Pkg #2)
File collection & session room agent (Pkg #3)
Maximum Total *Presentations
30
50
80
Maximum Files Allowed per *Presentation
4
4
4
*Presentations Allowed per Presenter
1
1 or more
1 or more
File Formats Accepted
PDF, MP4 only (5 gigabytes), PPTX
Same
Same
Max Number of Available Meeting Days
1
5
8
Meeting Expiration Date (including presentation files)
Currently, no expiration date is executed for meetings. However, a future update will introduce a 14-day expiration period, including non-business days, with the deadline set at 11:59 PM.
Currently, no expiration date is executed for meetings. However, a future update will introduce a 30-day expiration period, including non-business days, with the deadline set at 11:59 PM.
Same as Pkg 2
Threshold Lock for Meeting Date Edits
1 day prior to “Meeting start date”
3 days prior to “Meeting start date”
Same as Pkg 2
Presentation Files Download Request Expiration Date
The email link will expire 48 hours after its creation date.
Same
Same
Add Presenter to Agenda – Required Fields
Presenter first name, last name, email
Presenter first name, last name, email, Date & Room, Presentation title
Same as Pkg 2
Rooms
None
Defaults to Room 1. Maximum: 5 Rooms
Defaults to Room 1. Maximum: 8 Rooms
Admin-Presenter Email Communication
Personal Email
Personal Email & System Email
Personal Email & System Email
Portal Collection Site
Included
Included
Included
Agent/Session Room
Not included
Included
Included
Monitoring tool
Not included
Included
Included
Reports
Accounting Activity Report
Accounting Activity Report
Accounting Activity Report
*The term “Presentations” in “File collection only,” refers only to Sessions, not files like PPTX. In “File collection only,” presenters must have unique email addresses because sessions require presenters. If each unique presenter uploads 4 files, the maximum number of files allowed in the “File collection only” package is 120 files for 30 presentations.
*In the “File collection & session room agent” package, there is no limit on the number of presentations for any presenter until reaching the Maximum Total Presentations. This means one presenter with the same name and email address could upload 50 presentations and 4 files for each presentation.
Defining personas and managing venue staff access within the Slide Ready application.
(For the personas of Distributor Administrators & Venue Administrators) I need to create administrative access to Slide Ready for Venue Staff so that they can set up and manage meetings in the Slide Ready application.
From the Venue details page, click the “+ Add” action and enter the new staff member’s First, Last, Email, and Staff role defined below:
Distributor Administrator – defined as the corporate administrative and support team staff who will create, monitor, manage, and support the venue staff in the operation of the application. Distributor administrators are expected to create and manage the venues along with the venue administrator. Distributor administrator roles will have the permission to allow them to function as any venue role at any venue, including creating meetings, managing agenda, communicating with the presenter, monitoring presentation file uploads, and (if needed) downloading presentation files for a venue.
Venue Administrator – A venue may have one or more venue administrators. This role is expected to create, monitor and manage the venue staff positions of Venue Operations and Venue Technical. Venue administrator roles will have the permission to function in any role at their specific venue, including creating meetings, managing agendas, communicating with presenters, monitoring presentation file uploads, and downloading presentation files for a venue.
Venue Operations – A venue may have one or more operations staff members. This role is expected to create, monitor and manage the meetings. The Venue Operation roles will have the permission to function as a technical operation role at their specific venue, including monitoring and assisting with presentation uploads and downloading files for a meeting room.
Venue Technical – A venue may have one or more technical operations staff members. This role is expected to interact with presenters to assist in uploading presentation files, to monitor and if necessary, download-fix-and-upload-again presentation files that need work before presentation.
Event organizer (only available in Multi-session events leveraging the agent package) – An employee or a contractor of the end-user customer responsible for organizing the event, including preparing, updating, and managing the meeting agenda and communications with presenters. The event organizer is responsible for sharing the agenda with Encore.
There is no limit to the number of accounts that can be created.
Accessible only by an Encore Corporate Distributor Administrator, this is where Slide Ready venues are created and administrated.
(For the persona of a Distributor Administrator)
As a Distributor administrator: – I need to have a dedicated dashboard with all of the venues that are sub-distributing for my entity. – Here I need to be able to see which venue is active or inactive (no active contracts) and to add new venues that will be able to host new venue meetings; – in this detail page, for each new or existing meeting I need to be able to add a Venue Administrator, so that this role can continue with the rest of the venue responsibilities.
From: Settings > Venues Accessible only by an Encore Corporate Administrator, this is where Slide Ready venues are created and administrated.
Venue details page This page, with all its tabs, is also accessible by a Venue administrator or Venue Operations (once the staff account is created in the second tab of this page).
The Venue’s meetings This provides a searchable/filterable overview of the active and inactive meetings at the venue. Allowing to export a list of all the meetings.
There are currently no limits to the number of Venues that can be created.
For the persona of Distributor Administrator only.
(For the persona of Distributor Administrators only)
Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”:
Distributor administrators will be asked to choose which venue the new meeting will belong to:
(Venue administrator and Venue Operations team members only)
Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”. All meetings created by venue staff are associated with the venue, so there is no requirement to choose a venue as a first step.
(Distributor administrators, venue administrator, and venue operation team members)
Next, choose the package type: – File collection only – File collection & session room agent.
The “Opportunity number” is a required field and will appear on the CTI invoices to help track the package purchase for the specific event. No formatting rules are enforced in the Opportunity number field – anything other than “no value” is accepted.
The next step is to provide the meeting name and dates.
The system will enforce the maximum number of days for the package type chosen. – File Collection Only: Limit of 3 days for an event. – File Collection & session room agent: Limit of 7 days for an event.
Once all fields are filled in correctly, the user will receive a message that a meeting has been successfully created.
Note that the new meeting will appear in the list of meetings.
After creating a new meeting, the meeting details can be completed and edited by accessing the “Meeting setup” menu item. The tabs available under Meeting setup” menu item will vary by Package. All Packages will have Meeting info, Meeting staff and Collection site. Packages using the presentation management agent will have Rooms and Session room tabs. Packages with the recording or virtual meeting components will include additional fields in the session room tab as well as a virtual meeting tab.
Once a Package is chosen, it cannot be changed. Therefore, the “Package option field” is read-only.
Meeting dates can be edited. The following rules are applied: – Start date cannot be set to something in the past – Start date cannot be changed if the threshold date is exceeded – Start date cannot be changed if the meeting has started – Start date change WILL update end date to be the same total number of days (no message) – End date can be edited but will validate that End date and Start date do not exceed venue package number of meeting days
Meeting time zone is inherited from the Venue details and cannot be changed in the Meeting details
Tech support email will be defaulted to the Venue default tech support email. It can be edited for the specific meeting in the Meeting setup, but the email must be whitelisted, otherwise the system will not save this email.
File collection only package: Two other tabs are available in the Meeting setup page – Meeting staff and Collection site.
Setting up the dates the collection site will be open, the header to use and the instructions that are displayed on the presentation upload page are managed in the Collection site tab. Managing the Meeting staff is described in the other How-to.
File collection & session room agent: In addition to Meeting staff and Collection site, two other tabs are available in the Meeting setup page – Rooms and Session room.
As well, the Collection site tab has an option to control the Presentation block format, which defines what of the presentation attributes (e.g., Presentation Title, Room and Presentation Start / End times) are visible to the presenter on the collection site.
The Rooms tab has a list of available rooms. File collection & session room agent has 5 rooms available.
To edit the name of the room, click on the pencil icon and enter the new name for the room.
Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.
The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.
Another way to log in to a Session room is to click the blue arrow icon. This will directly navigate to a chosen session room without asking for a session room application key.
The Session room tab is covered in its own How-to.
For Distributor Administrator & Venue Administrator personas.
For Distributor Administrator & Venue Administrator personas:
1. Navigate to Venue details > Staff accounts, and either add a new Venue staff member or find an existing one below. 2. Ensure that the person’s status is set to “Active.” You can check by hovering over and clicking the “Edit” pen icon. 3. Hover over the staff member and click on the “Email staff member” action. 4. Click “Send.”
For the emailed Venue staff member: 1. Click on the emailed link and select “click here.” For best practice, save the link to your bookmarks.
2. Select “Forgot your password?”
3. Enter the email address from which you received the email.
4. Follow the instructions sent to your email address to reset your password.
For the personas of Venue Administrators, Venue Operations, and Distributor Administrators.
(For the personas of Venue Administrators, Venue Operations, and Distributor Administrators)
Navigate to the Setup menu item and click the Meeting Staff tab.
The Meeting staff tab displays all staff members assigned to the meeting. Row actions on the right of each row of staff names allow the venue administrator, venue operations team member, or distributor administrator to email the staff member and remove the staff member’s access from this meeting. Using the “trash can” icon to remove a staff user’s access from the meeting will not “delete” the user, nor will it impact any other meeting assignments. It will merely remove that user from this meeting.
To add staff that are not already assigned to the meeting, click on the “+ADD” button within the tab. A popup will display all venue staff who have not been assigned to the meeting. One or more checkboxes can be selected, and then click “ASSIGN”. The staff will now be assigned to the meeting.
Please note that there are no limits enforced on the number of accounts that can be created, and only Distributor Administrator accounts and Venue staff accounts created for a specific venue may be assigned to meetings within that venue.
This article provides detailed instructions on how to import and export keys for forms using supported controls in our software. It also includes information on hotkeys for the form builder to enhance your workflow efficiency.
This article provides detailed instructions on how to insert and format text and questions for forms. These instructions apply to all forms under the Forms tab within cAdmin. It also includes information on hotkeys for the form builder to enhance your workflow efficiency.
Supported Formatting
Basic Tools
1. Text Any text without specific formatting will be interpreted as plain text. Example: This is text.
2. Text Input Syntax: : <label> This creates a text input field with the specified label. Example: : Name
3. Textarea Syntax: :: <label> This creates a textarea field with the specified label. Example: :: Description
Grouping
Any text followed by an indented line (two spaces) will create a grouping containing the indented items. Example:
Group Title : First Name : Last Name
Radio Button
Syntax: (<value>) <label> This creates a radio button with a specified value and label. Example:
(1) Option 1 (2) Option 2
Checkbox
Syntax: + [<value>] <label> or [<value>] <label> This creates a checkbox with a specified value and label. Example:
+ [1] Accept Terms [2] Subscribe to newsletter
Empty Space
Any amount of dashes (-) will create an empty space. Example:
-
Indentation for Nesting
An indentation of two spaces indicates a nesting level within a group or another group. In this example, the “Comments” textarea is nested under the “Subscribe” checkbox.
Group Title : Name + [1] Subscribe :: Comments
Hotkeys for Form Builder
New Hotkeys
Remove Current Function Ctrl + R: Remove the currently selected function.
Duplicate Current Function Ctrl + D: Duplicate the currently selected function.
Move Current Function Up Ctrl + Up: Move the currently selected function up.
Move Current Function Down Ctrl + Down: Move the currently selected function down.
Existing Hotkeys
Next Function Tab: Move to the next function.
Previous Function Shift + Tab: Move to the previous function.
Basic Example
Follow these steps to use the provided example in a form builder: 1. Copy the text below. 2. Open a form builder and select “INSERT AS TEXT”. 3. Paste the copied text into the popup window that appears. 4. Click “INSERT” to add the text to your form. 5. Click “SAVE” to apply your changes.
User Information : First Name : Last Name (1) Male (2) Female - Preferences + [1] Receive Newsletter + [2] Accept Terms :: Additional Comments - : Email Address
Explanation
– “User Information” and “Preferences” are group functions. – “First Name”, “Last Name”, and “Email Address” are text input fields. – The radio buttons “Male” and “Female” are under “User Information”. – The checkboxes “Receive Newsletter” and “Accept Terms” are under “Preferences”. – “Additional Comments” is a textarea nested under the “Accept Terms” checkbox. – An empty space is created between the groups using -.
Practical Example
Below is a practical example combining various functions and nested elements:
John Doe, MD, Association Managing the Potential Organ Donor - 1. All of the following are complications of brain death except: (1) Pulmonary Edema (2) Arrhythmias (3) Diabetes Insipidus (4) Metabolic alkalosis - 2. All of the following are components to donor management except: (1) Hemodynamic monitoring (2) Hormonal therapy (3) Treatment of brain death related complications (4) Hypotensive resuscitation
Explanation
– “John Doe, MD, Association” and “Managing the Potential Organ Donor” are text functions. – “1. All of the following are complications of brain death except:” and “2. All of the following are components to donor management except:” are group functions. – The radio buttons “(1) Pulmonary Edema”, “(2) Arrhythmias”, “(3) Diabetes Insipidus”, and “(4) Metabolic alkalosis” are under the group function “1. All of the following are complications of brain death except:”. – The radio buttons “(1) Hemodynamic monitoring”, “(2) Hormonal therapy”, “(3) Treatment of brain death related complications”, and “(4) Hypotensive resuscitation” are under the group function “2. All of the following are components to donor management except:”. – An empty space is created between the groups using -.
While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the speaker ready room, enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations.
While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the speaker ready room, enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations.
View the video below OR download the PDF to learn how to log in to the session room for onsite events.
(Updated June 2024) Internet bandwidth at an onsite venue is a high-cost commodity. Often controlled by a hotel, venue contractor or other cartel, ensuring that only the required bandwidth is purchased will ensure that the least amount of money is spent on that commodity. Conversely, having too little internet bandwidth for onsite presentation management will result in choppy videos, poor recordings, and file latency.
(Updated June 2024) Internet bandwidth at an onsite venue is a high-cost commodity. Often controlled by a hotel, venue contractor or other cartel, ensuring that only the required bandwidth is purchased will ensure that the least amount of money is spent on that commodity. Conversely, having too little internet bandwidth for onsite presentation management will result in choppy videos, poor recordings, and file latency.
CTI’s Onsite Presentation Management Bandwidth Calculator provides a tool for customers and AV vendors to calculate the amount of bandwidth required for different onsite presentation management setup scenarios.
Estimating Bandwidth for Onsite Caching Servers: Step-by-Step Example
To calculate how long it will take to download a 200 MB file on a 30 Mb internet connection, you need to convert the file size from megabytes (MB) to megabits (Mb) and then use the download speed to find the time required. Here’s a step-by-step guide:
2. Calculate Download Time: The download time is the file size in megabits divided by the download speed in megabits per second (Mbps). 1600 Mb / 30 Mbps = 1600 / 30 = 53.33 seconds
Final Result
It will take approximately 53.33 seconds to download a 200 MB file on a 30 Mb internet connection.
Explanation
File Size Conversion: The conversion from megabytes to megabits is necessary because internet speeds are typically measured in megabits per second.
Additional Considerations
Network Conditions: The calculated time assumes ideal network conditions. Network congestion, server speed, and network efficiency may affect actual download time.
Overheads: Data transmission usually has some overheads due to protocols, which can slightly increase the actual download time.
Summary Table
Metric
Value
File Size
200 MB
Internet Speed
30 Mb/s (30 Mbps)
Conversion to Megabits
200 MB × 8 = 1600 Mb
Download Time Calculation
1600 Mb / 30 Mbps
Download Time
≈ 53.33 seconds
By following these steps and considerations, you can calculate download times for various file sizes and internet speeds.
cOASIS uses Amazon Web Services (AWS) to send emails from cOASIS. AWS requires the registration of the domain or domain email address to verify your ownership of the domain. Major email providers (e.g., Gmail.com1 and Yahoo.com2) have recently updated their guidelines to require new DNS entries to authenticate the sender email, reduce spam, and to increase email deliverability.
cOASIS uses Amazon Web Services (AWS) to send emails from cOASIS. AWS requires the registration of the domain or domain email address to verify your ownership of the domain. Major email providers (e.g., Gmail.com1 and Yahoo.com2) have recently updated their guidelines to require new DNS entries to authenticate the sender email, reduce spam, and to increase email deliverability.
Best practice
The current best practice is to register the domain you will use for sending emails from cOASIS (e.g., myassociationdomain.com). This domain will be registered with AWS. Registering the domain will have the following outcomes:
1. Allows sending emails from your domain through cOASIS 2. Does not require the registration of specific email addresses 3. Allows sending email with any domain-based email address as the MAIL FROM or REPLY-TO address 4. Maximizes deliverability based on current security and spam guidelines 5. Requires creating multiple new DNS entries for your domain with your domain registrar or DNS provider 6. The registration process can take several days to complete
While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the Speaker Ready Room (SRR), enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations.
The latest update to the cAdmin Campaigns feature introduces the “Only send 1 email per user per send (for Email only)” option, specifically crafted for generic emails. This new feature aims to reduce the volume of emails sent to end users, preventing their inboxes from becoming overwhelmed with notifications.
The latest update to the cAdmin Campaigns feature introduces the “Only send 1 email per user per send (for Email only)” option, specifically crafted for generic emails. This new feature aims to reduce the volume of emails sent to end users, preventing their inboxes from becoming overwhelmed with notifications.
As part of this update, all specific identifiers, such as Control # or Presentation ID, should be removed when this option is selected. With the removal of direct links in the campaigns, clients will need to access their notifications through the Portal. Therefore, this email option can serve as a reminder for clients to log in to their portal to discover all of their notifications instead of being sent multiple individual emails.
Set up the Single Email Per User Option Campaign
1. To configure the email, navigate to the Campaigns dashboard and either create a new campaign or edit an existing one by clicking the pen icon shown below:
2. Ensure that the Campaign Type is set to Email Only, as this will be a simple notification email prompting users to log into their portal and check their other notifications. 3. Save the Campaign. 4. Test the email send by sending it to two or more control numbers with an email you have access to. You should only receive one email. Ensure you run the Duplicate Account Report under the Peopletab first, as the system checks the PersonKey for duplicate persons.
Cut costs in future meeting contracts by learning more about sending campaigns with our Campaigns Trainaul course.
As a meeting organizer or configuration analyst, I frequently use cAdmin to adjust various settings within the Portal, including navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas. Previously, this task was more time-consuming due to the amount of options. However, with our latest release in May 2024, we’ve streamlined the process, significantly enhancing user-friendliness for administrators.
The Portal Association configurationinterface is organized under Settings > Association info & administration > Association information > cPortal, mirroring the layout of the Association Portal itself.
Below, you’ll find all the updated Association Portal configurations listed in the table. An association Portal configuration NOT listed in the table below is still accessible under Configurations > Site configurations > Association-Level Module Configuration Editor. Remember that only users with the roles of Distributor Admin, Distributor Team Leader, Association Admin, and Association Team Leaders can access and view the previous configurations menu.
For those familiar with the old method, the table below displays the former configuration category and option name alongside its corresponding new term and location within cAdmin.
Site Settings
Old Site Configuration Category and Name
New field label
cPortal Base settings
DASHBOARD / SiteHeaderImage
Portal header image URL (association level)
DASHBOARD / SiteHeaderBackgroundColor
Portal header background color (association level)
DASHBOARD/LoginWelcomeText
Login welcome text
DASHBOARD / HomeMsgText
Homepage top (boxed) area content
DASHBOARD / HomeMainContentText
Homepage main content
DASHBOARD / HomeRightNavText
Homepage sidebar content
PORTAL / profile-page-instruction-text
Profile page instructions text
cPortal security settings
DASHBOARD / ExcludeMeetingsFromDashboard
Meetings restricted to use the portal (comma separated meeting IDs)
To enhance the ePoster gallery experience within cAttendee for on-site touch screen stations, follow these simple steps to optimize functionality:
To enhance the ePoster gallery experience within cAttendee for on-site touch screen stations, follow these simple steps to optimize functionality:
1. Visit the desired website page within Google Chrome. 2. Access the Google Chrome menu by clicking on the three vertical dots. 3. Hover over “Save and share” and select “Create shortcut…” then give the shortcut a name.
4. Locate the newly created shortcut behind the browser window.
5. Double-click on the shortcut and then press F11 on the keyboard to transition into cAttendee’s full-screen mode. Press F11 again to exit full-screen mode.
Datamart Design (for Closed Meetings) and Active Meeting inclusion in the Datamart & Sync.
1. Datamart Design (for Closed Meetings) CTI Meeting Tech will create a de-normalized repository (Datamart) of the identified data elements for each meeting. This will include any meeting defined by the association as “Closed” and communicated to CTT as ready for export. This project also includes the creation of supporting Fact and Dimension tables which will allow the data to be analyzed as an informative record of the data element.
The Datamart will host all meeting data, cross-meeting and cross-year. Please reach out to your CTI Project Manager for more information on the data schema.
2. Active Meeting inclusion in the Datamart & Sync CTI Meeting Tech’s Datamart publish process can include Active meetings in addition to the Closed ones. CTI Meeting Tech will provide meeting level logging of export activity that has happened on any particular meeting.
In addition to the automated process, CTI Meeting Tech also provides a method for the association to initiate the data publish for any particular meeting ad-hoc via the OASIS Admin system.
CTI Meeting Tech will provide event logging for the publish process.
Considerations in Delivery: • Approach – Transfer of database .bak files to association’s FTP site • Cadence of publish – TBD by association • SQL Server Version: SQL 2017
The CTI Data Access Agreement serves to outline the responsibilities of third parties accessing CTI Materials, including safeguarding privacy, adhering to data processing regulations, promptly reporting breaches, and acknowledging CTI’s right to modify materials. Covered materials include content, documentation, code, data, and related resources provided by CTI. All vendors, contractors, and suppliers not specified in client contracts with CTI must sign the agreement, and vendors can sign once for multiple clients.
This Application Programming Interface “API” and Data Access Agreement (“Agreement”) is made effective as execution date below (“Effective Date”) by and between CTI Meeting Technology, LLC or CTI Meeting Technology, GmbH (“CTI”, “we”, “us”) and signatory below (“Other Party”, “you”, “your”).
Please reach out to your CTI Project Manager for more information.
FAQs
1. What is the purpose of the CTI Data Access Agreement? Ensures 3rd parties understand their obligations to CTI as a user of CTI Materials: • To safeguard the privacy, confidentiality, and intellectual property of CTI’s customers. • To follow all data processing and security protocols defined by applicable data privacy regulations. • To promptly report any security breaches or misuse of CTI Materials to CTI. • To safeguard CTI’s intellectual property. • To maintain confidentiality of CTI Materials. Defines permitted use of CTI Materials. Affirms 3rd party is solely responsible for all support of their developed applications. Asserts CTI’s right to modify the CTI Materials which could impact 3rd party applications.
2. What encompasses the CTI Materials covered in the CTI Data Access Agreement? The content, documentation, code, data, and related materials made available by CTI including through the use of the CTI cOASIS admin application, cOASIS application programming interface, cSLIDE admin application, cSLIDE application programming interface, cPEOPLE admin application, cPEOPLE application programming interface, cIdentity and cREG application programming interface, cLEAD admin application, mobile publishing application, and report builder programming interface.
3. Who needs to sign the CTI Data Access Agreement? All vendors, contractors, suppliers, etc. not named in the Client contract with CTI who will be accessing CTI Materials.
4. Can a vendor sign once to affirm use of the CTI Materials for all mutual Clients? Yes.
We’ve enhanced cAdmin’s Import function to incorporate new meeting data from external sources, ideal for managing large datasets across Sessions, Presentations, Locations, and Registrations. Similarly, the Update function has been improved on these same dashboards, simplifying the process for administrators to modify existing data. Both Import and Update now offer clearer instructions and improved usability.
We’ve enhanced cAdmin’s Import function to incorporate new meeting data from external sources, ideal for managing large datasets across Sessions, Presentations, Locations, and Registrations. Similarly, the Update function has been improved on these same dashboards, simplifying the process for administrators to modify existing data. Both Import and Update now offer clearer instructions and improved usability.
Updated April 8, 2024: The optional configuring section, ‘Assign CME Reviewers in Bulk by Session Type,’ has been added to the documentation. Ensure educational and scientific content is unbiased and free from conflicts of interest. Follow ACCME and ECME guidelines to mitigate conflicts of interest among speakers. Use CTI’s CME Presentation Review feature to facilitate compliance.
Updated April 8, 2024: The optional configuring section, ‘Assign CME Reviewers in Bulk by Session Type,’ has been added to the documentation.
Ensure educational and scientific content is unbiased and free from conflicts of interest. Follow ACCME and ECME guidelines to mitigate conflicts of interest among speakers. Use CTI’s CME Presentation Review feature to facilitate compliance.
Assign a COI/CME Reviewer role in cOASIS to assess content, classify it as compliant or non-compliant, notify speakers of any issues, allow for mitigation, and track progress. Conduct reviews before and during the meeting via cAdmin tools.
Access the full documentation, FAQs, configuration, and operational checklists at the document’s end (page 19) for implementation details.
The Portal is a user-friendly hub for managing abstract and speaker content across hybrid and in-person meetings. It offers personalized task lists, notifications, and engagement opportunities for participants, speakers, and organizers.
The Portal is a user-friendly hub for managing abstractand speaker content across hybrid and in-person meetings.
It offers personalized task lists, notifications, and engagement opportunities for participants, speakers, and organizers. Click on the link below to download a one-page Portal cheat sheet:
CTI Meeting Technology offers streamlined technical support for clients via email. Located on the meeting Home Screen, clients can find the client support email under Communication Channels.
CTI Meeting Technology offers streamlined technical support for clients via email. Located on the meeting Home Screen, clients can find the client support email under Communication Channels.
This email ensures prompt ticket creation in our client queue, visible to our entire support team. We prioritize timely resolution by reviewing aging client tickets daily, underscoring our commitment to client satisfaction.
CTI is introducing a plugin to capture cookie preferences from end users across all CTI applications. While this feature will be enabled by default, associations already managing these preferences through various CTI module configurations can request deactivation through their Project Manager.
CTI is introducing a plugin to capture cookie preferences from end users across all CTI applications. While this feature will be enabled by default, associations already managing these preferences through various CTI module configurations can request deactivation through their Project Manager.
Additionally, cAttendee will remain enabled by default, as it cannot yet be configured. Based on our analysis, if users refuse the analytics cookies it will not affect the usage statistics provided by cOASIS.
(UPDATED 2024) Assign presentation consent or disclosure forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms. Access a comprehensive summary by clicking on the cheat sheet inside.
(UPDATED 2024) Assign presentation consent or disclosure forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms.
Access a comprehensive summary by clicking on the cheat sheet provided below:
cAdmin’s Digital Signage can power template-driven digital signs (room signs) strategically placed around the venue for attendee guidance. Benefit from real-time updates on speaker changes and schedule adjustments, enhancing event efficiency and enjoyment.
cAdmin’s Digital Signage can power template-driven digital signs (room signs) strategically placed around the venue for attendee guidance. Benefit from real-time updates on speaker changes and schedule adjustments, enhancing event efficiency and enjoyment.
Auto-whitelisting should occur automatically, but administrators should verify that the correct IP addresses are whitelisted. The manual whitelisting feature in cOASIS can be accessed through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.
Auto-whitelisting should occur automatically, but administrators should verify that the correct IP addresses are whitelisted. The manual whitelisting feature in cOASIS can be accessed through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.
On this page, you can view all currently whitelisted IPs for either US or EU cSLIDE, depending on the meeting’s location. Additionally, a convenient button is provided for whitelisting new IP addresses shown above.
When an administrator clicks the “ADD IP ADDRESS” button, enter only one IP address in the top field. Leave the second field blank.
Administrators can now assign Presentation Forms via a Session Type/Activity Type grid located under Forms -> Presentation Forms -> click the Actions arrow. This feature automatically assigns the form to any presentations within that configuration, relieving administrators from the task of individually assigning forms to each presentation.
Administrators can now assign Presentation Forms via a Session Type/Activity Type grid located under Forms -> Presentation Forms -> click the Actions arrow.
This feature automatically assigns the form to any presentations within that configuration, relieving administrators from the task of individually assigning forms to each presentation.
Presentation consent or disclosure forms are documents used to obtain informed consent or disclosure from individuals participating in a presentation. The form typically outlines the individual’s rights and responsibilities, including the right to refuse or withdraw consent.
1. Navigate to Forms -> Presentation Forms -> click the Actions arrow.
2. Match the flags to assign the presentation form to the activities across the top and session types down the left side. Use the “Select all” option on the right to select all activities simultaneously.
We’ve enhanced QR code readability onsite for presenters in the Speaker Ready Room (SRR). Staff can print or email QR/access codes via Person Details > Access, ensuring seamless access for presenters who may have forgotten their passwords. Updates include camera alignment, dark mode compatibility, and whitespace adjustments for printed QR codes.
We’ve enhanced QR code readability onsite for presenters in the Speaker Ready Room (SRR). Staff can print or email QR/access codes via Person Details > Access, ensuring seamless access for presenters who may have forgotten their passwords. Updates include camera alignment, dark mode compatibility, and whitespace adjustments for printed QR codes.
1. SRR staff: cAdmin > People dashboard > search/filter person > actions arrow > PORTAL ACCESS PASS.
2. Email/print pass, go to Homepage > Speaker Ready Room Via portal.
3. Speakers: Click “Sign in with QR code” and scan via phone email, or printed sheet for instant Portal access.
1. Click a Campaign and select the Advanced search button ON 2. Ensure you use double quotes for searching. For example, typing “Viewed” will yield search results, whereas typing Viewed without quotes will not.
Watch the video below for a demonstration.
Response statuses: • Not Started – might have received the email, but haven’t taken any action (i.e., clicking the landing page link) • Viewed – the landing page URL link has been clicked within the email body • Notify Action Selected – the user clicked a button on the landing page (e.g., Continue, Confirm, Accept, Decline) • Completed – depends on the Campaign Type. If the Campaign has no steps, the Response status will read “Viewed”. If the Campaign has steps and they finished all the steps, the Response status will read “Completed”
Please note the system cannot report on email-only campaign actions without a landing page link or Response action button. You will still receive the Sent date and Recipient list.
Backfilling control extra data (CED) fields in your modules is important to know when you run into unique situations where there is a request for a combination of the first initial of the first name and the last name into a single field, which will serve as a control extra data field in the mobile app.
Below is a guide to help you navigate this process:
1. Prepare Excel File to backfill: • Create an Excel file and save it as a .csv file type • First column: ControlNumber • Second column: Name of your CED field (exclude the period and anything before it, such as “Abstract.” or “ControlExtraData.”)
• If you are uploading a list item in Column B, use the list item GUID code (found in View Source when right-clicking the list item), NOT the text value.
2. File Naming: • Save file as “10828.poster.csv” format. • “10828” = Meeting ID • After the period, add a unique name for what you are backfilling (e.g., poster)
3. Navigate to cAdmin -> Configuration -> CED upload • Use the Browse button to locate the file and click UPLOAD
4. Monitor Upload: • Stay on the page! Status will show ‘Pending,’ then ‘Done’ upon completion for two seconds. Watch for ‘Error’ if unsuccessful (try again).
5. QC Your Import: • Use the Report builder for a quality check.
One common inquiry we receive involves comparing registration data with presenter information to ensure that all presenters have registered or are promptly removed from the program if not registered on time. We can resolve this by consolidating registration data and presenter data into a single report within the Report builder.
One common inquiry we receive involves comparing registration data with presenter information to ensure that all presenters have registered or are promptly removed from the program if not registered on time. We can resolve this by consolidating registration data and presenter data into a single report within the Report builder.
Step 1: Navigate to Reports -> Report builder
Step 2: Choose either the Authors or Controls Card (more options) and select ‘Create New Report’.
Step 3: Click ‘Select & Order Fields’ and click and drag over the following Registration-level fields: • Account.RegistrantDisplayName • Account.RegistrationCode • Account.BadgeNumber The three registration-level fields included in this report are located within the cAdmin Onsite -> Registration dashboard, as shown below. You may need to activate these fields using the dashboard gear.
Step 4: Click and drag over the following optional Presenter-level fields: • Abstract.ActivityName • Abstract.ControlNumber • Abstract.ProgramStatus • Abstract.CompleteStatus • Author.FirstName • Author.LastName • Author.Email • Author.MemberNumber • Author.FirstInstitutionName • Author.FirstInstitutionCity • Author.FirstInstitutionState
Step 5: Select “I’m Done Choosing Fields,” then click “Save As” and provide a report name to save the report in the Authors card for future reference.
We are excited to announce the deployment of the whitelisting feature in cOASIS. You can access this feature through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.
We are excited to announce the deployment of the whitelisting feature in cOASIS. You can access this feature through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist. On this page, you can view all currently whitelisted IPs for either US or EU cSLIDE, depending on the meeting’s location. Additionally, a convenient button is provided for whitelisting new IP addresses.
When an administrator clicks the “ADD IP ADDRESS” button, enter only one IP address in the top field. Leave the second field blank unless you’re a network analyst.
Situation: CTI has firewalls that protect our applications from denial-of-service attacks and external hacking. We need to communicate with the firewall and inform it that the caching server belongs to CTI.
Previous Process: Distributors used to be required to whitelist the caching server. They would obtain the IP address at the convention center or hotel and include it in an email or ticket. The CTI IT team would then register that IP address with the firewall.
(Updated January 2024) ACCME & ECME-accredited meetings are obligated to deliver educational and scientific content free from commercial bias and conflicts of interest. ACCME stands for the Accreditation Council for Continuing Medical Education, and ECME refers to European CME (Continuing Medical Education). ACCME and ECME are accreditation bodies responsible for ensuring that educational and scientific content delivered in accredited meetings is free from commercial bias and conflicts of interest.
(Updated January 2024)ACCME & ECME-accredited meetings are obligated to deliver educational and scientific content free from commercial bias and conflicts of interest. ACCME stands for the Accreditation Council for Continuing Medical Education, and ECME refers to European CME (Continuing Medical Education). ACCME and ECME are accreditation bodies responsible for ensuring that educational and scientific content delivered in accredited meetings is free from commercial bias and conflicts of interest.
Organizers maintain compliance with ACCME and ECME guidelines by mitigating the impact of financial and organizational conflicts of interest that speakers may have and by providing various levels of review for presentation materials. CTI’s CME Presentation Review functionality addresses the presentation review aspect of compliance.
Explore the details of your virtual meeting (cAttendee) statistics with this cheat sheet, uncovering valuable insights such as attendee page clicks (date and time) and video consumption times.
Explore the details of your virtual meeting (cAttendee) statistics with this cheat sheet, uncovering valuable insights such as attendee page clicks (date and time) and video consumption times.
The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties.
We have updated all of our cAPI documents with the latest specifications. To access the cAPI documents, follow these steps: 1. Click on ‘Help.’ 2. Navigate to ‘Knowledge Base.’ 3. Select ‘APIs.’
The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties. The current CRM pricing levels established for cAPI are intended only for data transfer use.
We’ve updated our usage limits for customers accessing the cAPI endpoints to ensure that the APIs do not cause any damage. These limits are based on models of appropriate use, and limits have been created for each individual endpoint usage functions.
The limits are currently set to: 1. CREATES to 100reqs/1min 2. UPDATES to 1req/1min 3. GET to 3req/60min 4. DELETE to 3req/60min
The limits in Sandbox are set differently than those in Production to allow customers to run repeated tests while they create integrations. In Sandbox, rather than normal data transfer limits, a limit of 1,000 API calls per cAPI user per 60-minute period per endpoint is set.
If a user tries to exceed these limits on Production or Sandbox, they will receive an error message and will need to contact CTI staff to expand their limits. API limits are an important guardrail to protect coding and operational efficiency. The CTI development support team can help if questions arise.
There are API documentations for session, presentation, meeting setup, person management, registration, credit cart, analytics, and evaluations CTI can provide to help with different system integrations. These API documents offer clients and their vendors details on integrating with CTI applications and managing the related data. Reach out to your Client Services Project Manager for more information.
Discover key insights for your leadership teams – enhancing meeting programming decisions and boosting CME accreditation.
Discover key insights for your leadership teams – enhancing meeting programming decisions and boosting CME accreditation.
Video note: • MemberType pertains to the Person details data and is part of the People dashboard. • RegistrationCode is a data field for registration under the Onsite > Registration dashboard.
Explore our self-paced Trainual course on Analytics (Clients). For login credentials, start with “Forgot password?” If additional assistance is needed, please contact e.eisenmann@ctimeetingtech.com
In this video, we delve into a specific example showcasing the new features of StartTime and EndTime analytics for video views. Navigating through the analytics dashboard, we explore how to export data on video views, particularly focusing on the duration of a specific presentation. By examining the time disparities between start and end times and reported video duration, we uncover potential insights into viewer behavior, such as skipping around or adjusting playback speed.
This video delves into a specific example showcasing the new features of StartTime and EndTime analytics for video views. Navigating through the analytics dashboard, we explore how to export data on video views, particularly focusing on the duration of a specific presentation. By examining the time disparities between start and end times and reported video duration, we uncover potential insights into viewer behavior, such as skipping around or adjusting playback speed.
Note: The correct indicators of a video view, session, or presentation media item being clicked are PathRaw and OasisType.
Explore our self-paced Trainual course on Analytics (Clients). For login credentials, start with “Forgot password?” If additional assistance is needed, please contact e.eisenmann@ctimeetingtech.com
(Updated December 2023) Explore enhanced video insights in our Analytics Dashboard. Key cAttendee virtual meeting metrics are now at your fingertips, including:
(Updated December 2023) With advances in analytics technology, explore enhanced video insights in our Analytics Dashboard. Key cAttendee virtual meeting metrics are now at your fingertips, including:
• VideoTotalDurationSeconds: The total length of the video in seconds. • VideoPlayedDurationSeconds: Indicates the most possible duration for which the video might have been viewed, or the timestamp of the last skip ahead in the video. • StartTimeThisDay (New): Represents the earliest instance when the individual engages with the media item on that day, based on the Google Analytics configured time zone. • EndTimeThisDay (New): Represents the latest moment when the individual concludes their interaction with the media item on that day, based on the Google Analytics configured time zone.
Explore our self-paced Trainual course on Analytics (Clients). For login credentials, start with “Forgot password?” If additional assistance is needed, please contact e.eisenmann@ctimeetingtech.com
Represents the latest moment when the individual concludes their interaction with the media item on that day, based on the Google Analytics configured time zone.
Configuring the cSlide connection to cAdmin is required to complete the forms setup process on the Portal. To configure the cSlide connection to cAdmin, an administrator must:
1. Have already created or create a new cSlide event. 2. Go to cSlide -> either create a new event and then navigate to Setup -> Event. Leave this window open and proceed to step 3 in a new window.
3. Go to cAdmin -> Settings -> Meeting information -> Overview. Then, fill in the cSlide event ID, cSlide server (EU or US), and cSlide event short name from the other window.
Accessing reports for the CME review forms is achieved by navigating to the CME Review Forms dashboard and selecting the “Reports for this form” action.
Accessing reports for the CME review forms is achieved by navigating to the CME Review Forms dashboard and selecting the “Reports for this form” action.
Administrators have 3 reporting options to choose from: • Distribution: Ideal for pivot tables and Power BI due to its rectangular dataset. The download repeats the question for each answer. Distribution includes the Form Name, Each question, Each answer, the Correct answer, the Total number of form-takers, How many people selected each answer, and the Percent of each question selected divided by the total number of question-takers.
• Distribution Handout: Ideal for easy consumption as its layout is more like a traditional test. Presenters could be given a downloaded pre-test PDF to understand where to focus their attention in the session. It includes the same information as “Distribution.”
• Selection Raw: Includes a time stamp for each individual Person Key, Form Key, how each question was answered, and the correct answers.
Meeting organizers only need to use one of these reporting methods, but there are two options for your convenience. Both methods provide different approaches for extracting CME Review Status data from the same shared dataset.
Both the Presentations dashboard and the Report Builder provide options for running CME Review Status Reports, utilizing the same data source.
Presentations dashboard
1. Utilize the advanced search functionality to locate CME presentations based on Session type, Session title, Category, Room, Date, Presentation Id, Control #, extra session field, etc. 2. Once filters are applied, click the “Select all” button to choose all presentations on the list. Click the export icon labeled “Export” and select “DASHBOARD DATA.”
3. Download the data from the search to a CSV file on your computer. Open the document and remove unnecessary columns (such as ControlKey, SessionKey, etc.) to focus on checking the CME Review Statuses.
Report Builder
On the other hand, in the Report Builder, administrators can: 1. Navigate to cAdmin -> Reports -> Report builder 2. Click “Create New Report” under the Presentations card. Click “Select & Order Fields” and click and drag over the fields: • Presentation.ReviewStatusCME • Presentation.ReviewCommentsCME
Meeting organizers only need to use one of these reporting methods, but there are two options for your convenience. Both methods provide different approaches for extracting CME Review Status data from the same shared dataset.
1. Use advanced search functionality to search for CME sessions or presentations by either Session type, Session title, Category, Room, Date, Presentation Id, Control #, or extra session field 2. After applying filters, use the “Select all” button to choose all presentations on the list. Click the lightning bolt icon labeled “Change data” and select “CME review status.”
3. Change the blank CME review status to “Review Required.” Click on Verify Change.
To safeguard sensitive information, it’s crucial to implement embargoes on abstract bodies. Administrators take a proactive approach to minimize the risk of premature data exposure by advising meetings to embargo ALL abstracts before making acceptance decisions.
To safeguard sensitive information, it’s crucial to implement embargoes on abstract bodies. Administrators take a proactive approach to minimize the risk of premature data exposure by advising meetings to embargo ALL abstracts before making acceptance decisions.
I. Setting up Abstract Embargos
To ensure a secure embargo process for abstracts, follow these steps: 1. Navigate to cAdmin Submissions and select “Abstract body embargo.” 2. To ensure all abstracts are found, do not check any boxes and click “CONTINUE.” If you want to narrow down which abstract bodies are embargoed, choose “SELECT ALL” or specific boxes and click “CONTINUE.” 3. At the bottom, set the desired embargo date for all abstracts. If you have specific dates for different abstracts based on activity type or other filtering methods, you may set them up accordingly.
II. Reporting on Abstract Embargos
Under Reports -> Report builder, within the Controls card, click “Create New Report”: Prioritize the related fields: • Abstract.ActivityName • Abstract.ControlNumber • Abstract.PresentationID • Abstract.PresentationNumber • Abstract.EmbargoAbstractRule:Administrator-set time for release • Abstract.EmbargoAbstractStatus:“0” indicates no embargo, “1” indicates embargo • Abstract.EmbargoUntil: Time when the abstract will be released • Presentation.EmbargoContentUntil: Time when the presentation will be released • Presentation.EmbargoContentRule: Administrator-set time for release • Session.Type • Session.Number • Session.Title • Session.StartDateTime
Click “Save As” to save the report for later use, and use the “Select Output” box to export the report.
When importing new meeting data from an external source for Presentation Management or Virtual Meeting applications, time can be saved by importing the Sessions, especially for large meetings.
When importing NEW meeting data from an external source for Presentation Management or Virtual Meeting applications, time can be saved by importing the Sessions, especially for large meetings.
Please note that .CSV files with commas do not import correctly; therefore, Excel .XLS or .XLSX files are the preferred file format. Error checking and rules are applied to ensure that session data will be clean.
Administrators must follow these steps: 1. Click +Import. 2. Download the XLS (preferred) or CSVtemplate to view possible column fields to be added.
Minimum Import Requirements
1. You must at least fill in the “Title” and “Type” (Session Type)columns. 2. Session types must exist in the Session Types within cAdmin.
Other requirements for fields that are not required
XLSX: Dates and times must be in the following format: – Date: YYYY-MM-DD – Time: HH:MM:SS (AM or PM) – Duration: MM
– Session Dates MUST be in the meeting date range, or they will not import. – Location MUST exist in the Location/channel settings meeting data. – Do NOT use tabs: Any tabs in the file will shift cells around because it is a tab-delimited file. – SED fields: List items must exist before import, or the session will not import. – To ensure consistency, each numbered cell should be in “Text” format before importing.
Steps to Import the Excel File
1. Click “Browse” and choose the file to import from your local drive.
2. Verify that the Import Field Name matches the cOASIS Field Name. The checkboxes should autofill for columns with inputted information. Only checked boxes will be imported. If names do not match, optionally select the correct cOASIS Field Name to match, then click “VERIFY DATA.”
3. Click “CONFIRM.”
4. The following screen should confirm the number of files that were successfully imported. If you encounter any errors in the bottom two rows, click the “Conflicts” report and verify the formatting.
5. Use the Advanced search feature to search by the Title, Session type, or another field you imported in order to find the session:
Administrators can efficiently update existing session data on the Sessions dashboard by following a specific set of steps for seamless data management. These steps ensure that session information is kept up-to-date and accurate.
To efficiently UPDATE EXISTING session data on the Sessions dashboard, administrators must follow these steps:
1. Ensure that you have cleared any previously selected sessions by selecting “Clear all” under the three dots. Use the Advanced search to filter sessions, and choose individual sessions by selecting their checkboxes or utilize the “Select all” option by clicking the three dots.
2. Click on “Export” and then click “SESSION DATA“
3. The Key, Id, and Title are mandatory fields to export. You can also choose additional fields for updates by selecting their checkboxes (Type, Date, etc.).
4. Click “NEXT,” then “Close,” and open the downloaded file on your computer.
5. Open the file, but DO NOT modify the “Key” or “Id” fields. CTI’s system originally auto-generated these two fields to correctly identify the session. Also, please ensure that you save the file as an Excel XLSX file, as CSV file types may not always work, especially when dealing with commas. Make sure to adhere to the following formats before re-uploading: Date: YYYY-MM-DD Time: HH:MM:SS (AM or PM) Duration: MM
– Session Dates MUST be in the meeting date range, or it will not import (and will not show any validation error). – Session type – must exist in the Session Types within cAdmin. – Location MUST already exist in the Location/channel settings. – Do NOT use tabs – any tabs in the file will shift cells around because it is a tab-delimited file. – SED fields – list items must exist before import, or the session does not import. – To ensure consistency, each numbered cell should be in “Text” format before importing.
6. Once you have finished the updates, save the file as an Excel XLSX file, navigate to the Sessions dashboard, and click “Update.” Next, click “Browse.”
7. Select the Excel file and click “Open.”
8. Verify the Import Field Name matches the cOASIS Field Name, and then click “VERIFY DATA.”
9. Click “CONFIRM.”
10. The following screen should confirm the number of files that were successfully imported. If you encounter any errors in the bottom two rows, click the “Conflicts” report and verify the formatting.
Associations can provide a default session playlist option for every cAttendee registrant to ensure their playlist isn’t empty when they first log in. Please note that the attendee cannot delete the playlist; only the administrator account can edit this playlist for all attendees.
Associations can provide a default session playlist option for every cAttendee registrant to ensure their playlist isn’t empty when they first log in. Please note that the attendee cannot delete the playlist; only the administrator account can edit this playlist for all attendees.
To set up the default association playlist:
1. Navigate to Onsite > Registration dashboard. 2. Click “Add Registrant.” 3. Since this is an arbitrary template user, we have provided an example that can be used and added below. PLEASE NOTE: – The Registration Code should be in ALL CAPS and grant access to ALL meeting sessions. – You can always in-line edit the Badge Number and Registration Code once it’s created. – The email should be a valid email address for someone who is administering the kiosk in case a password needs to be updated.
4. Log in to cAttendee as this user, then click on a session to “Add to my playlist” (a customizable term), and create a “Title” and an optional “Description.” Afterward, add all the sessions you want to include in the playlist.
5. To review your customized list, click on the “Playlist” tab (a customizable term).
6. In cAdmin, navigate to Onsite -> Registration dashboard, and click the gear icon to activate the “Key.” Then, highlight and copy the Key.
7. In cAdmin, navigate to Settings -> Virtual / hybrid meeting applications -> cAttendee -> Playlist. Paste the Key into the “Playlist curator account key” field.
8. Log into cAttendee to check the “Playlist” tab for a review.
We’ve enhanced the login process for existing Portal users by simplifying it. You’ll receive an informative error message if you attempt to create a new account without leaving any required fields blank, provided that you already have a Portal login account.
We’ve enhanced the login process for existing Portal users by simplifying it. You’ll receive an informative error message if you attempt to create a new account without leaving any required fields blank, provided that you already have a Portal login account.
This message will remind you that you already have an account and suggest using the “Forgot your password?” link to reset it.
The user clicks “Close” and “Back to login” (above) and then selects “Forgot your password?” (below) to reset their password and log in.
On the Presentations dashboard, administrative users have the option to perform custom bulk actions on their selected presentations. This feature allows you to edit the Session Role Status for one or multiple presentations using the lightning bolt icon.
The Presentations dashboard allows administrative users to edit the Session Role Status for one or multiple presentations using the lightning bolt icon.
Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.
To change the Session Role Status, follow these steps: 1. Select the checkbox of the presentation(s) you wish to edit. Alternatively, you can select all presentations by clicking the three dots over the boxes and the “Select all” 2. Click on the “Lightning bolt” icon located at the top-right of the list 3. Select the “Session Role Status” option 4. Choose the new Session Role Status you would like to apply to all the selected presentations from the drop-down list 5. Finally, click the “Verify Change” button to apply to the status selected presentations.
Undefined: This status is set by the client to remove controls from module inclusion or display. Invited: The client designates this status before sending campaigns to ‘invite’ a presenter. It is typically used prior to the presenter ‘confirming’ their role. Primary: This is the default status when a presentation is created. Confirmed: This status indicates that the presenter has confirmed their participation in the meeting for this presentation. Alternate: Clients or end users can assign this status to alternates as backups for primary presentations (chairs/presenters). Non-Responsive: This status is used when an end user is not responding to communications regarding the confirmation of their presentation. Unable to Attend: This status is used to indicate that someone is unable to physically attend the meeting. It can also be used to set a ‘cover slide’ in cAttendee for presentations that are not uploaded. Declined: This status is applied when a presenter declines to participate in the meeting.
It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).
Please refer to the document below to access and review the provided cOASIS subjects and links for locating recorded trainings and self-paced e-learning courses.
Please refer to the document below to access the provided cOASIS subjects and links for locating recorded trainings and self-paced e-learning courses.
Do you have questions about bulk updating cAdmin data? Check out our recorded training sessions to learn more about bulk updates across the cAdmin dashboards.
Do you have questions about bulk updating cAdmin data? Check out our recorded training sessions to learn more about bulk updates across the cAdmin dashboards:
The Distributor Administrator creates an association if necessary, updates an association’s meeting contract, and creates or copies the meeting configuration.
The Distributor Administrator creates an association if necessary, updates an association’s meeting contract, and creates or copies the meeting configuration.
Verify your Role
Check your role by going to Settings > Association info & administration > Staff accounts 1. Use the search box or turn on “Advanced Search” to find your account 2. Check the “Role” field 3. If you do not hold the role of a Distributor Administrator, you are not authorized to create meetings.
Search Associations and then Add
The Distributor Administrator is responsible for creating the association 1. Go to Settings -> Associations 2. Verify that the association does not already exist with the search box 3. IF the association does not already exist, click “Add Association”
Create a New Association (if necessary)
Complete the four mandatory fields: 1. Abbreviation / Short name: The meeting name is usually shorter than the “Association Name” for an administrator’s reference (e.g., ISA) 2. Primary Affiliation: Choose the first drop-down option, “Create based on abbreviation.” 3. Primary Service Provider: PSPs are an Association value and represent the entity holding the contractual relationship to manage the program data with the Association and under whose contract Administrative staff, and vendor are authorized to access the Association data. PSPs are CTI and its distributors. Every active Association has exactly one PSP. 4. Association Name: Full association name (e.g., International Sales Association). All other fields are optional and can be added later.
Create Meeting Contract
The Distributor Administrator is responsible for creating the meeting contract and filling out the Meeting contract.
Short name: displayed in the upper left-hand corner of cAdmin after the Association abbreviation
Create Authorized Meeting
Distributor Administrators can create the authorized meeting by going to:
1. Settings -> Associations -> Association details -> Meetings page and click Create meeting. 2. Every field is mandatory. – Short name: displayed in the upper left-hand corner of cAdmin after the Association abbreviation – Display name: the Meeting Name under Meeting information & setup
3. Click Save.
Find the new meeting
Distributor Administrators must click their name in the upper-right corner of cAdmin, select “My Staff Account,” and ensure the new association is checked. Failing to do so will prevent it from appearing in the meeting toggle in the upper-left corner.
Use the meeting toggle in the upper-left corner to search for and select the meeting you want to open.
To use the template meetings effectively in meeting creation, each distributor needs to create a “Template” association and personalize it with the meetings they create within.
To effectively use the meeting templates, each distributor needs to create a “Template” association and personalize it for the meetings they create.
1. Under Settings -> Associations, search for “Template” in the Advanced search under “Abbreviation.” The template meeting will use the word “Template” followed by your distributor name. Click the “Actions -> View Detail.” Click the “Meetings” tab and select “CREATE MEETING CONTRACT” to start creating your templated meetings.
2. Short name: This is the searchable meeting name that appears in the meeting toggle in the upper left-hand corner of cAdmin. Please fill in the example dates of the meeting, as an expired meeting can still be used as a template. Then, click “SAVE.” The meeting has now been “Authorized.”
3. Next, hover over the Action “Create meeting.”
4. Fill in the required fields. Display name: Match the Short name Dates of the meeting: Match the First and Last day of the meeting Location: Place where the template meeting will be copied from Location time zone: Template meeting time zone to be copied from
Add more templated meetings if necessary, following steps 1-4 again.
5. Navigate back to Settings -> Associations. Hover over an association Action and click “View Detail.”
6. Click the “Meetings” tab and select “Create Meeting Contract.”
7. Short name: Searchable meeting name that appears in the meeting toggle in the upper left-hand corner of cAdmin. Fill in the dates of the meeting (can be edited later). Click “SAVE.” The meeting has now been “Authorized.”
8. Next, hover over the Action “Create meeting.”
9. Fill in the meeting information, and at the bottom, “Copy configuration from” should allow you to choose from your list of templated meetings to copy from or a meeting from a previous year.
With the intuitive Session Scheduler drag-and-drop feature, you can easily arrange sessions and view the entire schedule at a glance, streamlining your session planning process while ensuring that session data is automatically updated in real-time throughout cOASIS.
With the Session Scheduler drag-and-drop feature, you can easily arrange sessions and view the entire schedule at a glance, streamlining your session planning process while ensuring that session data is automatically updated in real-time throughout cOASIS.
To effectively use the Session Scheduler, follow these steps:
1. Ensure session data exists, either submitted by users or added by admin staff. 2. Set up Rooms/Locations under Sessions -> Locations and associate them with specific times. 3. Customize session type names and colors under Sessions -> Session types. 4. To move a session, simply click and drag its title to your preferred day and time slot. 5. Sort sessions by session type or other filters using the left drop-down menu. 6. To change the session length, click the “View Session Details” button on the session to visit the session details page.
Session Building, also known as Session Organizing, is the process where a volunteer from an organization (such as a member of the program committee or a member of the meeting faculty) creates Sessions by combining Abstracts (which will later become presentations) and appointing other essential roles like Chairs and Invited Speakers. In the CTI system, individuals responsible for Session Building are referred to as “Sessioners,” although they may also be called Session Organizers, Organizers, Slotters, or other names preferred by the client.
Session Building, also known as Session Organizing, is the process where a volunteer from an organization (such as a member of the program committee or a member of the meeting faculty) creates Sessions by combining Abstracts (which will later become presentations) and appointing other essential roles like Chairs and Invited Speakers. In the CTI system, individuals responsible for Session Building are referred to as “Sessioners,” although they may also be called Session Organizers, Organizers, Slotters, or other names preferred by the client.
CTI has implemented a credit cart locking feature in the Program Planner to prevent participants from modifying their cart after generating certificates. This optional feature ensures the accuracy and integrity of their participation records.
CTI has implemented a credit cart locking feature in the Program Planner to prevent participants from modifying their cart after generating certificates. This optional feature ensures the accuracy and integrity of their participation records.
Configuring Locked Cart Certificates As an administrator, I need to configure one or multiple certificates to lock the credit cart. The credit cart will only lock if at least one item inside the cart is designated to trigger the locking mechanism when the cart is created. If no certificates within the credit cart are set to initiate the lock when the cart is created, then the cart will remain unlocked.
Step 1: Accessing Configuration 1. Administrators can configure certificates to lock the cart by navigating to cAdmin -> Settings -> Virtual/Hybrid Meeting Applications -> cPlanner -> Attendance/Credits. 2. Toggle the “ON” switch to enable optional enforcement of zero credits when a session has not yet begun, displaying the requirements screen once all prerequisites are met, and printing the header, footer, and certificate together.
3. Administrators also have the option to customize the default warning messages for both locking (cPlanner) and unlocking (cAdmin) the credit cart.
Step 2: Customizing Certificates 1. Click on the “Certificates” tab at the top of Planner (PP8) Settings. 2. Choose the certificate(s) you want to use for locking the credit cart. 3. Add the following code at the end of the HTML:
, “cartlocking”:”yes”}
4. Copy and paste this code into the HTML of one of the certificates under the “Certificate list.” This action will trigger the credit cart warning message for the client.
Optional: Unlocking the Credit Cart Administrators can unlock the Credit Cart by going to cAdmin -> Onsite -> Certification dashboard and clicking on the dedicated row action “Unlock” next to their name:
Important: Changing the value of “, “cartlocking”:”yes”}” to “yes” for a single certificate will lock all certificates in the cart when that specific certificate is clicked. However, if an admin unlocks any certificate from the cAdmin -> Onsite -> Certification dashboard, all certificates will be simultaneously unlocked.
To navigate to the Meetings Homepage, click the “Home” icon in the upper left-hand corner.
Please refer to the diagram below to navigate the Meetings homepage. In the upper left-hand corner, you’ll find information on the “Meeting name” and “Venue,” which corresponds to the Meeting columns below. Additionally, you’ll see the Start and End dates of the meeting.
You can utilize the search bar to filter results by Venue, Association/company, Meeting name, Status, #days, Opportunity number, etc. To switch to a different meeting, simply click on the “Change meetings” icon.
By clicking “Change meetings,” you will be directed to a new meeting while maintaining the same homepage layout. However, the upper left-hand corner information will update to reflect the details of the new meeting you’ve entered. To access the meeting’s details, click on “Meeting setup.”
Please note that the search term “Loews” remains stored for your convenience. To remove it, simply delete the term.
Distributors are CTI partners with contracts that allow them to create their own associations and meetings within CTI applications. In this guide, you can either watch the video or follow the 7-step instructions on how to grant meeting access and add a new staff member in cAdmin as a distributor.
Distributors are CTI partners with contracts that allow them to create their own associations and meetings within CTI applications. In this guide, you can either watch the video or follow the 7-step instructions on how to grant meeting access and add a new staff member in cAdmin as a distributor.
Step 1: Verify Meeting Access Before you begin the process of granting access and creating a new staff member, ensure that you are currently in the meeting to which you want to grant access. Follow these steps: 1. Log in to your cAdmin account. 2. Check under your username to confirm that you have access to the association you wish to work with (e.g., CRF in this example). 3. Click on the meeting toggle to navigate to the specific meeting to which you want to provide access. Please note that CTI operates on a meeting-based system. When a new user logs in for the first time, they will automatically be signed into the designated CRF meeting or any other meeting you choose.
Step 2: Access Staff Accounts Next, access the staff accounts section. 1. Go to “Settings -> Association info & administration -> Staff accounts.” If you’re unsure whether the person you want to create already exists, you can use the Advanced Search and filter by fields like Role, Email, First name, or Last name to find them.
Step 3: Create a New Staff Member To add a new staff member, click “Add New Staff Member.”
Step 4: Enter Staff Member Information Fill in the required information for the new staff member, including: – First Name – Last Name – Email (which will serve as their login username) Users with higher-level roles can create new team members at or below their level. As a Distributor Team Leader, you can create another Distributor Team Leader or any role below, such as a Distributor Program Team Member, Association Administrator, Team Leader, Program Team Member, or Freelance Onsite AV staff.
Step 5: Define Primary Service Provider (PSP) and Primary Affiliation Choose the appropriate Primary Service Provider (PSP), typically your distributor. In this case, it is Encore. Determine the Primary Affiliation based on the new staff member’s workplace. If they work at Encore, both the PSP and Primary Affiliation will be Encore. If they work at CRF, the PSP will be Encore, and the Primary Affiliation will be CRF.
Step 6: Assign Associations Assign the new staff member to the necessary associations. Keep in mind that as a Distributor Team Leader, you can only assign associations that you have access to. Ensure that CRF is one of the assigned associations if required. Click “Save” to create the new staff member with the assigned associations.
Step 7: Communicate with the New User Now, inform the newly created staff member about their access and guide them on how to log in: 1. Share the cAdmin website link with them for login: https://www.abstractsonline.com/cadmin/workbench.asp 2. Instruct them to click “Forgot your password” if it’s their first time logging in. 3. They should enter their email address and click the link sent to their email. 4. They must change their password to meet security requirements (at least 8 characters, including one uppercase letter, one lowercase letter, and one special character). 5. Once they change their password, they can sign in. 6. They should now see the same meeting you were in. They can click on their username to view their assigned associations and use it as a reference point for the meeting toggle menu.
For full role access documentation, please reach out to Client Services.
Administrators are seeking to assign Sessions to specific Presentation Management Session Organizers. These individuals will have the responsibility of reviewing (downloading) or editing (uploading and deleting) presentations within the Portal. Similar to presenters, this authorized role will have access to the presentations via the Portal to ensure quality control.
The given status definitions enhance our customers’ ability to independently understand and manage the preparedness and accessibility of their submissions, sessions, and presentations within cOASIS.
The given status definitions enhance our customers’ ability to independently understand and manage the preparedness and accessibility of their submissions, sessions, and presentations within cOASIS.
To access the status definitions, use the search box in the Knowledge Base and type in either:
Program Status Session Status Session Rule Status Control Complete Status Session Role Status Mobile Publish Program Planner
Use these lookup definitions of statuses to assist you at that moment with the Knowledge Base search functionality. For example, navigate to Help.
Select the Knowledge Base tab. Enter “Session Role Status” (or any of the statuses above) in the search bar and then hit Enter.
Click on the article called “Session Role Status” below.
The following conditions must be met for a session/presentation to appear in the planner: A session is only searchable if… Session Status is ‘Active’ -AND- The session has a Start Date/Time
A presentation is only searchable if… Session Status is ‘Active’ -AND- The session has a Start Date/Time -AND- The Session Role is slotted into a session -AND- Session Role Status is among: ‘Unable to attend,’ ‘Confirmed,’ or ‘Primary’ -AND- Program status is among: ‘Accepted,’ ‘Withdrawn’ — hide withdrawn via configuration -AND- Presentation Times should be entered at the control level (while not strictly required, it’s considered best practice)
Below are the standard criteria that must be met for sessions and presentations to appear in the files:
Session Status must be ‘Active’ -AND- The session must have a Start Date/Time -AND- The Session Role must be slotted into a session -AND- Session Role End Time must be greater than the Role Start Time -AND- Session Role Start Time must be within the Session Start/End Time -AND- Session Role End Time must be within the Session Start/End Time -AND- Session Role Status must be among: {This will be configured per client request} — standard options are ‘Primary’ and ‘Confirmed’ -AND- Program status must be among: {This will be configured per client request} — standard option is ‘Accepted’
The following are the defined Session Role Status options:
Undefined: This status is set by the client to remove controls from module inclusion or display. Invited: The client designates this status before sending campaigns to ‘invite’ a presenter. It is typically used prior to the presenter ‘confirming’ their role. Primary: This is the default status when a presentation is created. Confirmed: This status indicates that the presenter has confirmed their participation in the meeting for this presentation. Alternate: Clients or end users can assign this status to alternates as backups for primary presentations (chairs/presenters). Non-Responsive: This status is used when an end user is not responding to communications regarding the confirmation of their presentation. Unable to Attend: This status is used to indicate that someone is unable to physically attend the meeting. It can also be used to set a ‘cover slide’ in cAttendee for presentations that are not uploaded. Declined: This status is applied when a presenter declines to participate in the meeting.
These Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.
It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).
Session Rule Status: Primarily used via session submission or session builder.
Incomplete: This is the default status when a session is created in session submission.
Complete: This status is automatically set when the session meets the module’s minimum requirements. Alternatively, an administrator can set it via cAdmin.
Deleted: This status is used when an end user or administrator changes the status based on a ‘withdrawal’ request.
Locked: This serves as the final status if the ‘finalized’ feature is used in session submission.
“Program Status” refers to the current state of a Submission. It indicates whether the Submission has been assigned to a Session and is ready to be included in the program. The following are the defined Program Status options:
Undefined: This is the default status assigned to a Submission when it is initially created in the system.
Accepted: This status is set by the administrator (cAdmin) when a Submission has been accepted for presentation (session assignments finalized).
Withdrawn: If an end user requests to withdraw a Submission, the status can be changed to “Withdrawn” by an administrator in cAdmin. This status is also used for resolving duplicate submission cases, where one of the duplicate submissions is withdrawn.
Rejected: Assigned by an administrator using cAdmin when a Submission is not accepted for presentation (session assignments finalized).
Removed by Staff: Used by administrators in cAdmin to indicate that a Submission should be removed from reporting or other program-related modules.
To set up the Session Room Agent, refer to the article titled “Setting up the Session Room Agent.”
You can test whether the cSlide Agent is installed and working on your local computer by clicking the caret (^) in the bottom right-hand corner of your screen, then RIGHT-CLICK the cSlide Presentation Agent icon and select “Show.”
1. For PowerPoint Monitor, click “Default”
2. Check “Allow presenter view” 3. Set the desired Presenter monitor, Slide show monitor, and Resolution for the presentations. 4. Click Ok.
I would like to be able to enter presentation and presenter data quickly as I receive the information by email, or in a Word document or in a PDF file. I will not always have full presentation information (including presentation title, presenter, day and room), so I need a way to enter partial data and return later to enter the complete data.
Navigate to the Meeting Agenda from the Home page
View the existing Agenda
Add New Presenters by clicking “Add” next to the Presenters label
Enter Presenter First Name (or initial), Last Name (or initial) and email. Select a Date and Room from the Dropdown list. Enter a Presentation Title, Presentation Start Time and Presentation End Time.
And click CREATE:
Four presentations per presenter are allowed. Clicking “ADD ANOTHER PRESENTATION FOR THIS PRESENTER“ allows an administrator to quickly add another Presentation for the same Presenter. It will open the “Add presentation” pop-up again with prefilled Presenter first name, Presenter last name, and email from the previous entry. The only other fields required are “Date & Room” from a drop-down and “Presentation title”.
After creating an additional presentation for the presenter, I can filter using any of the various columns at the top, such as “Email” to view all 4 presentations for this person.
As new data is provided, I need a way to edit the Presentation titles, Room, Date, Presentation start time, and Presentation end time.
Search for presenters by filling in full or partial data in one or more filters in the appropriate column(s) and click “Edit presenter”.
I changed the Presentation title from “Presentation” to “Presentation 1” and click “SAVE”.
To change the presenter to a different person, start by filtering and deleting the presentation(s), and then add the new presenter.
To delete a presentation, hover over the action, and click “Delete presenter”.
Exclusive to the File collection & session room agent package, Venue Technical or Venue Operations set up the Session room settings to present onsite presentations and test on their office computer, and later test onsite.
Under Meeting setup -> Rooms -> click “Log into sessionroom”
If you haven’t set up the cSlide Agent on the local computer you’re using, you will be prompted in the bottom right-hand corner to download the cSlide Agent.
You can test whether the cSlide Agent is installed and working on your local computer by clicking the caret (^) in the bottom right-hand corner of your screen, then RIGHT-CLICK the cSlide Presentation Agent icon and select “Show.”
After configuring and clicking “Save” with the cSlide Agent, you can further adjust the session room settings by navigating to Meeting Setup > Session room: – Show menu labels: Allows better navigation control within the session room tabs which may or may not be needed. Venue Technical or Venue Operations can turn them on and off and test with the session room open in another window and refreshing the page. – Show presentation times: Can be turned on and off and tested with the session room open in another window with presentation data in the meeting agenda. – Banner image: Click to upload the universal header banner for the session room. – Theme: Pick one from a dropdown. This changes the background color and fonts. Test with the session room open in another window. – Show speaker if no files: Can be turned on and off and tested with the session room open in another window.
Log back into a Session room to review your configurations by navigating to Meeting Setup > Rooms and clicking on the “Log into session room” action.
If it’s your first time logging in, or if you share the session room URL with a teammate, they will be prompted to enter the “Session room access key” before proceeding to log into the room.
The “Session room access key” is editable by clicking on the pencil icon under Actions. For easy readability, the access key must only contain uppercase letters or numbers; excluding 0, O, I, or 1, and must be at least 4 characters.
TroubleshootingInstructions If your computer experiences connectivity issues with the agent installed and you encounter the “Cannot connect to cSlide Agent” popup:
1. Click the upward-facing arrow to reveal the hidden icons shown below. 2. Right-click the cSlide Agent. 3. Select “Quit.”
Before your meeting starts, make sure to set up the meeting by providing the People data that an administrator would want to see in the analytics after the meeting (e.g., city, country, institution, registration code, etc.). If an attendee has only filled in their first/last name and email in the People dashboard, the analytics will only display that information for that individual after the meeting.
To set up the Analytics for cAttendee, go to Settings > Meeting information > Overview.
Click “Add Date Range” and fill out the following details:
Purpose: always “VirtualMeeting” for now, for cAttendee tracking. Instance/edition name: Meeting name (upper left-hand corner). Start date: Start of analytics data collection for cAttendee. Soft end date: Configured to match the Hard end date and is intended for future use. Hard end date: The deadline for concluding analytics data collection is the same as the Soft end date, which should be set two weeks after the closure of the cAttendee page.
In addition to the Meeting staff and Collection site, two other tabs are available on the Meeting setup page for File collection & session room agent packages– Rooms and Session room.
The Rooms tab has a list of available rooms. The File collection & session room agentpackage has 5 rooms available.
To edit the name of the room, click on the pencil icon and enter the new name for the room.
Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.
The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.
Another way to log in to a Session room is to click the blue arrow icon (shown below, bottom-right corner). This will directly navigate to a chosen session room without asking for a session room application key.
As a Distributor or Venue Administrator, I want to access a list of meetings and their general information. This will help me keep track of the total number of meetings.
Distributor Administrators and Venue Administrators will need to go to a Venue meeting to find the Reports menu (e.g., v2133: Demo Hotel). Under Reports, clicking on “Accounting Activity Report” shows the administrator a table of venue meeting information.
Navigate to Reports > Accounting Activity Report to access a meeting information dashboard. To download the meeting data to a CSV file:
1. Choose one meeting at a time on the left or click the 3 dots and “Select All”.
3. Open the file that was downloaded to your computer.
Best practice fields to help manage and order the meeting data include: – Property Identifier – Venue – Region – Brand – Association/company – Meeting name – Package – Opportunity number – Meeting start date – Meeting end date – Creation year – Creation month – Creation day – Created – LastUpdated (meeting info updated in Meeting setup)
As a Speaker Ready Room Admin, I start presentations in the meeting room and need to monitor the agent’s status in the session room using the Monitoring Tool tab.
1. In cAdmin, navigate to Presentation management -> Monitoring tool. 2. Please click on the ‘Agents‘ tab to view the technical statuses relevant to the onsite event:
– Idle: No interaction needed. All files are present on the local computer. – Sync Required: Not all files uploaded currently present in the room. – Synchronizing: Sync process currently running. – Presenting: Presentation is currently on the screen. – Last Activity: Last check for any of the above statuses in seconds.
The eyeball, edit pen, and settings icons are legacy icons that will be updated for future use.
3. The ‘Sync’ button will force the session room agent to synchronize files. This ONLY needs to be clicked once if the ‘Sync Required’ status is showing. If the files in the room are out of sync, the status WILL show ‘Sync Required,’ indicating the need for synchronization.
The video overview demonstrates examples of exporting data from the People, Submissions, and Reviewers dashboards. These reports are only helpful if you have data within them.
The video overview demonstrates examples of exporting data from the People, Submissions, and Reviewers dashboards. These reports are only helpful if you have data within them.
View the Average Scores and Standard Deviation per submission, along with the scores entered by the various Reviewers. You will not see any Comments or Flags.
View the Average Scores and Standard Deviation per submission, along with the scores entered by the various Reviewers. You will not see any Comments or Flags.
1. Go to Reviewers > Combined score report 2. Leave the defaults or specifically choose the Number of Decimal Places, Grade Cut Off, which Activities to include, and how to order the report. 3. Click “Run Report.”
The report focuses on the comments left by the Reviewers per submission.
The report focuses on the comments left by the Reviewers per submission.
1. Go to Reviewers > Reviewer comment score 2. Leave either the “ALL” default or choose a specific Category or Reviewer Type 3. Click “Generate Report” 4. Select “Click Here for Report” 5. Click the downloaded link and open the CSV file.
The Score Report shows the Control Number, Average Score per submission, number of Reviewers assigned to the submission, and all the Reviewer scores assigned to the submissions.
The Score Report shows the Control Number, Average Score per submission, number of Reviewers assigned to the submission, and all the Reviewer scores assigned to the submissions.
In cAdmin, go to Reviewers -> Score report
1. Use the default filters to run for all scores or filter by specific fields 2. Check towards the bottom “Show Reviewer Information, Show Category, Show Pre-Selected Comments, Show Flags” 3. Click Submit
Print or scroll to the right to find Export to Excel.
(IF Exchange Bin is configured) Shows a visual log of which Reviewer did what and when regarding Recategorizing on the Review site. You don’t need this report if you don’t use the Abstract Review site.
(IF Exchange Bin is configured) Shows a visual log of which Reviewer did what and when regarding Recategorizing on the Review site. You don’t need this report if you don’t use the Abstract Review site.
To access the report, go to Reviewers > Exchange report
Filter all your abstract bodies by specific dates and times for embargo or unembargo purposes. If you have late-breaking submissions that should only be available to individuals on the online planner or mobile app, or a virtual option, CTI can determine the day and time when your abstract bodies become available to everyone.
Filter all your abstract bodies by specific dates and times for embargo or unembargo purposes.
If you have late-breaking submissions that should only be available to individuals on the online planner or mobile app, or a virtual option, CTI can determine the day and time when your abstract bodies become available to everyone.
1. Go to Submissions > Abstract Body Embargo 2. Use fields to show certain embargoed abstract bodies. 3. Select All or only certain abstract bodies. 4. Choose either Embargo or Unembargo. 5. Click Select From Calendar. 6. Choose a date and time, then click Continue.
There is no reason to run this report if your association didn’t collect payment from Submissions through cOASIS. The Credit Card Log includes when the payment was transacted (Logged), Activity Name, Payment Code, Control Number, Author Name, and Order Amount.
There is no reason to run this report if your association didn’t collect payment from Submissions through cOASIS.
The Credit Card Log includes when the payment was transacted (Logged), Activity Name, Payment Code, Control Number, Author Name, and Order Amount.
You can find the Credit Card Log report page under Submissions > Credit card log.
Allows an administrator to download a report of the locations from where submitters are submitting their abstracts based on their Person details. The report summarizes the demographics of the submission locations.
Allows an administrator to download a report of the locations from where submitters are submitting their abstracts based on their Person details. The report summarizes the demographics of the submission locations.
To download the Demographics report: 1. Go to Submissions > Demographics 2. Select one or more of the fields: Incomplete, Complete, Finalized 3. Choose either: – Display Non-zero Locations – shows only locations with at least one submission – Display All Locations – shows all locations, regardless of whether there was a submission or not. 4. Click “Regenerate Results” to view the results on the page. 5. You can click on the numbers to view the submission details:
6. Click the browser’s back button to return to the Demographics page.
The Abstract Content Report allows an administrator to download all the abstract reporting or filter reports by specific criteria. This is an easy way to download an Abstract Bodies report.
The Abstract Content Report allows an administrator to download all the abstract reporting or filter reports by specific criteria. This is an easy way to download an Abstract Bodies report.
To access the Abstract Content Report, follow these steps:
1. Go to Submissions > Abstract Content Report 2. Filter by specific criteria 3. Sort by specific criteria (e.g., Control Number) 4. Select how to group your report 5. Click “Generate Report” in the upper right-hand corner (it may take a while for larger data sets)
All selected fields will show on the Generated Report.
To efficiently address duplicate accounts in the People dashboard, it is recommended to follow these best practices. The first five reports listed on the Duplicate Account Report page in cAdmin are at the Association level, while the last six reports focus on gathering people data for the current meeting.
Best Practices To efficiently address duplicate accounts in the People dashboard, it is recommended to follow these best practices. The first five reports listed on the Duplicate Account Report page in cAdmin are at the Association level, while the last six reports focus on gathering people data for the current meeting.
Download the reports in this order for the best duplicate account detection practices: 1) Duplicate on SSO ID: Start by examining accounts with duplicate Single Sign-On (SSO) IDs. SSO IDs should always be unique, so any duplicates indicate the presence of the same person. Merge these duplicate accounts. Note that you may need to scroll past the accounts without an SSO ID to identify the ones that require merging. 2) Duplicate on First, Last, Email: If the first name, last name, and email address match exactly, it signals that the accounts belong to the same individual. 3) Duplicate on Last, Email: This report helps identify individuals who may have different first names (e.g., Bob vs. Robert) but share the same last name and email address. 4) Duplicate on Email: By running this report, you can uncover individuals who have reversed their first and last names. It also helps identify groups of people who have been assigned to a single email address and need to be separated before merging them with their correct accounts. 5) Duplicate on First, Last: This report is helpful when an individual uses distinct email addresses for different purposes, such as personal and professional use—additionally, confirming the person’s identity as the same individual requires dependence on the client or end user.
Current Meeting Reports (Last 6): When dealing with the current meeting, focus on the following report to address duplicate accounts effectively: 1) Duplicate on First, Last, Email of ANY controls: This report helps identify any duplicate accounts based on matching first names, last names, and email addresses, regardless of the specific controls involved.
To pull the Duplicate Account Reports: 1) Hover over the People tab and click “Duplicate Account Report.” 2) Select one of the best practice reports above. 3) Click “Get Information.” A CSV file with any duplicate information will download.
To resolve the duplicate(s), navigate to the People Dashboard and: 1) Select two or more boxes to the left of the duplicate person. 2) Use the Compare & Merge button in the upper right-hand corner of the screen. 3) Select one or more duplicates to “Merge,” and select one account (confirming the person’s identity as the same individual requires dependence on the client or end-user) to be the Primary. The merged account will retain all of the Primary account’s data.
For more training on duplicate account management, go to our client Trainual course.
Set the date range during which your meeting will accept uploaded presentations through the Meeting Portal from presenters. Collection Start Date: The Portal opens on the date set at 12:00 AM. Collection End Date: The Portal closes on the previous date at 11:59 PM, e.g., May 14 if set for May 15.
Upload instructions: Use the default wording for the Portal’s upload presentation directions from presenters, or you can customize the instructions for each meeting.
Header image: Adding a banner on the Portal platform requires careful consideration of the banner pixel sizes. To ensure the best display and performance, we recommend three standard banner pixel sizes: 728×90, 970×90, and 970×250. Make sure to test the look of the Portal banner on several different devices.
To upload the Header image: 1. Go to the Collection site tab. 2. Click the Header image pen.
3. Click “browse.” 4. Choose the image with the ideal pixel size (e.g., 728×90, 970×90, or 970×250). 5. Click “Open” and select “Upload 1 file.” 6. Sign in to the Portal on different-sized devices to check the Portal Header image.
I would like to download all presentation files to a flash drive or laptop for display in the session room.
The application provides three ways of downloading files: 1) from the Presentation dashboard in bulk, 2) from the Presentation dashboard individually, and 3) from the collection portal while “shadowing” a user.
For File collection only meetings: To download in bulk, all venue staff and corporate administrators would navigate to the Presentation dashboard and use the checkboxes on the left to check off the specific files they wish to download. As files are checked off, a count of the files selected will appear in the upper right. In the image below “2 presentations selected” matches the two files selected.
Venue staff and corporate administrators can also use the three dots (…) above the check boxes to select all and clear all selections. A user wishing to select all files could simply use the Select All to choose all presentation files as in the case below.
(Click the “…” above the checkboxes)
(Click on Select All)
At this point all 7 presentations have been selected. The user can download the entire package as a zip file by clicking on the download icon to the right of the “7 presentations selected” message:
Click “CONFIRM”.
Once the downloadable zip file request has been successfully processed, an email is sent to the email address of the user with a link to download the zip file.
Clicking the “Download Now!” button will bring the zip file from the cloud to the user’s desktop.
The format of the zip file is as follows:
In addition to the email being sent, Venue staff and corporate administrators can also click “Download requests“, in the upper right-hand corner of the Presentation files page, which will open a pop-up with a download history of the zip archives.
The Presentation ID value used in the Zip file is available as a display field on the Presentation Files dashboard as in the picture below:
The File collection & session room agent packages: Follow the same bulk download presentation file process as File collection only packages. However, the File collection & session room agent package will receive a different zip file structure in their email and within the “Download requests” zip archive, which will also include the Date and Room.
To download files individually, venue staff and distributor administrators will navigate to the Presentation files dashboard and click on the download icon when hovering over the Actions column in every row. This will download the file immediately into the dedicated local folder.
Using the search function (e.g. by Presenter’s last name) or clicking on the column label to sort the list of presentation files by the “Last updated” column can be used by venue staff to monitor recently uploaded or re-uploaded presentations. This can assist in keeping downloaded files up to date with changes from presenters.
To download files from the collection portal, navigate to the Presentation files dashboard and click on the Access to Portal icon when hovering over the Actions column in a row. This will bring you to the Portal.
The number of files the presenter has uploaded (Max 4) is retrieved from the collection portal. If a file is deleted from the “Presentation files” dashboard, it will be removed from the collection portal and reflected in the “#Uploaded files” count.
Clicking the Delete icon in the Actions column will delete the presentation file from the Presentation files dashboard and recalculate the value in the “#Uploaded files” column in the Meeting Agenda dashboard. Deleting a file cannot be undone!
Navigate to the “Presentation files” dashboard. Monitor file uploads, and inspect metadata about the files. Sort by “Last updated” to gain visibility into recently uploaded files that may need to be downloaded.
You can upload or delete files for a presenter on their Portal by hovering over the Actions on the right-hand side of a specific presenter’s row and clicking “Access to…” and selecting “Portal.” You will be redirected to the collection portal, where you will be automatically logged in as the Presenter in “shadow mode.” In this mode, an administrator can upload presentation files.
You can send a default email communication to individual presenters by using the mail icon located on the right side of a specific presenter’s row, OR in bulk by selecting multiple presenter boxes and choosing the envelope icon in the upper right-hand corner. The system will automatically include default configurable email text, along with a link to the presentation upload page in the collection portal.
As venue staff, I may need to upload presentations that have been emailed to me or provided via a flash drive by the presenter or event organizer. Each presenter is limited to a maximum of 5 files, which can only be in .PDF, .PPTX, or .MP4 format.
In File collection only packages: Venue staff may have to upload presenter presentations by navigating to the Meeting Agenda from the Home page. Hover over the presenter Action “Access to…”
(All venue staff and distributor staff) Navigate to the Meeting Agenda from the Home page. Hover over the presenter Action “Access to…”
Click Access to… > Portal
You are now directed to the collection portal, and logged in as the Presenter in “shadow mode”.
Click Upload, choose the file, and click Open
Click OK or the “X” to close the dialog box
For File Collection & session room agent packages: Venue staff may have to upload presenter presentations by navigating to the Meeting Agenda from the Home page. Hover over the presenter Action “Access to…”
Click Access to… > Portal
You are now directed to the collection portal, and logged in as the Presenter in “shadow mode”.
As a Presenter, I receive an email from the venue with instructions to upload a file to the collection portal for a meeting.
After clicking on the link, I arrive at the collection site, and am prompted either to enter my email address, click the forgot password link, or “Get started now”:
Clicking “Get Started now” prompts the user to enter their password. The application generates an email from the venue with instructions to click on a link to log into the collection portal for the first time and set a password.
After clicking the link, I am directed to set my password, which must be a minimum of 8 characters and include at least one digit, one uppercase letter, and one lowercase letter.
Click “Continue” and, after receiving a success message, select “Login with your new password.”
Enter your email address and click “Continue”
Enter your password and click “Continue”
Once logged in, you will be directed to the presentation upload page within the collection portal.
Click “Upload” to add your presentation file(s)
Once uploaded, the portal displays information about the file, including its status, name, and size. The user can then download, preview, or delete the file to re-upload a new version.
Presenters from the Presentation files dashboard may be contacted by clicking the “Email presenter” icon in each row. Should a presentation file be observed having incorrect fonts, being over or under the file size specification, or otherwise having formatting problems, an email can be sent directly from this dashboard asking the presenter to re-upload the presentation.
Email communication can be sent to individual presenters using the mail icon on the right side of the row of a specific presenter, as in the image below.
Click on the envelope icon and choose either: – System email: Managed within the Venue system OR – Personal email: Needs a default mail client outside the venue meeting system (e.g., Outlook & Gmail)
The system will add default email text with a link to the presentation upload page in the collection portal. This link may be removed if the purpose of the communication doesn’t include sending the presenter to the presentation upload page.
Email communication can also be sent to a group of presenters. To send to a group of presenters, select the presenters to whom you wish to send the email by checking the box on the left side of the name.
Note that the upper righthand portion of the page now displays the message “3 presenters selected”. Now click the mail icon next to the message and see the pop-up.
The text from this email can now be edited as appropriate to send to the selected presenters, as in the case below:
At CTI, the security of your data is our top priority. This year, we are rolling out multi-factor authentication (MFA) for all cAdmin users. We’re setting up MFA for a few clients at a time. We’ll send you multiple notifications with more than a week’s notice – so please keep an eye on your inbox! Using an authenticator application such as Google Authenticator or Microsoft Authenticator on a separate device such as your phone or tablet, you will be prompted for a second authentication token when you log in. Please note that the MFA process is currently applicable exclusively to cAdmin users.
At CTI, the security of your data is our top priority. This year, we are rolling out multi-factor authentication (MFA) for all cAdmin users. We’re setting up MFA for a few clients at a time. We’ll send you multiple notifications with more than a week’s notice – so please keep an eye on your inbox! Using an authenticator application such as Google Authenticator or Microsoft Authenticator on a separate device such as your phone or tablet, you will be prompted for a second authentication token when you log in. Keep your data secure by using this best-practice security functionality.
The resource below provides step-by-step instructions, best practices, and FAQs for implementing multi-factor authentication (MFA) on cAdmin. Please note that the MFA process is currently applicable exclusively to cAdmin users.
To expedite bulk changes to presentation data in Presentation Management or Virtual Meeting applications from an external source, administrators can save time by exporting and then re-importing the presentations. This approach is particularly beneficial for large meetings.
1. Click the horizontal three dots and choose all presentations or a custom selection. Alternatively, filter using advanced search (e.g., by ePoster Session type), and Select All. 2. Click Export > Presentation Data – Required fields: Presentation key and PresentationID (i.e., the Presentation key field is used to match the update. Do not change either of these two fields) 3. In this particular example, we intend to modify the presentation times. Therefore, we will select the Start Time, Duration, End Time, and Presentation title (for our own reference) as the fields to be updated. Click Next and open the downloaded file.
4. Make sure to change the Number Format for the selected cells to “Text”
5. To ensure that the presentation dates fall within the session date range and can be imported, we will cross-reference the top image displayed in cAdmin, which shows the view of the Sessions’ start and end times.
6. Enter the StartTime, Duration, and EndTime of your presentation into the Excel document, ensuring they fall within the Session date range. In this example, we set the presentation times to start at the beginning of the session’s Start date/time. Save the document to your computer.
7. In cAdmin, under the Presentations dashboard, click Import and then Browse.
8. Select the following checkboxes, excluding Duration, as it will auto-calculate. Click Verify Data.
9. Click Confirm.
10. Click on the “Close” button. A message will appear indicating the number of presentations that have been successfully imported. If you do not see the success message, please repeat the process.
11. You can verify the accuracy of your presentation times by checking the Presentations dashboard. This will allow you to ensure that the times are correct.
Please note: – Presentation Dates MUST be in the session date range, or it will not import (and will not show any validation error). – Do NOT use tabs – any tabs in the file will shift cells around because it is a tab delimited file. – SED fields do not update.
Administrators have the ability to hover over the “Actions” button associated with a presentation file and select the “Preview” option. By doing so, they can initiate a download and view a preview of the file, allowing them to assess its content and quality.
The minimum fields required to create a new meeting agenda item depend on the package chosen. Click “ADD” to view which Meeting agenda fields are required.
Click “Import” to conveniently bulk import your meeting agenda Excel or .CSV file. Administrators may repeat this process multiple times if necessary.
1. Click “Import” 2. Click “XLS Template for Presenter Data” or “CSV Template for Presenter Data” and open the file template. If you have already filled out the template, you can skip to Step 5.
3. Enter the known Presenter last name(s), Presenter first name(s), Email(s) 4. Save the file to your computer 5. Click “Import” and then “Browse” to find the Excel or .CSV file containing the names you wish to import
6. Click Open and note the option to click whether the top row contains data or headers.
7. Click Verify Data and receive message from pre-flight:
8. Click Confirm (note that “receipts” are possible of All Presenters, Imported Presenters and Conflicts)
CTI has implemented a dashboard that allows administrators to view and manage all of the presentation form attempts submitted by users in one place. The “Form usage details” page includes rows for each form submission and Advanced search filters to help administrators sort through form attempts.
CTI has implemented a dashboard that allows administrators to view and manage all of the presentation form attempts submitted by users in one place. The “Form usage details” page includes rows for each form submission and Advanced search filters to help administrators sort through form attempts.
Go to Forms > Presentation forms > click on a form
With all of the presentation form attempts displayed in one place, administrators can quickly scan through and identify any issues or trends affecting your users’ experience. New filterable fields include the following:
Last updated – the date and time of the person’s last attempt
Person – the user who submitted the form
Status – “Success”, “Fail”, or “Reset”
Score – last submission count
Uses – how many times the user submitted the form
Administrators can delete form attempts under the row Actions by clicking “the trash can “Delete”. This can help administrators if the user needs to re-take a test or correct submitted form information. Note this action deletes all the submitted data for the person and removes the data from all reporting.
CTI has made it easier to input and manage important timing information by updating the time field pickers to various cAdmin locations, including Session details, Session roles, Presentations dashboard, and Campaign details.
CTI has made it easier to input and manage important timing information by updating the time field pickers to various cAdmin locations, including: – Session details – Session roles – Presentations dashboard – Campaign details
Administrators can pick the appropriate time from a dropdown menu, making the process faster and more accurate.
This checklist provides a detailed guide for meeting and client setup using cOASIS. It covers determining customer status, creating meeting contracts, session types, activities, locations, and sandbox testing.
This checklist provides a detailed guide for meeting and client setup using cOASIS. It covers determining customer status, creating meeting contracts, session types, activities, locations, and sandbox testing. The checklist includes: – Media type and template creation – Automation flags – Configuring presentation portals – Campaigns for presenters – Setting up Speaker Ready Rooms (SRR).
It also includes server setup, pre-event testing, and onsite operational checklists for daily use, including syncing presentations, quality checks, and assisting speakers with navigation.
cAdmin has been updated to include a new feature that allows users to easily clone a control to another meeting within the same association. This feature was previously available in the Classic Admin, and has now been added to the new cAdmin. By including this feature in the new cAdmin, administrator roles can easily copy controls and save time while managing multiple meetings within the same association.
cAdmin has been updated to include a new feature that allows users to easily clone a control to another meeting within the same association. This feature was previously available in the Classic Admin, and has now been added to the new cAdmin. By including this feature in the new cAdmin, administrator roles can easily copy controls and save time while managing multiple meetings within the same association.
1. To copy records to another meeting, the administrator should hover over Submissions and then select the “Copy records to another meeting” option.
2. The administrator can apply filters based on Completeness, Acceptance, Session Role Status, Session Status, Session Types, and Activity Types. There is an option to Select all or Unselect all. After applying the desired filters, click “Continue”
3. The administrator can either select individual controls or Select All controls. Choose the meeting to which you want to copy the controls at the bottom of the page (shown below). After selecting the target meeting, click “Continue” and check the control records in the meeting selected.
Speaker Ready Room (SRR) admins and CTI staff can use the Presentation management menu dashboard to quickly check the status of presentations before the start time, using the field filters to identify incomplete presentations that require attention.
With our new bulk action feature, you can now update extra data fields for one or multiple submissions quickly from the submissions dashboard. This update is specifically designed to help our administrators who work with large data sets and must make changes to multiple entries simultaneously.
With our new bulk action feature, administrators can now update extra data fields for one or multiple submissions quickly from the submissions dashboard. This update is specifically designed to help our administrators who work with large data sets and must make changes to multiple entries simultaneously. Updating taxonomy fields in bulk is currently not possible, but a future update will enable you to do so.
To use the bulk action feature: 1. Navigate to the submissions dashboard 2. Select the submissions that you want to update 3. Select the bulk action lightning bolt and choose the extra data field that you want to update 4. Type in the updated data and click “Update”
CTI has implemented a dashboard that allows administrators to view and manage all of the pre/post test form attempts submitted by users in one place. The “Form usage details” page includes rows for each form submission and Advanced search filters to help administrators sort through form attempts.
CTI has implemented a dashboard that allows administrators to view and manage all of the pre/post test form attempts submitted by users in one place. The “Form usage details” page includes rows for each form submission and Advanced search filters to help administrators sort through form attempts.
Go to Forms > Pre/Post test forms > click on a form.
With all of the pre/post test form attempts displayed in one place, administrators can quickly scan through and identify any issues or trends affecting your users’ experience. New filterable fields include the following:
Last updated – the date and time of the person’s last attempt
Person – the user who submitted the form
Status – “Success” or “Fail” depending on how the form was set up
Score – last submission counts
Uses – how many times the user submitted the form
Administrators can also delete form attempts under the row Actions by clicking the trash can (below). This can help administrators if the user needs to re-take a test or correct submitted form information. Note this action deletes all the submitted data for the person and removes the data from all reporting.
On the Submissions Dashboard, administrative users have the option to perform a custom bulk action on the submissions of their choice. This feature allows you to select one or multiple submissions and make a bulk action edit to the Program status using the lightning bolt icon.
On the Submissions Dashboard, administrative users have the option to perform a custom bulk action on the submissions of their choice. This feature allows you to select one or multiple submissions and make a bulk action edit to the Program status using the lightning bolt icon.
To change the Program status, follow these steps: 1. Select the checkbox of the submission(s) you wish to edit. Alternatively, you can select all submissions by clicking the three dots over the boxes and the “Select all” 2. Click on the “Lightning bolt” icon located at the top-right of the list 3. Select the “Program status” option 4. Choose the new Program status you would like to apply to all the selected submissions from the drop-down list 5. Finally, click the “Verify Change” button to apply the new program status to all selected submissions.
We have added a quick-link to the Support Files on the Edit campaign template pages and Landing pages allowing administrators to quickly input images for their email campaigns.
We have added a quick-link to the Support Files on the Edit campaign template pages and Landing pages allowing administrators to quickly input images for their email campaigns.
To use, click the link “Support Files” (above) located at the top right of the Edit campaign email template and Landing pages. You can also get to Support Files under Settings -> Meeting set-up -> Files. Follow the rest of the steps in the video below:
At this time, it is not possible to delete cAdmin forms in all our form-building tools. Instead, we recommend that administrators edit existing forms to suit their needs or create new ones. This is because forms are used to collect essential data, and deleting them could result in the loss of valuable information.
As with any new feature, we understand there may be some learning curves and potential areas for improvement. That’s why we welcome any feedback that you may have regarding your experience with Forms.
cAdmin implemented a series of role-based permission sets. Our clients’ 3 key roles are Administrator, Team Leader, and Program Team Member. All team members can access and edit the features best suited to their role, but Administrators can adjust their team’s level of access and individualize each member’s toolset as needed.
cAdmin implemented a series of role-based permission sets. Our clients’ 3 key roles are Administrator, Team Leader, and Program Team Member. All team members can access and edit the features best suited to their role, but Administrators can adjust their team’s level of access and individualize each member’s toolset as needed.
For more information about your association’s roles and permissions, please do not hesitate to contact our support team, who will be happy to assist you.
Presentation consent or disclosure forms are documents used to obtain informed consent or disclosure from individuals participating in a presentation. The form typically outlines the individual’s rights and responsibilities, including the right to refuse or withdraw consent.
Presentation consent or disclosure forms are documents used to obtain informed consent or disclosure from individuals participating in a presentation. The form typically outlines the individual’s rights and responsibilities, including the right to refuse or withdraw consent.
1. Go to Forms > Presentation forms 2. Click Add New Form. Form Name is internal only for differentiating naming conventions, and Display Name is the public-facing title for Portal. 3. Click and drag over “Group” and add the consent information or question. 4. Click and drag over “Radio” right underneath the Group and add the answer options. There is no need to set the “correct” answer as “I agree” or “I do not agree” could both be right shown below:
5. Click Save. 6. Click “Setup” to ensure the Behavior is set to “Strict”, making the form mandatory to fill out on Portal before the user can upload any files.
7. Click Preview/Test to test the functionality of the form.
An administrator assigns created presentation consent forms to the presentations on the Presentation dashboard or Presentation details. Then a presenter logs into the Portal and fills out the presentation consent form.
(UPDATED 2024) Assign presentation forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms.
Access a comprehensive summary by clicking on the cheat sheet provided below:
The number of users who have failed the form according to the form requirements set. The number calculates the user’s last attempt. #Successful plus #Failed should equal the #Users
The number of users who have passed the form according to the form requirements set. The number calculates the user’s last attempt. For example, if a user takes the form 3 times: Fail, Fail, Pass, the latest attempt will be recorded as Passed. A form-taker cannot go from “Successful” to “Failed” as the form does not allow users to change their answers once a form is passed
Total number of unique users who have completed the form. For example, the user completes the form once or a hundred times; it counts as one unique user completing the form
cAdmin dashboards now auto-save when you drag and drop field columns into a custom order.
cAdmin dashboards now auto-save when you drag and drop field columns into a custom order.
Saving field sorting includes pages with columns up and down in the dashboard (People, Submissions, Reviewers, Sessions, Sessioners, Presentations, Campaigns, Forms, Chatroom, etc.)
To use the Campaign Advanced Search, click and open a Campaign and select the Advanced search button ON:
The Response statuses are standard in cOASIS, and you can search in double quotes by: Not Started – might have received the email, but haven’t taken any action (i.e., clicking the landing page link) Viewed – the landing page URL link has been clicked within the email body Notify Action Selected – the user clicked a button on the landing page (e.g., Continue, Confirm, Accept, Decline) Completed – depends on the Campaign Type. If the Campaign has no steps, the Response status will read “Viewed”. If the Campaign has steps and they finished all the steps, the Response status will read “Completed”
The Response action is a customizable button text. The value indicates what button the person clicked on the landing page. Examples include Confirm, Decline, and No Action. No Action – if the Campaign is Informational Only, it will automatically read No Action. It will also read “No Action” if the user has not clicked any of the buttons within the landing page and the applicable steps.
Tips for searching: 1. You have to use double quotes to search. 2. If you type in Declined instead of “Decline”, no search results will show because the search box has to be an exact match with double quotes.
Please note the system cannot report on email-only campaign actions without a landing page link or Response action button. You will still receive the Sent date and Recipient list.
Maybe you want to restrict access to content. We’ve added a setting to control whether co-authors can view Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.
We’ve added a setting to control whether co-authors can view or edit Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.
1. Go to Settings -> Workflow applications -> cPortal -> click the Presentation tab 2. Check ON to give all co-authors permission to View, Add/Edit, or both presentations on the Portal
Administrators can use the Session Type details flags under Media control & automation to indicate how, by default, newly uploaded session media item flags will trickle down to each session under the session type umbrella.
Administrators can use the Session Type details flags under Media control & automation to indicate how, by default, newly uploaded session media item flags will trickle down to each session under the session type umbrella.
Please note only newly uploaded sessions will receive the updated flag after it has been set in Session Type details, meaning this needs to be done before session uploads start. For example, if I want PDF files to be flagged as “Use in session room,” only after I check the flag below will the newly uploaded PDFs have the flag automatically set.
The media items an administrator creates in Settings > Media Components > Media items will appear as the rows in the card’s table.
The time formats on this page use UTC, which stands for Coordinated Universal Time.
Use the image example to format your time standards for the “First day of meeting” and the “Last day of meeting.”
The “Last day of meeting” needs to be later than the latest session for your meeting and vice versa for the “First day of meeting,” or the session will not work correctly.
Administrators can use the Activity details flags under Media control & automation to indicate how, by default, newly uploaded presentation media item flags will trickle down to each assigned presentation.
Administrators can use the Activity details flags under Media control & automation to indicate how, by default, newly uploaded presentation media item flags will trickle down to each assigned presentation.
Please note only newly uploaded presentations will receive the updated flag after it has been set in Activity details, meaning this needs to be done prior to uploads starting. For example, if I want PDF files to be flagged as “Use in session room,” only after I check the flag below will the newly uploaded PDFs have the flag automatically set.
The media items an administrator creates in Settings > Media Components > Media items will appear as the rows in the card’s table.
Check the flags to set the following: – Name of media type: Name as entered in the Media Items settings page. – Use as the initial media player: This is the primary video for the Activity’s presentation. If multiple media items are flagged, the last media item uploaded will be the primary video. – Use as additional file: A flag in this column indicates that the file is supplementary (e.g., PDF handout or white paper, URL, video, etc.) – Use in session room: Select to indicate that the file should be synchronized to the on-site presentation management system and used on the speaker podium in the session room. – Use for thumbnail: Select to indicate that this media item will be the first file that appears in the player screen for the session or presentation. If multiple flags are selected, the last media item uploaded will be the default thumbnail. This thumbnail can be overridden at the Session type details, Session details, and Presentation details levels. In most cases, the thumbnail will be the same item as the initial player media. – Actions: Click ‘Select all’ to choose all the flags or ‘Deselect all’ to remove all the flags.
1. Choose “Export Data” in the upper right-hand corner
2. Select “Page views” and “All days” (or any specific day)
3. Create a Pivot Table in Excel by clicking “Insert > Recommended Pivot Tables > select one that starts with ‘Count of PKey”
4. In the Pivot Table, choose the fields “PKey” (number of clicks), “SessionType” and “SessionTitle”
1. Choose “Export Data” in the upper right-hand corner 2. Select “Page views” and “All days” (or any specific day) 3. Create a Pivot Table in Excel by clicking “Insert > Recommended Pivot Tables > select one that starts with ‘Count of PKey” 4. In the Pivot Table, choose the fields “PKey” (number of clicks), “SessionType” and “SessionTitle”
Total clicked per Session Type with Grand Total at the bottom:
Adding “SessionTitle” to the Pivot Table allows you to document how many views each session received shown below:
Adding more Pivot Table Fields like Presentation Title, Presentation ID, First/Last Name, etc., will narrow this information even more. Select the “PathRaw” field to copy and paste the exact link at the end of the cAttendee URL to view what was clicked.
There are 4 View Types an attendee can consume the content. An administrator can find the totals in Export -> Video views: D = On-demand, P = PDF, L = Live-streaming, U = Undefined
View Type is an update to CTI’s Analytics providing valuable data on how attendees consumed the session or presentation in your meeting. An administrator can download a report to summarize live-streaming, on-demand, and PDF views.
View Type is an update to CTI’s Analytics providing valuable data on how attendees consumed the session or presentation in your meeting. An administrator can download a report to summarize live-streaming, on-demand, and PDF views.
Go to the Analytics tab and: 1. Choose “Export Data” in the upper right-hand corner 2. Select “Video views” and “All days” (or any specific day) 3. Create a Pivot Table in Excel by selecting “Insert > Recommended Pivot Tables > select one that starts with ‘Count of PKey” 4. In the Pivot Table, choose the fields “PKey” (number of clicks from the individuals), and “ViewType”
Adding more Pivot Table Fields like Session Type, Session Title, Presentation Title, Presentation ID, First/Last Name, etc., will narrow this information down to the individual. Select the “PathRaw” field to copy and paste the exact link at the end of the cAttendee URL to view what was clicked.
Below shows, under the “P” for PDF, the Session Type views for PDFs, Session Titles, and Presentation Titles.
Explore our self-paced Trainual course on Analytics (Clients). For login credentials, start with “Forgot password?” If additional assistance is needed, please contact e.eisenmann@ctimeetingtech.com
Use the following checklist if an administrator wants to add, remove, or change a presenter role in a chatroom.
1. Go to Onsite > Chatroom dashboard – Optionally switch ON the Advanced search. Search by Room, Type, and Title to filter the list. Click the “target” for available search options
2. Use the three dots in the upper left-hand corner to Clear All the chatrooms to make sure no previous selections remain
3. Select the chatroom(s) you would like to update by checking the box(es)
4. Hover over one of the chatrooms and click the Details arrow of the selected chatroom – Hover over the person you want to remove and use the trash can to delete – Select “Add Chatroom Roles.” Enter the first name, last name, and email address of the presenter (this person must already be in the People dashboard) – Make sure to check the “Presenter” flag for the new presenter (shown below)
5. Regenerate the Chatroom – Go back to the Chatroom dashboard – You should still have at least one chatroom selected from step 3. Click “Generate room” in the upper right-hand corner (shown below)
If no presentation chatrooms have been created or you need to add Presenters to chatrooms, follow these steps: 1. Go to the Presentations dashboard 2. Select the presentation boxes you would like to add chat notifications for presenters. Use the advanced search to filter the presentations 3. Click the bulk action icon “Add chatrooms” 4. Check “Add presenter to chatroom” 5. Click “ADD”
Check the Chatrooms for Presenters 1. Go to Onsite > Chatroom dashboard 2. Select a Chatroom 3. Make sure the Presenter flag is checked for the presenters that want to receive the chatroom notifications. Unchecking the flag below unassigns the presenter from the chat email notifications at any point.
When sending out the email, the ChatroomActivity function consolidates a list of presentation titles that are linked to the Presentation details page in cAttendee. – After a presenter clicks on one of the links, the presenter needs to login to cAttendee and then is redirected to the presentation details page where they can respond after clicking “Join Chat” – The ChatroomActivity execution depends on the timeframe chosen by the presenter in their cAttendee Settings (e.g., hourly, daily, weekly). For example, if the presenter chooses daily – Notifications sent: Top of the hour, midnight for daily, Sunday at midnight for weekly on the meeting time zone set in Settings > Meeting Information > Overview
There are custom terms for Frequency, Never, Hourly, Daily, and Weekly. The meaning of these terms cannot change, but the term itself can (e.g., “Daily” could be set “Every day”) shown below:
Administrators can set two presenter notification popup texts: 1. Initial notification popup instruction – pops up the first time a presenter logs in to cAttendee. NOTE: Only presenters see the initial popup.
2. Return notification popup instruction – pops up when a presenter checks their Chat notification settings under their user information. NOTE: Only presenters see the Chat notification settings option under their user information. Non-presenters will not see the option.
1. Go to Settings -> Virtual/hybrid meeting applications -> cAttendee 2. Click the tab “Chat system” 3. Make sure “Chat system enabled” and “Use notifications” are set to ON 4. Fill in the “Date notifications stop,” which is when the presentation chat will stop working – Chat notifications will not work if “Date notification stop” is not filled in – Date Format recognizes multiple formats like “12/25/2023 12:00” and reformats as below
Administrators will not see the Presentation Chat Notification setup if the meeting is not contracted with CTI.
CTI introduced a notification email for presenters when they receive a chat message after their scheduled session. Attendees can send a chat message to a presenter within the cAttendee presentation after the session, and the presenter will be notified via a customizable cAdmin email.
Presenters can individually turn the message notifications on and off when they first log in to cAttendee as part of Attendee Central, which includes welcome messages, privacy settings, and attendees setting their interests. Each presenter can modify their notifications in their cAttendee profile settings. The presenter chat notification feature will need to be contracted for your meeting. Let your project manager know if you are interested.
Because this is a contracted feature for your meeting, it must be part of the contract with CTI.
To view the contract settings (only product owners can turn this setting on): 1. Go to Settings -> Association info & administration -> Meeting creation & scope of work 2. Under Virtual meeting modules contracted, “Chat alerts” must be set to ON
Presentation Chat Notifications will not work if this is not ON.
A Meeting Organizer can navigate to the Presentation details, modify the CME review status, and include a CME comment if necessary. The altered CME review status triggers the sending of a customized, automated email to the presenter or reviewer. The system does not enforce or remind an administrator to add a CME review comment upon a CME review status change. Editing comments is not available.
1. Presenter Uploads Presentation: • The Presenter logs into the Portal and uploads the presentation. • The CTI Application processes the presentation, and the meeting organizer sets the CME review status to “Review required” via the Presentations dashboard.
2. CME Reviewer Notification and Review: • The CME Reviewer is notified via email about the assigned presentation. • The CME Reviewer logs into the Portal and changes the CME status to “In-review,” preventing further changes by the Presenter during the review.
3. CME Review Completion: • The CME Reviewer updates the CME status to either “Approved,” “Approved with changes,” or “Not approved.” • If the status is “Approved,” an automated email notifies the Presenter, concluding the CME review process. • If the status is “Approved with changes,” an email directs the Presenter to log in, view Reviewer comments, and make necessary adjustments. Once done, the CME status is automatically set to “Re-Review,” prompting the CME Reviewer to reassess. • If the status is “Not approved,” an email guides the Presenter to log in, view Reviewer comments, and take action based on the following scenarios: – In the Speaker Ready Room (SRR): Edit the presentation directly on the SRR computer.Outside SRR: Log into the Portal from any computer, delete the current presentation, and upload a revised version. – After editing or uploading, the CME workflow status automatically changes to “Re-Review,” triggering an email to the CME Reviewer.
4. Re-Review Process: • The CME Reviewer is notified to log in and reassess the presentation. • The process resumes from step 3, with the status now set to “In-review.”
5. Presenter Update to Approved Presentation: • A Presenter may choose to upload a new file to a presentation with a status of “Approved.” • The CME workflow status changes to “Previously Approved,” notifying the CME Reviewer. • The CME Review workflow process restarts from step 3.
The CME review status is accessible on the Presentation dashboard, enabling meeting organizers to filter presentations based on specific CME review statuses and track the progress of CME presentations.
Any presentation not manually designated as “Review Required” will display a “blank” CME review status. Further details on this can be found in the section above titled “Assigning Presentations from the Presentations Dashboard to the CME Reviewer.”
Click the “Edit” icon of the notification email you wish to customize.
Use the Merge field “{Person.EmailAddress}” for Reviewers and “{fld:Author.EmailAddress}” for Presenters in the “To” field. Note that both may be “Person,” depending on the meeting’s data.
3. Fill in the customized “From address” for each association. 4. Customize the Subject and Content using different formatting and images, following the style of Campaign emails. Utilize Merge fields and Merge terms to personalize the email message for individuals.
Use the “How-to’s” on the left side of the Portal Settings to learn how to insert customized images and utilize the merge fields and terms. Please note that there is no HTML access to the Subject Line, From address, CC list, and BCC list.
Go to Settings > Workflow applications > cPortal > click the CME Review tab
The following need to be ON: – Show CME review tab – Show session tab – Show CME review process elements
Leave the status terms as default, or change them if you prefer. Status Terms are used on the Portal for both the reviewer and presenter to change and view
Click “Edit” to update the following email notifications for different Portal status actions taken:
– Notification mail template to presenter for a new presentation media item uploaded: Sends a confirmation email to the presenter when they have uploaded a new presentation media item – Notification mail template to reviewer for a new file to review: Sends an email to the reviewer when the presenter uploads a new file – Notification mail template to presenter for approved status: Sends an email to the presenter about their approval status – Notification mail template to reviewer for a previously reviewed replacement: Sends an email to the reviewer that a file has been updated – Notification mail template to presenter for approved with changes status: Sends an email to the presenter that their presentation was approved with changes – Notification mail template to presenter for not approved status: Sends an email to the presenter that their presentation is not approved – Notification mail template to reviewer for a re-review: Sends an email to the reviewer that they need to re-review a presentation
1. Use advanced search functionality to search for CME sessions by either session type, category, or extra session field 2. Assign those sessions to the CME Reviewer. Filter by CME sessions, select the sessions, and click the assign icon shown below 3. Search for the CME Reviewer (Ryan Reed) and assign
1. Go to the People dashboard and search for the person (e.g., CME Reviewer Ryan Reed) 2. Select the person(s), click the bulk action “Invite” 3. Select “Organizer” from the dropdown 4. Click “CME Reviewer” 5. Select “Preview” and “Continue”
Note: Explore self-service options through our introduction Trainual course.
1. Create a new activity under Settings -> Meeting set-up -> Collection activities & roles 2. Click “Create a New Activity” 3. Name the activity, choose an Author Block Style, and check “Session Organizer.” Fill out the rest of the activity information 4. Click “ADD”
Merge Fields allow an admin to reference different meeting fields to personalize the emails for each recipient. For example, Person – first name will personalize this message for each recipient to their actual first name.
Watch the video below to learn how to use and test merge fields to personalize your email campaigns.
If you want to add a link to a specific tab in Portal, use the “Link via Portal” option and choose the tab you want the person directed to in Portal, e.g., {fld:PortalLink param:submit}.
Not all meeting fields are available. Please let us know if there are other fields you would like to be added.
• Meeting Name • Meeting Dates • Location • Year • Contact Information • Support Information • Deadlines • Client Website
Using custom merge terms for your meetings is highly beneficial. It allows you to update recurring details, like the Meeting Name, in one place. This means you only need to update the Meeting Name once for all future meetings, saving administrators time.
Watch the short video to learn how to set up and add merge terms in an email.
Standardized reporting has been added for pre-test and post-test forms available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings. Meeting administrators can quickly download the form results for any form on the Forms dashboard. Pre-test form reports will be helpful for presenters to gauge their audiences’ knowledge before the session. Post-test forms help assess the session and can be used for accreditation.
Standardized reporting has been added for pre-test and post-test forms available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings.
Meeting administrators can quickly download the form results for any form on the Forms dashboard. Pre-test form reports will be helpful for presenters to gauge their audiences’ knowledge before the session. Post-test forms help assess the session and can be used for accreditation.
To view a form’s report: 1. Go to the Forms dashboard 2. Hover over the form and select the action “Reports”
3. There are currently three standardized reporting options:
– Distribution: Ideal for pivot tables and Power BI because of its rectangular dataset. The download repeats the question for each answer. Distribution includes the Form Name, Each question, Each answer, the Correct answer, the Total number of form-takers, How many people selected each answer, and the Percent of each question selected divided by the total number of question-takers. Shown below:
– Distribution Handout: Ideal for easy consumption as its layout is more like a traditional test. Presenters could be given a downloaded pre-test PDF to understand where to focus their attention in the session. Includes the same information as ‘Distribution’. Shown below:
Selection Raw: Includes a time stamp for each individual Person Key, Form Key, how each question was answered, and the correct answers.
4. Optionally export the form as an HTML, XSLX, or PDF file by clicking one of the links in the upper left-hand corner:
CTI introduced a notification email for presenters when they receive a chat message after their scheduled session. Attendees can send a chat message to a presenter within the cAttendee presentation after the session, and the presenter will be notified via a customizable cAdmin email.
CTI introduced a notification email for presenters when they receive a chat message after their scheduled session. Attendees can send a chat message to a presenter within the cAttendee presentation after the session, and the presenter will be notified via a customizable email.
Presenters can individually turn the message notifications on and off when they first log in to cAttendee as part of Attendee Central, which includes optional welcome messages, privacy settings, and attendees setting their interests. Each presenter can modify their notifications in their cAttendee profile settings. The presenter chat notification feature will need to be contracted for your meeting. Let your project manager know if you are interested.
Use the checklist below to set up the presentation chat notifications for presenters:
View the video or follow the steps below to learn how to upload a clickable image to the notification’s popups for cAttendee. This is the same process for adding images in email campaigns.
1. Go to Settings -> Meeting set-up -> Files 2. Click Upload a New File 3. Click ‘Browse’ and upload a file from your computer 4. Find the File Name you just uploaded and click the icon “Copy URL to Clipboard” 5. Go to Settings -> Virtual/hybrid meeting applications -> cAttendee 6. Click the tab Chat system 7. Click under either Initial notification popup or Return notification popup instruction 8. Select the Image icon
9. Paste the link under Image Info URL 10. Every image may be different sizes. Use the locked Width and Height to adjust the image size. Add optional custom border, spacing, and alignment 11. Click the second tab, “Link” to set up the clickable URL when a presenter clicks the image
As on-site meetings resume, and the need for analyzing the traffic patterns of both on-site and virtual attendees grows, a new integration lets you track onsite attendance in the Room Attendance Dashboard, down to the individual attendee. Connect RFID, BLE or scanned attendee badges to this new integration and gain valuable insights.
As on-site meetings resume, and the need for analyzing the traffic patterns of both on-site and virtual attendees grows, a new integration lets you track onsite attendance in the Room Attendance Dashboard, down to the individual attendee. Connect RFID, BLE or scanned attendee badges to this new integration and gain valuable insights.
Find the Room Attendance Dashboard under the Onsite tab.
Pre-Tests and Post-Tests are available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings. Admins can now “clone”/copy a pre-existing form into another pre-test or post-test, carrying over all the original form’s questions, answers, and settings. With this feature, you don’t need to build the same forms over and over.
Pre-Tests and Post-Tests are available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings. Admins can now “clone”/copy a pre-existing form into another pre-test or post-test, carrying over all the original form’s questions, answers, and settings. With this feature, you don’t need to build the same forms over and over.
View the video below to learn how to clone a form:
Users of CTI’s Presentation Management application can now find improved navigation for managing the on-site Session Room. We’ve reorganized the settings into three tabs based on site settings, disclosures, and presentation presenter timer. The three new tabs provide a better structure for the session room settings, though no new functionality was added.
Users of CTI’s Presentation Management application can now find improved navigation for managing the on-site Session Room. We’ve reorganized the settings into three tabs based on site settings, disclosures, and presentation presenter timer. The three new tabs provide a better structure for the session room settings, though no new functionality was added. Also, three buttons in the upper right-hand corner provide quick access to login into the session room for quick testing (not full-screen mode), go to the sessions’ Locations for onsite presentation full-screen mode, and set up session room break slides.
cOASIS program data is often the “source of truth” for the vendor community supporting customer meetings. Meeting planners can make changes in cAdmin and have data made available to registration companies, external journal library vendors, external content management systems and others. Data managed in the cOASIS application has long been available to be pulled by these external systems through a combination of reporting and function-specific APIs. CTI has now released the first administratively controlled bulk action push integration, which can be customized to push cAdmin data to a third party’s web-service.
cOASIS program data is often the “source of truth” for the vendor community supporting customer meetings. Meeting planners can make changes in cAdmin and have data made available to registration companies, external journal library vendors, external content management systems and others. Data managed in the cOASIS application has long been available to be pulled by these external systems through a combination of reporting and function-specific APIs. CTI has now released the first administratively controlled bulk action push integration, which can be customized to push cAdmin data to a third party’s web-service.
The first integration added is with a media management provider, MediaSite, an on-site session recording product. Administrative users can select sessions that they wish to have MediaSite record at their meetings, click on the Integrate bulk action, and the sessions & presentations will be forwarded via web-services to MediaSite, receiving in return the “play code” from MediaSite that will allow virtual meeting users to watch the content on-demand once it has been recorded.
By placing this function within cAdmin, meeting planners have control over which sessions are ready to be recorded and can make live changes during the on-site portion of a hybrid meeting. Customers using MediaSite as their on-site content collection vendor need only set-up the MediaSite vendor in the Settings -> Vendor section of the site and add any role activities (eg co-chairs, moderators) to an exclusion list should they wish to exclude from recording.
This functionality will be expanded throughout the coming quarters to include push-type integrations with other vendors.
1. Navigate to the Presentation details 2. Under Media items, click “Replace media item file”
3. Select the file to replace. Do not exit out of the upload process. Larger files may take a few minutes, depending on internet connection. The page will update automatically when finished.
4. Larger updated files (e.g., one-hour videos) might say “Pending” or “Processing” – you may need to reload the page to view the updated status.
NOTE: The analytics will not be impacted because they are linked to the presentation. However, the updated file name will be reflected if changed in the “Video views” exported analytics.
cAdmin’s presentation timer is a tool configured in the session room settings used for onsite meetings to effectively manage presentation timing by giving instant feedback to presenters and production vendors. Five fully customizable timer phases display on any meeting production computer. Tailor your presentation timer phases with custom color sets, timer display settings, font style, and enforce program efficiency with skip to last slide or auto-close presentation.
cAdmin’s presentation timer is a tool configured in the session room settings used for onsite meetings to effectively manage presentation timing by giving instant feedback to presenters and production vendors. Five fully customizable timer phases display on any meeting production computer. Tailor your presentation timer phases with custom color sets, timer display settings, font style, and enforce program efficiency with skip to last slide or auto-close presentation.
To set up the timer settings: – Make sure the Timer Settings is set “Enabled” ON – Edit the Timer layout and what display screen (primary is the main screen and secondary is only the speaker screen)
The 4 “Actions” below are what happens at the start of the phase.
– Do nothing: no action (but color changes and messages can still be applied) – Open first slide: first slide in the presentation auto-opens – Open last slide: last slide in the presentation auto-opens – Force close: presentation auto-closes (might be a 1 to 5-second delay depending on file size)
1. Above is an example. The first timer phase starts at the beginning of the presentation when set to 100%. The “Timer color” will show on the screen in green. Fonts are set to default and are configurable. 2. For the second phase above, at 60 seconds left, the timer turns yellow, and the configurable message on the screen, “1 Minute Remaining” prompts the presenter.
3. At 0s, the Action is set to “Do nothing,” but the timer color changes to light red. 4. At -30s, the action is “Open last slide.” The Timer color turns dark red, and the presenter gets a message that the presentation will auto-close in 30 seconds. 5. At -60s, the presentation is automatically closed. The “Action” is set to “Force close.” This may be delayed 1 to 5 seconds, depending on the presentation size. No message text is needed as presentation will auto-close.
Testing: Administrators will want to set up a test presentation of 2 minutes in length to test the timer settings in the Session Room.
Additional details: Remember to use either the label “s” or “%” after the number for “Starts at (% or s) before the end.”
Please note, if you set any percent or seconds left with a negative sign before the number (e.g., -30s), the presentation will stay up 30 seconds after the end of the presentation time. Meaning the presenter received an extra 30 seconds of presentation time.
Pre-test and Post-test Forms feature a question builder that administrative users will find under the cAdmin navigation item called “Forms > Pre/Post test forms”. The Forms dashboard allows administrators to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions. The new feature allows pre-test and post-test forms to be used for sessions in cAttendee and PP8. Attendees attending a meeting will be able to take pre-tests and post-tests based on configured availability date/times (e.g., before a session) and configured registration limits (e.g., registration codes, ticketed sessions).
Pre-test and Post-test Forms feature a question builder that administrative users will find under the cAdmin navigation item called “Forms > Pre/Post test forms”. The Forms dashboard allows administrators to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions.
The new feature allows pre-test and post-test forms to be used for sessions in cAttendee and PP8 (Program Planner). Attendees attending a meeting will be able to take pre-tests and post-tests based on configured availability date/times (e.g., before a session) and configured registration limits (e.g., registration codes, ticketed sessions). These forms are fully customizable by administrators as well as reporting.
To create a pre-test form: 1. Go to Forms -> Pre/Post test forms 2. Click “Add form” and select “Session pre test” 3. The “Name” is the internal name (e.g., Session 199 Pre-test). The “Display Name” is the name attendees will see (e.g., Pre-test). Click “Add” 4. Find the pre-test Name, and on the right under “Actions,” click “Edit form” to create the pre-test. Use the How-to’s on the left side of the page to help set up the questions and formatting 5. Go to the Sessions dashboard 6. Select the session details you’d like to add a pre-test 7. Select “Add Form” under Pre-test forms – Select the Form Name – Optionally add Reg Code(s), so only those attendees with the Reg Code(s) see the form with no spaces separated by commas (e.g., NURSE,888,111) – Select an Open date either with a preset or a “Custom time” for when an attendee is allowed to take the pre-test – Select a Close date either with preset or a “Custom time” for when the pre-test will become unavailable
8. When the form is complete, we want to check the two flags “Ready” and “Is Public” to activate the test by clicking the “Edit” action. Make sure the test is completely set up correctly before checking the flags, as once it is public, it will negatively affect the results. To edit the pre-test again, click the “Edit” icon and unselect the two boxes
Creating a post-test form is similar to a pre-test form with an optional pre-test dependency mentioned in step 4: 1. Go to Forms -> Pre/Post test forms 2. Click “Add form” and select “Session post test” 3. The “Name” is the internal name (e.g., Session 199 Post-test). The “Display Name” is the name attendees will see (e.g., Post-test) 4. Select a “Dependent form” if you would like the attendee to either: – Successfully take a pre-test before taking the post-test – Complete a numeric score above a certain number (e.g., Value = 7) before taking the post-test. For example, there are 10 questions. If an administrator sets the “Value” number at 7, it means the attendee must score an 8 or higher on the pre-test in order to take the post-test – Complete a numeric score below a certain number before taking the post-test. With the example above, the attendee must score a 6 or lower in order to take the post-test. 5. Find the post-test Name, and on the right under “Actions,” click “Edit form” to create the post-test. Use the How-to’s on the left side of the page to help set up the questions and formatting 6. Go to the Sessions dashboard 7. Select a session details 8. Select “Add Form” under Post-test forms – Select the Form Name – Optionally add Reg Code(s), so only those attendees with the Reg Code(s) see the form with no spaces separated by commas (e.g., NURSE,888,111) – Select an Open date either with a preset or a “Custom time” for when an attendee is allowed to take the post-test – Select a Close date either with preset or a “Custom time” for when the post-test will become unavailable
9. When the form is complete, we want to check the two flags “Ready” and “Is Public” to activate the test by clicking the “Edit” action. Make sure the test is completely set up correctly before checking the flags, as once it is public, it will negatively affect the results. To edit the post-test again, click the “Edit” icon and unselect the two boxes
Standard templates called “Starter Campaigns” are templates that have been made available for all meetings to help give clients a “starting point” for traditional meeting email campaigns. Any new meeting created will have these Starter Campaigns available. These templates will provide clients with a head start managing presenters, abstracts, and the review process within the cAdmin system.
Standard templates called “Starter Campaigns” are templates that have been made available for all meetings to help give clients a “starting point” for traditional meeting email campaigns. Any new meeting created will have these Starter Campaigns available. These templates will provide clients with a head start managing presenters, abstracts, and the review process within the cAdmin system.
To use the Starter Campaigns: 1. Under the Campaigns tab, click “Add Campaign” 2. Select “Campaign templates -> Campaign Type”
3. We’ll use the example “Abstract Accept: Poster”
4. Campaign Name is an internal name only admins see in cAdmin 5. Display Name will be seen by the participants in the Portal. These names can be the same or you can make them different for internal naming convention 6. Default Expiration Date is when the campaign will expire, meaning after the expiration date the recipient (or presenter) will no longer have access. For example, an admin does not want to make the review site available to abstract reviewers if the review site has already closed. 7. Choose a Content Display Type – Email Only: Contains only the subject line, the from email, and the email body (Ex., a personal email one sends to another) – Informational: Same as Email Only, but includes a randomly generated URL link for each participant which goes to a web-based component of the campaign for the participant to view more extensive details like the exact session titles or dates. Links are important to utilize because the longer the email is, the more likely it will go to a person’s spam folder. Links help break up the more detailed information in the original email. – Email Only& Informational emails land in the participant’s Messages tab in Portal – Action with Steps: Same as Informational, but after a link is clicked within the email taking the participant to another page, the participant follows a step-by-step process. – Action Only – No Steps: Same as Informational, but one action needs to be performed by the participant. For example, a participant clicks on a link and is taken to a page where they need to either Accept or Decline to confirm their participation. The Accept or Decline would be the one action taken (with no steps involved). This action is customizable by the administrator. – Both Action emails land in the participant’s Tasks tab in Portal 8. Default Campaign: Provides the opportunity to clone an existing template to save admin time. For example, many campaigns may have similar verbiage or structure 9. Hide campaign from Contributor Portal: Check this box so the campaign does not appear in the user’s Portal and is only sent to their Inbox 10. Applies to: Check the box that the campaign is in regards to. For example, if we’re asking for a reviewer to review something, we’d check Reviewer 11. Description: Optional to fill in. Only admins will see this field. This is useful for organizational purposes for client staff and the CTI Client Services team. We’d recommend one or two sentences describing the campaign. 12. Click “Add.”
Administrators can also create a new campaign from another campaign in the meeting by choosing the second option below:
For more information on Campaigns, check out the Campaigns Trainual unit.
CTI has implemented a new process to store media upload completion status on the Presentations dashboard allowing administrators to quickly use the Advanced Search function to view Completed or Incomplete presentations. When a presenter finishes the uploading presentation(s) process to their Portal, the Presentations dashboard field “Completion status” in cAdmin will turn “Complete.”
CTI has a process to store media upload completion status on the Presentations dashboard allowing administrators to quickly use the Advanced Search function to view Completed or Incomplete presentations. When a presenter finishes the uploading presentation(s) process to their Portal, the Presentations dashboard field “Completion status” in cAdmin will turn “Complete.”
Uploaders in Portal will see green and red indicators that presentation upload(s) are either complete or incomplete, shown below:
Uploaders clicking “Only Incomplete” in the top right corner to show only incomplete presentations below:
Below we will go over how to set up a standard pre-test before an attendee attends a session at your event. Often, these pre-tests gauge an attendee’s knowledge before they attend the session. Then after the session, attendees might take a post-test which we’ll cover in another video.
A long-time feature of cSLIDE was displaying a set of available information slides (called “Break Slides”) within a session room when presentations were not active. A presenter can click a button on the Session Room computer, and break slides come upon all the screens in that room.
View the video below on how to set up break slides:
Enable or disable live streaming. Streaming configurations are set up under Settings -> Media components -> Streaming & layout. If turned off, streaming configurations will not work
View the video below to learn how to set up the cSlide Agent. The Session Room will not fully function without this application installed on your local computer.
TroubleshootingInstructions If your computer experiences connectivity issues with the agent installed and you encounter the “Cannot connect to cSlide Agent” popup:
1. Click the upward-facing arrow to reveal the hidden icons shown below. 2. Right-click the cSlide Agent. 3. Select “Quit.”
Under the “Presentation” tab, an administrator can allow co-authors to upload, edit, and preview presentations in Portal by selecting “Co-authors can add/edit media items” to ON
Leave blank unless an administrator wants to restrict the media content to only the registration codes listed in all caps, comma-separated format (e.g., 235,432,KIOSK1)
Calendar view shows session search results pages that offer the option of List view and/or Calendar view along with the popular and powerful filtering functionality. As more meetings become hybrid, especially where sessions and presentations are not solely on-demand, attendees can use the calendar view to quickly see conflicts across several locations and better plan which sessions to watch in person and which to attend on-demand. Clicking on the session goes to the session page.
Many calendars can be created within a given meeting – as quickly as one sets up a search results page. For example, an administrator could set up a separate calendar for different channels (e.g., Channel 1). The layout of session results within the calendar are controlled by results cards, similar to how list results are controlled. The Calendar view option is available on any page with search results.
To set up the Calendar view, follow the steps below:
1. Hover over Settings -> Virtual / hybrid meeting applications -> cAttendee. 2. Then click “Navigation & Lobby Content” in the upper right-hand corner. 3. Click the tab (or cAttendee page) you would like to display the calendar view. In the example above, it is a session search page. Click Add New Content. 4. The “Type” dropdown is “Search.”
5. Choose the content you would like displayed in the calendar. The example above shows sessions. 6. Choose if you would like both the list view and calendar view as options for the user and the default view. The example at the top checks both list view and calendar view so the user can switch back and forth. 7. The Search filter will usually be set to “date” or “days.” This filter controls the title of the columns for the calendar view. The date format will vary by association (e.g., Monday, 11-10-23, 11/10/23) which is set up under Settings -> Virtual / hybrid meeting component -> Search & filters. 8. “Calendar zoom” sets the time intervals for the sessions. We would suggest 30 minutes, but 60 or 15 would also work. Clicking the magnifying glasses on the calendar view in cAttendee “zooms” in or out by this set time interval. 9. Once the meeting is set up or during setup, an administrator will want to clear the calendar cache by going to Settings -> Virtual / hybrid meeting component -> Search & filters. Click “Indexed search fields” shown below. 10. Select “Regenerate Session Cards.” This will force the cAttendee system to “refresh” or regenerate the calendar data an administrator has uploaded.
*Clicking the “Show empty rooms” icon shows the rooms that have no sessions in the room. This may be useful for administrators setting up the meeting.
We can now generate streaming keys by meeting location instead of every session to reduce the number of keys an administrator needs to manage. Generating streaming keys by meeting location instead of every session will save administrators time and costs. Location-based streaming keys are generated by using the bulk actions on the Location dashboard.
We can now generate streaming keys by meeting location instead of every session to reduce the number of keys an administrator needs to manage. Generating streaming keys by meeting location instead of every session will save administrators time and costs. Location-based streaming keys are generated by using the bulk actions on the Location dashboard.
Before we start, there needs to be a streaming vendor set up in Settings > Vendors. 1. Go to Settings > Meeting set-up > Locations/channels. 2. Select locations with the checkboxes in the leftmost column. 3. Click the “Integrate” icon on the upper right to request streaming key setup. 4. Select “Request Vimeo Streaming Keys,” then Continue.
You’ll see the following message: “This action will request a new streaming key for all selected Locations. This will over-write the streaming setup information for Locations that already have one assigned. Please click Confirm to proceed or click Cancel.”
Please note: 1. The process will complete asynchronously and update the streaming key field based on the number of locations selected. The user does not need to wait on this page. A future version will notify the user once the process completes. 2. Anyone with the corresponding streaming key/link can access streams for that location.
The same above process is also available for sessions in the Session dashboard. This will update the streaming key field to be used by session.
An administrator can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation. Checking flags includes the activity and session role status in the presenter time calculations in Session details.
An administrator can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation under: 1. cAdmin > Sessions 2. Session types 3. Session type details (Time calculation is at the bottom).
Checking flags includes the activity and session role status in the presenter time calculations in Session details. Leaving flags unchecked means the session role times will be “display only” – allowing you to set times for those session roles manually (e.g., Chair, Moderator) that will not affect the calculated presentation times.
Start and End Times outside of the Session Start/End Time will turn red (image above), alerting the administrator of an issue. To correct the problem, either manually change the Start/End time by clicking and changing or, if the administrator sets up the Time calculations explained above, selecting “Recalculate Start/End Times.”
Administrators can control which presentations appear on the Portal, where presenters and co-authors can upload, edit, and preview their content.
Administrators can control which presentations appear on the Portal, where presenters and co-authors can upload, edit, and preview their content. Administrators control the Portal presentation content under: 1. cAdmin > Settings 2. Workflow Applications 3. cPortal 4. Presentation
An administrator can hide the presentation tab altogether in the Portal by switching the “Show presentation tab” to OFF. An administrator can also allow co-authors to upload, edit, and preview presentations in Portal by selecting “Co-authors can add/edit media items” to ON.
Activity types are vertical (e.g., Abstract, Chair, Convener), and Session types are horizontal (e.g., ePosters, Lunch, Oral Session). Selecting the flag blue corresponds to the matrix of activity type and session type presentations to be made visible on the Portal. Presentations will not be visible on Portal if the activity and session type flag is not selected. An administrator can save time by selecting all or deselecting all the flags in a row under Actions at the end of the row.
(If available, you may need to contact your CTI Project Manager.)
1. (If available, you may need to contact your CTI Project Manager) Go to Configuration > Record Import > Template Document 2. Download and fill out the Excel sheet Template Document with all possible columns which consist of Submitters, Authors, Presentations, and Sessions 3. Click Import Data
(If available, you may need to contact your CTI Project Manager.)
1. (If available, you may need to contact your CTI Project Manger) Go to Configuration -> Record Import -> Template Document 2. Download and fill out the Excel sheet Template Document with all possible columns which consist of Submitters, Authors, Presentations, and Sessions 3. Click Import Data 4. QC data before proceeding to record import on production
At this point, you will need to copy a backup version of this meeting which we call “Sandbox.” The “Sandbox” version of the meeting allows clients and CTI to add or edit parts of the meeting without affecting the production (or final) meeting.
After setting up your Locations, you will need to copy a backup version of this meeting which we call “Sandbox.” The “Sandbox” version of the meeting allows clients and CTI to add or edit parts of the meeting without affecting the production (or final) meeting.
1. To create the Sandbox copy, click the following link: http://www.abstractsonline.com/admin/dashboardreports/maint/syncmeetingdb.aspx 2. Select the event 3. Select the “Sandbox” location (no Sandbox version needs to exist and others will be overridden) 4. Check the box if you would like to be email notified when the copy is complete 5. Click “Go” (this may take 10-15 minutes to complete)
6. To go to the copied Sandbox event, enter “sandbox.” into the URL as shown below:
Is CD configured, and would you like a popup view for each author in admin?
Option Value
Yes/No
Example Option Value
Yes
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
No CD popup view.
Example Meeting
Diabetes 2018
Special Considerations
Requires Centralized Disclosures to be setup for the meeting/activity types. Must configure to show and along with Admin/CentralDisclosureReviewConfig. Must have at least c4aServiceEndpoint attribute configured. ShowEmail, ShowAllAuthors, ShowStatus all default to ‘No’.
Display popup to confirm if disclosures should update for all matching authors?
Option Value
Yes/No
Example Option Value
Yes
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
No popup confirmation
Example Meeting
ISHLT 2022
Special Considerations
If in use (OptionValue = “YES”) along with the Submit DisclosureGrid config, the StepAuthorEdit page in Admin will display a confirmation message about updating disclosures for all matching Authors in the meeting (matching on AuthorFirstName, AuthorLastName, ContactEmail)
Administrators can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation.
Checking flags includes the activity and session role status in the presenter time calculations in Session details.
Leaving flags unchecked means the session role times will be “display only” – allowing you to set times for those session roles manually (e.g., Chair, Moderator) that will not affect the calculated presentation times.
To view Time Calculations, go to Settings > Sessions > Hover over a Session type and click the details arrow.
CTI has its own email campaign management system to help organize, manage, and track email campaigns to keep program planning on course. With this update, customers have the option to assign co-authors (i.e., non-primary authors) to email campaign notifications.
CTI has its own email campaign management system to help organize, manage, and track email campaigns to keep program planning on course. With this update, customers have the option to assign co-authors (i.e., non-primary authors) to email campaign notifications. For example,
1) An administrator could assign a campaign to submission primary authors and co-authors 2) Or designate the campaign to only primary authors or only co-authors with the checkboxes shown below (step 6).
To assign an email campaign to primary authors and/or co-authors of submissions: 1. Click the Submissions tab 2. Select all or specific submissions with checkmarks 3. Click the Communicate button 4. Select Campaign 5. Select the email campaign you would like to assign 6. Check whether the campaign goes to the primary author, co-author, or both 7. Click Assign
The same email campaign option for co-authors is available under the Reviewers, Sessioners, and Presentations tab dashboards and details pages.
Session roles (also known as “presentations”) are displayed within the Session details page. Each role has a number of data fields, including the start time, end time and duration of the presentation. The presentation start times and end times will now have red highlights if the start and end Times are invalid. Invalid times occur when the start or end time of a presentation falls outside the Session start and end times.
Session roles (also known as “presentations”) are displayed within the Session details page. Each role has a number of data fields, including the start time, end time and duration of the presentation. The presentation start times and end times will now have red highlights if the start and end Times are invalid. Invalid times occur when the start or end time of a presentation falls outside the Session start and end times. When meeting administrators are planning the program and moving presentations around to finalize the meeting, it is common to have presentations with invalid start or end times and this highlighting will allow users easy visual indication of that fact.
For example, the session role data highlighted below in red indicates the time does not match the duration or is not within the assigned time for the session. The duration of the session example below is 120 minutes, from 8:30am to 10:30am. To fix the error, simply click the time box and change to the appropriate times shown on the bottom image.
Adding these user logs allows administrators to oversee any edits made to the meeting data. The user interface has also been improved and shows the same information in the columns for Time stamp, Entry, Details, and Who the user was that changed the data.
Identical to the Session log records in Session details which provides a history of session details changes made, we’ve added more log records for the Reviewers details, Sessioners details, Presentations details, and Settings > Meeting Information.
Adding these user logs allows administrators to oversee any edits made to the meeting data. The user interface has also been improved and shows the same information in the columns for Time stamp, Entry, Details, and Who the user was that changed the data.
– Time stamp: date and time change made – Entry: what was changed – Details: additional information about the change – Who: person who made the change
To find the log records, go to a tab like Sessioners and click on a specific user. The log is in the upper right-hand corner of each page.
When a user uploads a primary media item, whether through the Portal, Speaker Ready Room, or cAdmin, and the auto-promotion rules auto-update the Thumbnail URL, the opposite effect occurs when deleted.
When a user uploads a primary media item, whether through the Portal, Speaker Ready Room, or cAdmin, and the auto-promotion rules auto-update the Thumbnail URL, the opposite effect occurs when deleted.
For example, when a presenter deletes a presentation from the Speaker Ready Room, the Thumbnail URL used on the cAttendee website will automatically be deleted along with the primary media item ID. No auto-delete rules need to be set up.
When the presenter uploads another primary media item, if auto-promotion Thumbnail URL rules have been set up, the Thumbnail URL will be restored to the newly uploaded primary media item. Thumbnail URL auto-promotion rules can be set up in Settings > Activities > Activity details, and Settings > Sessions > Session type details.
CTI has updated our advanced search criteria to include names and emails with hyphens throughout our dashboards on cAdmin. To use, simply input the name or email with a hyphen in the correct advanced search field and press Enter.
CTI has updated our advanced search criteria to include names and emails with hyphens throughout our dashboards on cAdmin. To use, simply input the name or email with a hyphen in the correct advanced search field and press Enter.
Dashboards updated include People, Submissions, Reviewers (Reviewer name), Sessioners, and Presentations (Presenter First Name/Last Name, Email).
We added a link to the Locations settings from the Settings > Session Room page for administrators managing the session rooms to access the room locations easily. This is especially helpful for onsite presentation management administrators.
We added a link to the Locations settings from the Settings > Session Room page for administrators managing the session rooms to access the room locations easily. This is especially helpful for onsite presentation management administrators.
Review the Exhibit D statement of work in the agreement contract you signed to confirm integration, import, and module assumptions. Please resolve any differences with task orders.
Administrators can now export and work with Location data outside of cADMIN for reporting and organization. After an administrator has edited the CSV file, they can use the Import Locations function to import new locations into cADMIN.
Administrators can select Locations using the checks on the left and Export the list to a CSV file that downloads to their local drive.
This allows administrators to work with the data outside of cADMIN for reporting and organization. After an administrator has edited the CSV file, they can use the Import Locations function to import new locations into cADMIN.
This feature gathers individual past meeting participation data for ALL of your cOASIS meetings. There is no need to log in to different events and past meetings within the association.
When you click the ‘Participation in all meetings’ button on the People details page, it will pull past meeting participation data, including presentations as far back as the data exists for your association in cOASIS.
This feature gathers individual past meeting participation data for ALL of your cOASIS meetings. There is no need to log in to different events and past meetings within the association.
All media types must be created in cAdmin or the presenter will not be able to upload that specific file in their Portal. For example, if an MP3 file is not created as a possible media type upload, presenters will not be able to upload MP3 files. This streamlines the uploading process for presenters and weeds out any unwanted files.
At the top, name the media type (e.g., PPTX). Add an optional Description (e.g., Oral Presentation). Next, choose an icon the presenters will see in the Portal for the media type (e.g., a laptop for a presentation).
PowerPoint or PPTX has the most File Type extension (or convert) options including HTML5, IMG, MP4, and Video On Demand. File Type extensions are an OPTIONAL media type conversion each association may choose if they have very specific needs (not necessarily needed).
– PPTX to IMG: This option is for large 1-page ePosters converted to a high resolution – PPTX to MP4: If the PPTX is video-heavy, this may be a good option – PPTX to Video On Demand: This option allows attendees to consume the video on a player after the presentation – PPTX to HTML5: This is an option, but it is not recommended. The conversion process is long and some elements in PPTX don’t always convert to HTML5
After PPTX, the options are PDF, MP4, MP3, and IMG. – PDF IMG (hi-resolution) converts to a high-resolution image (mainly for ePosters) – MP4 Video On Demand allows attendees to watch the video at any time
If checked, the Conversion Success flag gives the administrator more information about how the file is converted. Save when finished.
NOTE: Admins can create multiple media file types to accommodate the meeting (e.g., one media type may be a PPTX, and another media type might be a PDF handout).
What is a CTI Meeting Technology media item? Media items (or types) are the technologies speakers use to present their presentations (e.g., PPTX, MP4, PDF).
CTI provides 5 main media items
– PPTX: files are used in Microsoft PowerPoint, a presentation program used to display content in a slideshow format. Each slide can contain graphics, formatted text, videos, music, animations, and more – PDF: stands for the Portable Document Format, used to display documents in an electronic form independent of the software, hardware, or operating system they are viewed on – MP4: a standardized video file format; almost all video players support MP4 – MP3: MP3, M4A – IMG: PNG, JPEG
In summary, presenters can upload the following file types: PPTX, PDF, MP4, MP3, M4A, PNG, and JPEG files.
To learn about statistics for calendar sponsorship opportunities, watch from 5:04 to the end below:
To view sponsorship statistics:
Go to Analytics > Dashboard
Click “Export Data” in the top right-hand corner
Click Sponsorship Clicks and Continue
Here you’ll see multiple sponsorship statistics and most notably:
1. The booth clicked in association with the sponsorship (BoothName). Remember a booth must be associated with a sponsorship for the booth to be created 2. Type of sponsorship clicked (BoothSponsorshipTypeName) 3. The ReportingName is set up by the administrator under Sponsorship Assignments in either “Onsite->Sponsorship assignments” or “Onsite->Booths & sponsors and clicking on the booth where the sponsorship assignment is set up.” The ReportingName (below) is valuable for administrators to give sponsorships unique naming conventions for the statistics reports
4. The link that was clicked (BannerLinkUrl) 5. What time the link was clicked (DTStamp) 6. Who clicked the link (LastName, FirstName)
Arranging these 6 main categories into a pivot table will give administrators valuable data as to the most popular sponsorships.
Here you’ll see multiple booth statistics and most notably:
1. The booth that was clicked (BoothName) 2. The type of link in the booth that was clicked (BoothLink) 3. The title of the link clicked in cAttendee (BoothLinkTitle) 4. What time the link was clicked (DTStamp) 5. Who clicked the link (LastName, FirstName)
Arranging these 5 main categories into a pivot table will give administrators valuable data as to the most popular booths and links inside.
Create revenue opportunities in your virtual meetings, along with the sponsorship of banners, pages, congress-bag inserts, and more. With sponsoring company self-management and state-of-the-art analytics, we’re already helping customers recover a portion of revenues lost due to pandemic disruption. With the functional expansion now on production, we have started to add the components to allow sponsorship of specific sessions and presentations via the Virtual Meeting search results pages.
The first step is two new types of sponsorship opportunity types that you will find in the “Add Sponsorship opportunity” section – one for sponsorship banners overlaying a session on the calendar search results page, and one for sponsorship banners overlaying session (and ultimately presentation) details on the list search results page.
The next step is to connect the sponsorship banner to the calendar search result view, highlighted below:
This sponsorship opportunity image can be placed on the Calendar View connected to a specific session date and time. As with other CTI Virtual meeting sponsorship opportunities, these banners can contain more than one link, allowing sponsors to decide if the end-users will (1) click into the session, (2) click to an external website (often the website of the sponsor), or (3) click to a PDF file – or some combination of all three.
Watch the video above to learn how to setup the sponsorship.
The Administrator can set up the whole booth, or delegate most of the work to an exhibitor. The Admin must at least create the booth, name the booth, and assign booth representatives (i.e., exhibitors).
View the video below to learn how to set up a booth from the administrator’s perspective:
After media types are created, we can create the template(s) from the media type(s), which mainly controls how many files and whichfile typescan be uploaded for presentations. This template setup controls what presenters will be able to upload to their Portal.
Only one collection template needs to be assigned for each session type.
The example below shows an onsite location setup. We named our locations after the onsite hall or area and added all of their sessions to a location.
The middle columns are optional, and you can see at the end, that # of sessions automatically adds up how many sessions you have added to that location on cAdmin.
Use the +Import Locations button to download a template to fill out. Click the downloadable CSV Template or XLS Template. The only required field for importing locations is “Name.”
Then use the Browse button to upload your Excel or CSV file to Locations.
The example above shows a virtual meeting setup. We called our Locations “Channels” (i.e., TV channels). An attendee could click on the different channels on the website to take them to that virtual room. The middle column, Color, is optional for cAdmin organizational purposes. You can see at the end, that # of sessions automatically adds up how many sessions you have added to that location.
The Locations tab is also a quick way to compare session counts per location so you don’t overuse one location over another.
Use the +Import Locations button to download a template to fill out. Click the downloadable CSV Template or XLS Template. The only required field for importing locations is “Name.”
Then use the Browse button to upload your Excel or CSV file to Locations.
Lists are where administrators can create pre-defined options/sets that will be used to configure workflow-based modules to collect data in a structured manner based on the meeting’s needs and specifications.
For example, when a submitter is classifying their scientific abstract from a list, or a submitter is identifying their area of expertise – the options for these can be based on the client’s pre-defined list. These lists can be custom-built by administrators as they will be different for every association. Lists are found under Settings > Lists.
For associations creating a new event copy for the following year, lists copy automatically to the next event.
By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people. View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.
By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people.
View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.
Utilize the user-friendly functions on the Site Settings page to customize the cAttendee homepage. At the same time, more advanced users can apply HTML customizations under the Navigation & Lobby Content > Lobby Content page.
An administrator may run into an issue of multiple people accounts for the same person in the People dashboard. The video below takes you through how to address situations for numerous accounts of the same person in your meeting.
Note: Explore self-service options through our introduction Trainual course.
Kiosk mode is a public access point through a computer or tablet to meeting information used as the image below or as a row of computers for onsite or hybrid meetings. Kiosk mode is a configuration that limits the attendee from using any user-based interaction.
Kiosk mode is a public access point through a computer or tablet to meeting information used as the image below or as a row of computers for onsite or hybrid meetings.
Kiosk mode is a configuration that limits the attendee from using any user-based interaction. Download the link below for an overview and more information on how to set up kiosk mode.
Suppose an ePoster file is not playing audio on cAttendee. In that case, you need to convert the ePoster file with no audio to an mp4 by going to the presentations tab on cAdmin, searching for the specific control number, downloading the file, converting it to an mp4, and replacing the old file. Please see the outline below:
1. On the attendee page, go to the specific poster and copy the control number at the end of the URL:
2. Go to the admin backend, navigate to “Presentations,” and search for the specific control number:
3. Go to the file, you will see the information regarding the uploaded file
4. Download the existing file via the download option, convert it to MP4 on your device
5. Replace the existing file with the new mp4 using the replace icon. Choose the file and upload it
6. It will upload, and you will be able to see it on the platform:
7. Once uploaded, you can play the audio on the platform:
How should the cOASIS match the account against the client’s AMS?
Option Value
Variable
Example Option Value
* or ELF (perhaps other variables are possible as well)
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
All fields used to match, or error is thrown.
Example Meeting
SfN ’21
Special Considerations
SSO must be enabled. Any combinations of E, L, and F will work. For example, ELF is the same as *. And EL will match email and last name. No default. Note always matches memberspecification first. And if matching memberspecification failed, this config option will be used if configured.
Should the tab be renamed in portal for the tasks tab?
Option Value
Text
Example Option Value
RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
A generic name is used for the tasks tab in portal.
Example Meeting
ISHLT ’21
Special Considerations
This option’s valid for these modules: submission, review, session builder, structured sessions, notifications, presentation (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Should the tab be renamed in portal for the messages tab?
Option Value
Text
Example Option Value
RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
A generic name is used for the messages tab in portal.
Example Meeting
ISHLT ’21
Special Considerations
This option’s valid for these modules: submission, review, session builder, structured sessions, notifications, presentation (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Should the tab be renamed in portal for the specific module?
Option Value
Text
Example Option Value
RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
A generic name is used for the specific tab in portal.
Example Meeting
ATS ’22
Special Considerations
This option’s valid for these modules: submission, review, session builder, structured sessions, notifications (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Now we are creating the meeting event within the association as illustrated on the banner above.
To create the event in cOASIS go to Configuration > Create Meeting
1. Choose your association and fill in the Meeting Display Name. This name can always be changed under Settings > Meeting info & setup 2. The Meeting Reference Name is the Short name under Settings > Meeting info & setup, and can also be edited 3. Fill in the rest of the dates and times
4. Initial Control Number for the meeting – usually starts at 1 unless an association has a preferred number to start at. The control number is the unique ID given to every role in cOASIS
5. Copy configuration from current meeting? If this is a carried over event from a previous year, it carries over the previous custom configurations
This step is only needed if the client association does not exist on the association list under the user’s My staff account. Clients might not be able to do the following. Please contact your project manager.
Create an association by going to:
1. Settings > Meeting info & setup 2. Click Information & setup (highlighted below)
3. Click “Other associations” in the top right corner shown below
Click ADD ASSOCIATION. Enter the information required and click Save: – Short name: Abbreviated longer name of the association (e.g., ISA) – Association name: Name of association – Website: Association website
1. An administrator can determine if the client is a cOASIS customer by looking up the client in cAdmin. 2. Go to your profile name and click Staff account.
3. Scroll through the association list and make sure the client (or association) is checked if they exist. If the client does not exist on this list, you must create a new cOASIS association and event.
Use the following method to set the presentation Portal instructions for the speaker ready room which includes the Session Room Preview button so presenters can view their presentations like they will be seen by attendees.
Use the following method to set the presentation Portal instructions for the speaker ready room which includes the Session Room Preview button so presenters can view their presentations like they will be seen by attendees.
1. Go to Settings > Blocks and terms 2. Under System Terms, search Group Name “portal” and Term Name “agent”
3. Under “Association Override,” enter the instructional text you would like to see in the blue box on Portal. We do have a default text, but anything entered into Association Override will override the default value
4. Make sure the Agent is downloaded to the computer that you will be using. To find the download, search the Knowledge Base for “agent download” 5. Go to Portal > Presentations to view the instructions in the blue box
To complete the setup of all computers for the Speaker Ready Room (SRR), an administrator needs to set up the Portal Agent on each onsite computer. Click the link below to download and follow the directions.
To complete the setup of all computers for the Speaker Ready Room (SRR), an administrator needs to set up the Portal Agent on each onsite computer. Click the link below to download and follow the directions.
1. Download 2. Click the download to run – Might have to click “More info” and select “Run anyway” 3. Click all “Next” and “I agree” 4. Set Presenter View if needed by clicking on the PowerPoint monitor settings – Choose Presenter monitor – Choose Presentation monitor – Set resolution
A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. Administrative users can gain efficiencies by using Terms in campaign text, incorporating system terms like Meeting Name and custom Terms such as the name of the Annual Program Chair and key dates such as submission deadlines, conflict of interest disclosure deadlines and presentation upload deadlines.
A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. This functionality has also been used to allow administrators to create language support for a German-language meeting.
Administrative users can gain efficiencies by using Terms in campaign text, incorporating system terms like Meeting Name and custom Terms such as the name of the Annual Program Chair and key dates such as submission deadlines, conflict of interest disclosure deadlines and presentation upload deadlines. During the set-up of the next event, rather than changing everything on a common campaign such as Abstract Acceptance or Presentation Upload, an administrator would simply need to change the Terms. On Production, you will see the Blocks & Terms settings menu segments the terms into “System Terms” and “Custom Terms”. Both sets of terms will be available in the Campaigns emails and landing pages. Custom Terms gives administrator users the capability to add Terms that are not already covered in the System Terms section.
All portions of Campaigns – steps, emails, landing pages, response pages allow the use of Terms (Landing page shown below):
Settings -> Workflow applications -> cPortal -> (Submission, OR Review, OR Session builder, OR Session submission) -> Listing template
Why is this configured?
Should the content block in Portal, per module/tab, display specific content
Option Value
Pre-defined property values from data fields (module-specific)
Example Option Value
#$$SessionNumber$$ $$SessionTitle$$ ID (for reference): $$SessionID$$ Status (for reference): $$CompleteStatus$$
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
The content block in portal, per module/tab, doesn’t display specific content.
Special Considerations
This option’s valid for these modules: submission, review, session builder, structured sessions, notifications (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
CTI provides a couple of different 2d virtual meeting wireframes as visual guides to how your website might look. Below, one wireframe includes a sponsor banner at the top, and the other does not. Download the wireframes and start designing your 2d landing page virtual meeting template.
CTI provides a couple of different 2d virtual meeting wireframes as visual guides to how your website might look. Below, one wireframe includes a sponsor banner at the top, and the other does not. Download the wireframes and start designing your 2d landing page virtual meeting template.
Before a virtual or hybrid meeting with booths, the association may want someone to review or check their booth.
To restrict access to a booth: 1. Go to Onsite > Booth/sponsor dashboard and check “Is public” off highlighted below (the URL and booth will both be disabled)
To allow access to a booth: 1. Go to Onsite > Booth/sponsor dashboard and check “Is public” to a filled in state (the booth will be visible in the meeting and the URL link)
This setting will allow administrators to control whether a booth is visible or not to make more changes.
To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace the date, time, and location with a specified term the customer is using for “on-demand”.
Hybrid meetings create new programming options for meeting planners, with the ability to incorporate on-demand virtual sessions with in-person physical sessions. Last-minute changes in speaker participation could change a previously planned in-person physical session to an on-demand virtual session and vice versa. Hybrid meeting planners have also become more comfortable with the concept of post-meeting on-demand virtual sessions as the standard for previously recorded physical sessions.
To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace the date, time, and location with a specified term the customer is using for “on-demand”.
An example of using the new TERMS functionality on cPlanner to display “Hybrid On-Demand” for appropriate Presentation details and Sessions details pages is as follows:
1. In Settings -> Blocks & Terms, find the System Terms related to the Planner
2. Edit the Meeting Override value for the Term Name “planner-on-demand-label” to “Hybrid On-Demand”
3. Go to Sessions, select all the sessions, and click “Bulk data change.” Select “OnDemand” and verify the change shown below. You can also choose On-Demand “On” for individual sessions
4. Below is the cPlanner Presentation details page with the “Hybrid On-Demand” displayed removing the dates and times
The Review tab on Portal will display the media items that are collected for the presentation for that control and allow for a “preview” (play icon) for each media item shown below:
Virtual and hybrid meetings have expanded the amount of media collected by an association. Gone are the days of submitters merely uploading an abstract and presentation files, with the occasional handout. Now media makes up a greater portion of the content than ever before – and sometimes that content needs to be reviewed. The cReview module routine receives the highest net promoter score of the CTI modules, and by expanding this module to include the ability to display media items, we’re adding tools to the volunteers without the burden of learning a new module.
The Review tab on Portal will display the media items that are collected for the presentation for that control and allow for a “preview” (play icon) for each media item shown below:
Some associations may have preferred terms for their login process to remain consistent with their own UI/UX patterns. Released this week, an admin can now change both the login and password wordings for user logins to cAttendee.
Some associations may have preferred terms for their login process to remain consistent with their own UI/UX patterns. Released this week, an admin can now change both the login and password wordings for user logins to cAttendee.
For a custom Login example: 1. Go to Settings > Blocks and terms 2. Search Term Name for “login” 3. Click into “Meeting Override” and type in custom term
Change the “Forgot Password” term in the same way. For example, 1. Go to Settings > Blocks and terms 2. Search Term Name for “password” 3. Click into “Meeting Override” and type in the custom term
If an admin goes to Onsite > Booth/sponsor dashboard and turns “Is Public” off, the URL and booth will both be disabled. When “Is Public” is checked back on, the booth will be visible in the meeting and the URL link. This setting will allow administrators to have complete control of when a booth is visible or not to make more changes.
Before a virtual or hybrid meeting with booths, the association may want someone to review or check their booth. In the past, an administrator was able to share the direct URL link to the booth so someone could review the booth before the meeting even if the “Is Public” setting was off (shown below).
Now, if an admin goes to Onsite > Booth/sponsor dashboard and turns “Is Public” off, the URL and booth will both be disabled. When “Is Public” is checked back on, the booth will be visible in the meeting and the URL link. This setting will allow administrators to have complete control of when a booth is visible or not to make more changes.
The Analytics dataset API is a new API that allows users to retrieve the user behavior datasets from the CTI Admin Analytics dashboard. This change will allow customers to integrate their analytics data faster and easier with their 3rd party software. You can find the Analytics API under the APIs category on the right side of the Knowledge Base.
cAPI offers clients and their vendors supportable and scalable integration interfaces with the CTI applications and related data. As market problems are identified that can be solved with these application programming interface points, new methods will be added to existing APIs and new APIs will be created.
The Analytics dataset API is a new API that allows users to retrieve the user behavior datasets from the CTI Admin Analytics dashboard. This change will allow customers to integrate their analytics data faster and easier with their 3rd party software. You can find the Analytics API under the APIs category on the right side of the Knowledge Base.
Forms features a question builder and report builder, which administrative users will find under the cAdmin navigation item called “Forms”. The Forms dashboard allows users to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions.
CTI’s application supports abstract submission workflows, presentation management workflows, pre-meeting itinerary building functions, meeting and post-meeting CE/CME collection functions and virtual, on-site and hybrid meeting content distribution – all with user behavior tracking and all from a single administrative module. As the application has expanded to support such a wide range of workflows, the needs for new collection methods – often collection methods that are independent of the specific workflows – has surfaced. Many of these collection needs are ad-hoc, change at the last minute, and are best left in the hands of a subject matter expert within a customer’s operation. With this in mind, we’ve added an ad-hoc forms builder to support multiple modules of the application.
Forms features a question builder and report builder, which administrative users will find under the cAdmin navigation item called “Forms”. The Forms dashboard allows users to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions.
Released now in v1, Forms will be attached to application modules. The current release order is Forms within cReview for customizable scoring rubrics; Forms within CE/CME for session evaluations, meeting evaluations, pre-tests, post-tests and outcomes surveys; Forms within cPortal for presentation upload & recording releases; Forms within the Virtual Meeting module for session and meeting evaluations; Forms within cSubmit & Session Submission for conditional logic based steps; Forms within Session Builder for customizable session building scoring. Stay tuned as these are released.
We added a row action in the Recipients dashboard in Campaign details for an administrator to be able to go to Control details straight from the row, saving the administrator time from having to look it up manually.
We added a row action in the Recipients dashboard in Campaign details for an administrator to be able to go to Control details straight from the row, saving the administrator time from having to look it up manually.
A new option has been added to each Campaign recipients dashboard to allow additions of recipients directly to the list through an “Add controls” icon. Clicking on this icon will allow users to paste in comma-separated lists of control numbers, which will add presenting / primary authors from those control numbers to the campaign.
Assigning recipients to notification campaigns is easily available with the bulk actions on the Submissions, Reviewers, Sessioners and Presentations dashboards. Advanced search functions are available to filter the lists of submissions, reviewers, session organizers and presenters down to a specific group of recipients and add them to a searchable list of campaigns. When using these functions, the assignment can be accomplished through a variety of filters such as session types, activity types and session role statuses and program statuses, making easy work of the assignment.
A new option has been added to each Campaign recipients dashboard to allow additions of recipients directly to the list through an “Add controls” icon. Clicking on this icon will allow users to paste in comma-separated lists of control numbers, which will add presenting / primary authors from those control numbers to the campaign.
While this function will be used more as an “expert mode” function than a normal day-to-day assignment process, the ability to directly Add Controls can offer efficiency when a change has been made (e.g., one presenting author is being replaced by another presenting author) requiring the administrator to add a new invitation. Simply entering the control number after the author change is made will add the new presenter to the same campaign. The old invitation can then be safely expired.
cOASIS program data is often the “source of truth” for the vendor community supporting customer meetings. Meeting planners can make changes in cAdmin and have data made available to registration companies, external journal library vendors, external content management systems and others. Data managed in the cOASIS application has long been available to be pulled by these external systems through a combination of reporting and function-specific APIs.
cOASIS program data is often the “source of truth” for the vendor community supporting customer meetings. Meeting planners can make changes in cAdmin and have data made available to registration companies, external journal library vendors, external content management systems and others. Data managed in the cOASIS application has long been available to be pulled by these external systems through a combination of reporting and function-specific APIs. CTI has now released the first administratively controlled bulk action push integration, which can be customized to push cAdmin data to a third party’s web-service.
The first integration added is with MediaSite, an on-site session recording product. Administrative users can select sessions that they wish to have MediaSite record at their meetings, click on the Integrate bulk action, and the sessions & presentations will be forwarded via web-services to MediaSite, receiving in return the “play code” from MediaSite that will allow virtual meeting users to watch the content on-demand once it has been recorded.
By placing this function within cAdmin, meeting planners have control over which sessions are ready to be recorded and can make live changes during the on-site portion of a hybrid meeting. Customers using MediaSite as their on-site content collection vendor need only set-up the MediaSite vendor in the Settings -> Vendor section of the site and add any role activities (eg co-chairs, moderators) to an exclusion list should they wish to exclude from recording.
This functionality will be expanded throughout the coming quarters to include push-type integrations with other vendors.
The import locations function follows the same pattern as other +Import functions across cAdmin dashboards, allowing admin users to import locations and their related data from a .CSV or .XLSX file. Error checking and rules are applied to ensure location data will be clean.
When importing meeting data from an external source for the Presentation Management or Virtual Meeting applications, time can be saved by importing the Locations/Channels, especially for large meetings.
The import locations function follows the same pattern as other +Import functions across cAdmin dashboards, allowing admin users to import locations and their related data from a .CSV or .XLSX file. Error checking and rules are applied to ensure location data will be clean.
Managing submission data can be easier when the administrative users have access to all three on the submission dashboard to search, sort and apply bulk actions. We’ve added a new data field, “Completed date,” to the Submissions dashboard so that all three submission dates are now available in the gear:
The submission ID card on the submission details page provides dates when the submission was started, last edited, and completed.
Managing submission data can be easier when the administrative users have access to all three on the submission dashboard to search, sort and apply bulk actions. We’ve added a new data field, “Completed date,” to the Submissions dashboard so that all three submission dates are now available in the gear:
In addition to adding any of these fields to the dashboard for sorting and selecting, the advanced search provides capability to search between date ranges.
An association management system based single sign-on system (SSO), where the association is a “source of truth” for a person and all related personally identifiable information (PII) is the only GDPR approved pattern for identity management, and fortunately, a pattern that the cOASIS platform fully supports. The components include:
Proper submitter, co-author, presenter & speaker identity management results in delighted end-users and smoothly operating support teams. Improper identity management results in frustrated submitters, co-authors, presenters & speakers, as well as chaotic scrambles to clean things up. We would wish for proper identity management always. Still, since even Association Management Systems (AMS) and their related services can have off days or be misconfigured, we’ve added an additional tool to help clean up the “mess on aisle 5” if it happens.
An association management system based single sign-on system (SSO), where the association is a “source of truth” for a person and all related personally identifiable information (PII) is the only GDPR approved pattern for identity management, and fortunately, a pattern that the cOASIS platform fully supports. The components include:
1) Logging into cPortal through the association’s SSO, which transfers the association’s member identity key (which we call the SSOID) to cOASIS; 2) Co-author look-up against the AMS during abstract submission, resulting in either a) a record already in the association’s AMS with the co-author’s member identity key (which is sometimes referred to as the AuthorMemberSpec, and is again the SSOID) or b) a co-author not being found, which is often configured to then allow the submitter to enter the co-author details, after which cOASIS assigns a temporary identity to the co-author; 3) A call back to the association’s AMS to resolve any temporary co-authors that have been entered manually by the submitter and update the record with the “permanent” AMS identity key for that person.
The update being made to the existing People dashboard -> Compare & Merge function contains two parts:
1. It allows cAdmin users to override the 3rd step in a properly functioning identity management process and force a Person SSOID into a co-author’s SSOID AuthorMemberSpec during a merge. This new function should not be needed, but it is now there if it is needed to help clean up a mess. 2. Photos and Bios will now merge when two Person-level records are merged according to the following rules for the “surviving Person record” and the “merged Person record”. – If the merged Person record has a photo and/or bio AND the surviving Person record does not have a photo and/or bio, the photo and/or bio from the merged Person record will replace the blank(s) in the surviving Person record – If the merged Person record contains a photo and/or bio AND the surviving Person record also contains a photo and/or bio, a message will be provided notifying the admin user that the surviving Person records already has one or more of these assets, allowing the user to cancel the merge and visually compare the results to determine which one to keep. If the merge is continued, the merged Person’s photo and/or bio will be removed.
We added an option to “Add controls” from the Recipients dashboard in Campaign details and allow users to paste in comma-separated lists making it easier for administrators to add new people to the campaign recipients list.
We added an option to “Add controls” from the Recipients dashboard in Campaign details and allow users to paste in comma-separated lists making it easier for administrators to add new people to the campaign recipients list.
We added a row action in the Recipients dashboard in Campaign details for an administrator to be able to go to Control details straight from the row, saving the administrator time from having to look it up manually.
We added a row action in the Recipients dashboard in Campaign details for an administrator to be able to go to Control details straight from the row, saving the administrator time from having to look it up manually.
CTI’s Presentation Management application is a scalable, cloud-based SaaS application allowing presenters to upload presentation files via the internet, make final updates and practice in an on-site speaker ready room, and then present from a local computer in a session room. In venues with stable, high bandwidth internet connections the onsite presentation management installation will only require hardware for session room computers and speaker ready room computers. In venues with unstable or insufficient bandwidth internet connections, an on-site caching server is available.
CTI’s Presentation Management application is a scalable, cloud-based SaaS application allowing presenters to upload presentation files via the internet, make final updates and practice in an on-site speaker ready room, and then present from a local computer in a session room. In venues with stable, high bandwidth internet connections the onsite presentation management installation will only require hardware for session room computers and speaker ready room computers. In venues with unstable or insufficient bandwidth internet connections, an on-site caching server is available.
The Presentation Management application supports streaming to overflow rooms and streaming to 3rd party content distribution platforms.
The Presentation Management application supports recording of streams to allow content to be edited and re-purposed. Editing tools are available in the application and 3rd party video editing tools may be used as well.
Please refer to the application Knowledge Base for current Presentation Management documentation, network estimation tools, set-up guides and related API documentation.
To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace replacement of date, time, and location with a whatever term the customer is using for “on-demand”.
Hybrid meetings create new programming options for meeting planners, with the ability to incorporate on-demand virtual sessions with in-person physical sessions. Last-minute changes in speaker participation could change a previously planned in-person physical session to an on-demand virtual session and vice versa. Hybrid meeting planners have also become more comfortable with the concept of post-meeting on-demand virtual sessions as the standard for previously recorded physical sessions.
To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace replacement of date, time, and location with whatever term the customer is using for “on-demand”.
On the Session details, Presentation details, and Media Items pages, we introduced a new button for administrative users to “Replace” an existing file, therefore, deleting the old file automatically. This button will save administrators time in deleting the old file and make the process of uploading a new file more automated.
On the Session details, Presentation details, and Media Items pages, we introduced a new button for administrative users to “Replace” an existing file, therefore, deleting the old file automatically. This button will save administrators time in deleting the old file and make the process of uploading a new file more automated.
We have added advanced search functionality to support target option lists. Any field with a target in advanced search will indicate which search options are available.
We have added advanced search functionality to support target option lists. Any field with a target in advanced search will indicate which search options are available. Target options available are: y (matches strings containing) “y” (matches y exactly) >y (matches numbers equal to and higher than y) <y (matches numbers equal to or lower than y) x,y,z (matches x or y or z, no spaces between) x-y (matches numbers equal to and between x or y)
There is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a previously planned on-site speaker who has changed to a remote speaker and who now must upload an MP4 file for their presentation.
As with “locking” presentations, the hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “On” will hide the presentation from users in the Portal.
There is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a previously planned on-site speaker who has changed to a remote speaker and who now must upload an MP4 file for their presentation.
As with “locking” presentations, the hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “On” will hide the presentation from users in the Portal.
cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded.
Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers is not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators.
cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded.
Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers is not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators.
There are certain periods of the workflow, especially early in the session building process when session organization is fluid – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. The ability to control automatic session recalculation addresses these use cases.
There are certain periods of the workflow, especially early in the session building process when session organization is fluid – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. The ability to control automatic session recalculation addresses these use cases.
A second feature gives administrative users a session-by-session override of that master switch, a “Recalculate Start/End Times” function for Session Roles. Visible as a new button in the Session Roles area of the Session Details page. This function will recalculate session role start and end times based on the session’s start time, the roles’ order, and the duration assigned to each role – and will do so even if the meeting-level master switch is off.
As cAdmin has evolved, it has become a tool for clients, CTI staff, and distributor partners to offer reliable, user-friendly, and timely access to relevant content resources for your educational meeting. View the video below for an introduction to navigating cAdmin.
Do you want welcome text as the user signs into the Portal?
Option Value
HTML/Text
Example Option Value
Welcome to the Contribution Portal On this page, please find all the navigation links and notifications related to your participation in upcoming DAA meetings. Many thanks again for your important contribution to these events.
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
Blank
Example Meeting
DAA Chicago ’19
Special Considerations
This configuration option is only relevant if the new Portal has been implemented
Society Information Welcome to the Society User Portal powered by cOASIS. This Online Abstract Submission and Invited Speaker Portal will provide you with all of the resources needed to complete your meeting requirements. Please return to this page frequently to follow the status of your submissions.
Support Information If you have question or issues with the portal, please email sfn@support.ctimeetingtech.com or call 1-217-398-1795.
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
No HTML/Text
Example Meeting
SfN ’22
Special Considerations
This configuration option is only relevant if the new Portal has been implemented
Should the Portal’s “Tasks” tab have instructions?
Option Value
Text and/or HTML
Example Option Value
Task Instructions To view and complete a notification below, click on the top link of each tab. All items with a green sidebar are complete and all items with a gold sidebar need attention.
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
Blank
Example Meeting
SfN ’22
Special Considerations
Valid only if the contributor Portal’s “Tasks” tab is enabled
Should the contributor portal’s “Messages” tab have instructions?
Option Value
Text and/or HTML
Example Option Value
Message Instructions To view a notification below, click on the top link of each tab. All items with a green sidebar have been viewed and all items with a gold sidebar need to be read.
Qualifier 1
NONE
Qualifier 2
NONE
Qualifier 3
NONE
Default
Blank
Example Meeting
SfN ’22
Special Considerations
Valid only if the contributor Portal’s “Messages” tab is enabled
As with “locking” presentations, there is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a remote speaker who now has to upload an MP4 file for their presentation.
As with “locking” presentations, there is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a remote speaker who now has to upload an MP4 file for their presentation.
The hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “on” will hide the presentation from users in the Portal.
In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded. Once locked, only an administrator can change the presentation media item(s).
cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded. Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers are not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators, who would need to unlock the presentation or upload it in the cAdmin system.
Presentations are locked and unlocked by Presentation ID. This can be accomplished in bulk on the Presentation Dashboard, and individually on the Presentation Details page shown below.
To “lock” the presentation files in Portal, an administrator can click the switch “Lock media items in Portal” in Presentation details.
We’ve turned off the automatic session recalculation of presentation times to address certain use cases. Visible as a new button in the Session Roles area of the Session Details page, this function when clicked will recalculate session role start and end times.
In a continued effort to improve session building efficiencies for clients, we’ve worked on a meeting-level master switch to turn off the automatic recalculation of presentation times. There are certain periods of the workflow, especially early in the process – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. This ability to control automatic session recalculation addresses these use cases.
A second, now on production, allow a session-by-session override of that master switch, a “Recalculate Start/End Times” function for Session Roles. Visible as a new button in the Session Roles area of the Session Details page, this function will recalculate session role start and end times based on the session’s start time, the order of the roles in the session, and the duration assigned to each role.
For example, if an administrator changed one of the speaker’s Start or End Times manually, clicking “Recalculate Start/End Times” automatically updates all the other Start and End Times values, saving administrators time from updating longer lists of Start/End Times manually.
The Presentation fields available in this card are the same as the fields available in the Presentation dashboard – all presentation attributes such as Presentation ID, start time, session roles status; presentation media items such as the number of uploads and presentation review statuses; related session information such as Session ID, Session Type & Title; and related control information.
In keeping with the goal of a “single pane of glass” view of a person’s involvement with a meeting, we’ve added a new card in Person details called “Presentations,” which shows a card populated with any Presentations the user has. The Presentation fields available in this card are the same as the fields available in the Presentation dashboard – all presentation attributes such as Presentation ID, start time, session roles status; presentation media items such as the number of uploads and presentation review statuses; related session information such as Session ID, Session Type & Title; and related control information.
The card allows an administrative user to view this data, select different visible fields from the gear, and click a row action arrow to go to the Presentation details page.
The following supported browsers and their latest release are recommended for the use of cOASIS: – Google Chrome – Mozilla Firefox – Microsoft Edge – Safari Ensure a seamless experience by keeping these browsers up to date and avoiding any potential issues associated with outdated versions. Also, please remember to clear your cache and refresh your cookies.
To clear your cache in any browser, hold down CTRL-SHIFT-DELETE and Delete.
We offer support for comma-separated values in advanced search for integer fields to efficiently filter records. Only Advanced search fields marked with the “target” icon accept such comma-separated lists – either typed in or pasted in.
We offer support for comma-separated values in advanced search for integer fields to efficiently filter records. Only Advanced search fields marked with the “target” icon accept such comma-separated lists – either typed in or pasted in.
Apple’s proprietary M4A audio format has become a more common type of file upload from presenters since the beginning of the pandemic. Examples are easy to find in the world of ePosters, where presenters upload a .PDF file with the ePoster and an audio track to narrate the ePoster. With this in mind, we’ve changed our Media Type selection from only “MP3” to “AUDIO” (shown below), which allows both MP3 and M4A files to be uploaded under the “AUDIO” umbrella.
Apple’s proprietary M4A audio format has become a more common type of file upload from presenters since the beginning of the pandemic. Examples are easy to find in the world of ePosters, where presenters upload a .PDF file with the ePoster and an audio track to narrate the ePoster. With this in mind, we’ve changed our Media Type selection from only “MP3” to “AUDIO” (shown below), which allows both MP3 and M4A files to be uploaded under the “AUDIO” umbrella. We believe adding another file type under AUDIO will be helpful for presenters uploading their audio files to cAdmin.
To add an M4A file type: 1. Go to Settings > Media Items 2. Click Create a New Media Type 3. Fill in the media type information and click the AUDIO File Type (shown below) 4. Click Save.
While M4A files have gained popularity, they are unfortunately not supported by all browsers across desktop and mobile devices. Accordingly, all M4A files are automatically converted to the MP3 format, since MP3 is supported across all browsers.
NOTE: The other acceptable file types within Settings > Media Items include: – PPTX – PDF – MP4 – AUDIO (MP3 and M4A) – IMG – any image file will be accepted, complete image list here: https://www.iana.org/assignments/media-types/media-types.xhtml#image
We’ve added our accessibility plug-in module to cReview, cSessions, and cSubmit to make us “accessibility compliant.” To review, the licensed plug-in allows users with accessibility needs to adjust characteristics of the CTI applications such as fonts, sizing, spacing, color contrasts, alt-text, and cursor options and complies with accessibility standards. When enabled in Settings > Meeting information, simply click the little blue human to get started.
We’ve added our accessibility plug-in module to cReview, cSessions, and cSubmit to make us “accessibility compliant.” To review, the licensed plug-in allows users with accessibility needs to adjust characteristics of the CTI applications such as fonts, sizing, spacing, color contrasts, alt-text, and cursor options and complies with accessibility standards. When enabled in Settings > Meeting information, simply click the little blue human to get started.
As we wrote about two weeks ago, break slides are now available in cAdmin > Settings > Files > Media Items. Under Settings, the term “Support Files” has been changed to “Files”, as media items are being added to the tab. Customers can now add meeting-level information slides in this area which will still be displayed within the new Session Room application that is part of the cSLIDE Media Services.
Break slides are now available in cAdmin > Settings > Files > Media Items. Under Settings, the term “Support Files” has been changed to “Files”, as media items are being added to the tab. Customers can now add meeting-level information slides in this area which will still be displayed within the new Session Room application that is part of the cSLIDE Media Services.
Customers and Client Services teams have appreciated the efficiencies gained by the functionality added, allowing Term labels on the CTI Virtual Meeting application to be adjusted via Settings. A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. This functionality has been used to allow administrators to create language support for a German-language meeting.
Functionality has been added to allow the Term labels on the CTI Virtual Meeting application to be adjusted via Settings. A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. This functionality has been used to allow administrators to create language support for a German-language meeting.
Terms currently available in the Blocks & Terms settings menu are pre-defined “system” terms. With this update, functionality has been added to allow users to create their own customized terms. While the first use of these new custom terms is planned for within Campaign Notifications, customized terms will ultimately be used in instruction text and workflow modules configurations.
The new functionality appears as in the image below and allows the creation and management of new Custom Terms:
These custom terms are used to support Terms within Campaigns:
The advanced search function on cAdmin dashboards continues to grow, with the previously stated goal of improving administrative efficiency top of mind with each release. As a reminder, the objective of this 5-stage enhancement project is to add selection and filtering capabilities to the advanced search that, when coupled with the “lightning bolt” bulk update capability, will give users efficient new ways to manage standard and extra data.
The advanced search function on cAdmin dashboards continues to grow, with the previously stated goal of improving administrative efficiency top of mind with each release. As a reminder, the objective of this 5-stage enhancement project is to add selection and filtering capabilities to the advanced search that, when coupled with the “lightning bolt” bulk update capability, will give users efficient new ways to manage standard and extra data.
The current enhancement includes three important updates: 1. Ensuring each field in the dashboards offers the correct type of search for that field. Efficiently managing person, program, workflow, and campaign data require some understanding of the type (text, taxonomy, simple list, date, numeric value, integer) of data needed for the field. For example, a status field should not be of type = date, and a Presentation ID field should not be of type = taxonomy. Initial versions of the cAdmin advanced search functionality didn’t discriminate based on the type of field. All searches were “like” searches, returning rows to the dashboard where the field contained the pattern of whatever the user entered for the fields into advanced search. Previous releases added multi-select options to fields that were created with CTI defined set lists, fields like Program Status, Session Rule Status, Room / location, Embargo, Country. These fields appear with a down-arrow on the right side of the field.
2. As the advanced search project continues, you will see the UI updated to apply new search options for fields, including this weeks release: – adding support for comma-separated values as search options for CTI defined integer fields such as Control Number, Presentation ID, # of confirmed roles, cSLIDE ID – adding support for Yes/No, ON/OFF to include the value of “Not yet set”
and future releases to support: – From/To actions on CTI defined Date fields (see image below) – Multiselect actions on CTI Date fields – Boolean actions on CTI defined text fields – Multiselect actions on CTI represented taxonomy fields – Support for these advanced search controls on non-CTI defined “extra” fields.
3. Support for comma-separated values in advanced search for integer (and only integer) fields to efficiently filter records. A common user journey when filtering and applying actions starts with a list of identifier values. Examples include: – List of control numbers to select within a campaign dashboard in order to send a reminder – List of Presentation IDs to choose in the Presentation dashboard in order to assign a Virtual Meeting embargo date – List of Session IDs to select in the Session dashboard in order to enter a 1.5 hour CME value. Advanced search fields marked with the “target” icon as in the pictures below now accept such comma-separated lists – either typed in or pasted in.
The comma-separated values search allows values to be entered in any order, supports values that don’t exist (see Control # 42 in the Presentations dashboard above the Session image), supports duplicates (see Session ID 11 twice in the image above) and has an upper limit of 15,000 values.
As with all advanced searches, a user can combine multiple fields, as in the example below with a specific list of Sessions IDs, limited to sessions that have either 2 or 5 roles, with Session Type Symposia or Oral.
In this release, comma-separated values in advanced search are limited to fields that can only hold integers, such as Control #, Session ID, Presentation ID, etc. There are fields that are used by some meetings to hold only integers values, but which within the CTI application can contain alphanumeric values (such as Session Number, in the image above). These fields will not contain the “target” icon and will still operate as they have in the past, where records displayed are those that are “like/contain” the value in the advanced search field.
Also, note that with the release, fields with the “target” icon will cease functioning as “like/contain” matches and now only return records with exact matches. For example, if an administrator types in “30, 65” for the Session IDs, only those two sessions will appear in the search results. Session IDs that are “like” matches, such as 130, 301, 302, 165, 651 will not be returned (see below).
4. Support for “flag” fields (True/False, ON/OFF) in advanced search to include an option for “value not yet set”.
The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties. The current CRM pricing levels established for cAPI are intended only for data transfer use.
The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties. The current CRM pricing levels established for cAPI are intended only for data transfer use.
We’ve updated our usage limits for customers accessing the cAPI endpoints to ensure that the APIs do not cause any damage. These limits are based on models of appropriate use, and limits have been created for each individual endpoint usage functions.
The new limits are currently set to: 1. CREATES to 100reqs/1min 2. UPDATES to 1req/1min 3. GET to 3req/60min 4. DELETE to 3req/60min
The limits in Sandbox are set differently than those in Production to allow customers to run repeated tests while they create integrations. In Sandbox, rather than normal data transfer limits, a limit of 1,000 API calls per cAPI user per 60-minute period per endpoint is set.
If a user tries to exceed these limits on Production or Sandbox, they will receive an error message and will need to contact CTI staff to expand their limits. API limits are an important guardrail to protect coding and operational efficiency. The CTI development support team can help if questions arise.
As a first step toward providing customers access to manage their own Application Programming Interface (cAPI) settings, including accounts, authorization keys, and permissions, we’ve released an interface within cAdmin limited to the CTI DevSupport team to manage this access. This will reduce the time required and increase the security around implementing cAPI. A simplified functionality will be released to CTI client services staff and customers in the coming weeks, eliminating the need for CTI DevSupport.
As a first step toward providing customers access to manage their own Application Programming Interface (cAPI) settings, including accounts, authorization keys, and permissions, we’ve released an interface within cAdmin limited to the CTI DevSupport team to manage this access. This will reduce the time required and increase the security around implementing cAPI. A simplified functionality will be released to CTI client services staff and customers in the coming weeks, eliminating the need for CTI DevSupport.
We’ve expanded the Session data management API to include Session Extra Data Fields. The GET method of the Sessions API has been extended to allow reading of Session Extra Data (SED) fields. The new documentation can be found in the Knowledge Base under APIs or Developer Documentation.
We’ve expanded the Session data management API to include Session Extra Data Fields. The GET method of the Sessions API has been extended to allow reading of Session Extra Data (SED) fields. The new documentation can be found in the Knowledge Base under APIs or Developer Documentation.
The datasets available in the Analytics dashboard have already proven valuable to customers by providing detailed insights on attendee content consumption behaviors that were never available in on-site meetings. While the CTI dashboards offer entry-level analytics that all customers can use, the data collected in the CTI Virtual Meeting application can also be used in third-party enterprise analytics tools such as PowerBI and Tableau. We’ve added a new cAPI endpoint to allow customers to integrate the CTI datasets into third-party analytics tools.
The datasets available in the Analytics dashboard have already proven valuable to customers by providing detailed insights on attendee content consumption behaviors that were never available in on-site meetings. While the CTI dashboards offer entry-level analytics that all customers can use, the data collected in the CTI Virtual Meeting application can also be used in third-party enterprise analytics tools such as PowerBI and Tableau. We’ve added a new cAPI endpoint to allow customers to integrate the CTI datasets into third-party analytics tools. Check out the Analytics API documentation in the Knowledge Base under cAPIs and also under Developer Documentation.
There’s a new way to create revenue opportunities in your virtual meetings, along with the sponsorship of banners, pages, congress-bag inserts, and more. With sponsoring company self-management and state-of-the-art analytics, we’re already helping customers recover a portion of revenues lost due to pandemic disruption. With the functional expansion now on production, we have started to add the components to allow sponsorship of specific sessions and presentations via the Virtual Meeting search results pages.
There’s a way to create revenue opportunities in your virtual meetings, along with the sponsorship of banners, pages, congress-bag inserts, and more. With sponsoring company self-management and state-of-the-art analytics, we’re already helping customers recover a portion of revenues lost due to pandemic disruption. With the functional expansion now on production, we have started to add the components to allow sponsorship of specific sessions and presentations via the Virtual Meeting search results pages.
The first step was to add two new types of sponsorship opportunity types that you will find in the “Add Sponsorship opportunity” section – one for sponsorship banners overlaying a session on the calendar search results page, and one for sponsorship banners overlaying session (and ultimately presentation) details on the list search results page.
The next step was to connect the sponsorship banner to the calendar search result view, highlighted below:
This sponsorship opportunity image can be placed on the Calendar View connected to a specific session date and time. As with other CTI Virtual meeting sponsorship opportunities, these banners can contain more than one link, allowing sponsors to decide if the end-users will (1) click into the session, (2) click to an external website (often the website of the sponsor), or (3) click to a PDF file – or some combination of all three.
Watch the video above or use the following steps below to set up a sponsorship opportunity for a session: 1. Go to Settings > Booths and Sponsorship 2. Click Sponsorship Opportunities and select “Create New Sponsorship Opportunity” 3. Choose Calendar block and click Next 4. Name the sponsorship (i.e., what is the image or link name?) – The Max Size, Width, and Height are auto-filled to recommended settings – “Max # of Links” is the max number of links an attendee can click. The max is unlimited, but we suggest three. Only the links and labels that are uploaded will show. 5. Go to Onsite > Booth/sponsor dashboard 6. Either create a new booth for the sponsorship opportunity or choose an existing booth 7. In the Booth details under Sponsorship assignments, click “Add Sponsorship Assignment” 8. Choose the Sponsorship opportunity we created in steps 3-4.
9. Click the “Edit Content” button under Sponsorship assignments next to the sponsorship
– Switch “Type” to “Links” (below image) – “Label” is the name of the link shown on cAttendee – URL is the link you want to showcase (e.g., https://www.ctimeetingtech.com) Make sure to include the “https://” before the link starts. This is the link the attendee will click for the website. If no link is uploaded here, the participant will be taken to the session that is sponsored. – “Icon” indicates whether you want the link to open on the same page or a new window
10. Upload an image using the “Upload” button
*The green examples below show you suggested image sizes in cAdmin (about a 9/4 ratio) and how they look in cAttendee:
11. The “Reporting Name” column is the word that describes the booth after the name. Change to the desired name by clicking on the word (e.g., Calendar)
12. Assign the Sponsorship opportunity to a session – Go to the Sessions dashboard and choose a session to assign the opportunity – In Session details, find the dropdown “Sponsorship For Calendar” and choose the Booth/sponsor we added for the sponsorship opportunity (i.e., Booth name “AstraZeneca” followed by Reporting Name “Calendar”)
13. Check the calendar sponsor of a session in cAttendee
Note: If only one link is added to the sponsor opportunity, clicking the image goes to the website link. If you add two or more links, the link “Labels” show up below the image. In the example above, two links were added. To add more links, go back and do step 9 again. Also, remember when the sponsorship opportunity was created in steps 3-4 to set the max links higher than what you expect to use.
Similar to our other virtual meeting sponsorship opportunities, statistics and tracking are already available to track the success of these calendar marketing sponsorships. It is imperative to name the sponsorship opportunity and link labels distinctly from other booths and sponsorships within the meeting to make the data clear when an admin downloads the analytics.
An admin can view the Calendar Sponsorship of a Session analytics data by: 1. Going to the Analytics > Dashboard 2. Clicking “Export Data” 3. Selecting “Sponsorship Clicks” and clicking “Continue.”
Standard templates called “Starter Reports” are standard templates that have been automatically created for all meetings to help give clients a “starting point” on what data to report for each card. In addition, any new meeting created will have these Starter Reports in Report Builder.
Standard templates called “Starter Reports” are standard templates that have been automatically created for all meetings to help give clients a “starting point” on what data to report for each card. In addition, any new meeting created will have these Starter Reports in Report Builder. Below is an image of the first four Starter Report cards:
An admin cannot delete or edit the actual Starter Report but can “Save As” a copy to add and subtract fields as needed. Starter Reports is an ongoing effort, and we will continue adding more over the next few weeks. We believe these templates will give clients a head start for gathering and reporting data within the cAdmin system.
An admin user can now add Chatroom Roles from within each session, presentation, booth, and network lounge. This update is targeted to help virtual meeting organizers save time and give even more control over their chatrooms.
An admin user can now add Chatroom Roles from within each session, presentation, booth, and network lounge. This update is targeted to help virtual meeting organizers save time and give even more control over their chatrooms.
The Session details card highlighted below appears when a Chatroom has been added to a session either by bulk action in the Session dashboard or via Onsite > Chatroom dashboard.
To add a chatroom role to the session: 1. Click “Add Chatroom Role” 2. Type the first name, last name, and email as it appears in the Person details 3. Select Moderator or Presenter for that person’s session chatroom role
The People dataset in Report Builder includes all the standard fields you see below in the Person details “Personal information” card. Additional people information will allow admins to run more detailed reports about the people in the meeting.
The People dataset in Report Builder includes all the standard fields you see below in the Person details “Personal information” card. Additional people information will allow admins to run more detailed reports about the people in the meeting.
Current Available Fields for People dataset below:
We updated the UI in the Portal Session Builder to address formatting inconsistencies. There are no fundamental differences in how the Session Builder functions. Instead, these formatting changes clean up the interface and make the interface more responsive. These universal UI changes affect all Session Builder meetings.
We updated the UI in the Portal Session Builder to address formatting inconsistencies. There are no fundamental differences in how the Session Builder functions. Instead, these formatting changes clean up the interface and make the interface more responsive. These universal UI changes affect all Session Builder meetings. For example, one of the main UI differences is a more responsive change to resizing the window (shown below):
Another difference is the button placement in a more consistent format (shown below):
Other minor changes like titles, colors, and font have also been addressed.
When an admin downloads “Video views” from the Analytics dashboard Export Data (shown below), a new column called “ViewType” in the Excel file allows the admin to know how the video from the meeting was consumed (i.e., On-Demand, Live, or other). The new column is called “ViewType” and has a letter associated with how the video was consumed by the participant.
When an admin downloads “Video views” from the Analytics dashboard Export Data (shown below), a new column called “ViewType” in the Excel file allows the admin to know how the video from the meeting was consumed (i.e., On-Demand, Live, or other).
1. To view, go to the Analytics dashboard and click “Export Data” 2. Click and download “Video views”
The new column is called “ViewType” and has a letter associated with how the video was consumed by the participant (shown below with a Key on the right):
An update was added to the cAdmin application helping all pages load faster, meaning anyone using the cAdmin application will have a faster user experience.
An update was added to the cAdmin application helping all pages load faster, meaning anyone using the cAdmin application will have a faster user experience.
We’ve extended our optional accessibility solution from cAttendee to all our cPortal client websites, making CTI “accessibility compliant”. For review, we’ve licensed an integrated plug-in known as accessible which allows users with disabilities to adjust characteristics of the cAttendee site such as readable fonts, sizing, spacing, color contrasts, alt-text, and cursor options and ensures that the cPortal site complies with accessibility standards including Web Content Accessibility Guidelines (WCAG 2.1), European Accessibility Act (EAA/EN 301549), Americans with Disabilities (ADA Title III) and Accessibility Canada Act (ACA).
We’ve extended our optional accessibility solution from cAttendee to all our cPortal client websites, making CTI “accessibility compliant”. For review, we’ve licensed an integrated plug-in known as “AccessiBe” which allows users with disabilities to adjust characteristics of the cAttendee site such as readable fonts, sizing, spacing, color contrasts, alt-text, and cursor options and ensures that the cPortal site complies with accessibility standards including Web Content Accessibility Guidelines (WCAG 2.1), European Accessibility Act (EAA/EN 301549), Americans with Disabilities (ADA Title III) and Accessibility Canada Act (ACA). When enabled in Settings, a little blue human icon appears in the upper right-hand corner of each page of the cAttendee and cPortal sites. After clicking the icon (shown below), users can access a menu of adjustments that can be made to the User Interface. Each accessibility option describes how it may help a user’s individual needs. Clicking the “Statement” button or question mark button on the UI brings additional helpful information.
The option to use the accessible plug-in appears as an ON/OFF toggle for “Accessibility compliance (Beta)” in Settings > Meeting information & setup (shown below). Since we have not had extensive experience with the plug-in during active meetings, we classify it as a Beta and should inform clients why.
The accessibility compliance plug-in has been licensed for cAttendee, cOASIS, and cPortal modules. Turning “ON” the switch prompts all modules. The next priority is cOASIS Program Planner.
Developers now have a section in the knowledge base where all documentation relating to developers will go. This section is called “Developer Documentation” and currently includes the On-site cache server setup script and all CTI application programming interfaces known as cAPI. We believe one area where all developer documentation is in one place will be beneficial for organizing this content.
Developers now have a section in the knowledge base where all documentation relating to developers will go. This section is called “Developer Documentation” and currently includes the On-site cache server setup script and all CTI application programming interfaces known as cAPI. We believe one area where all developer documentation is in one place will be beneficial for organizing this content. The content also resides in more specific categories such as “APIs” and “Onsite Documentation” for more specific searches. We will add to these sections as more developer documentation comes out.
We released an update to options 1 and 4 of the Presentation API, which allows the inclusion of the Date Created and Date Last Updated fields of a media item. The abstract body is part of the “get” method of the Presentation API call. Finally, limits to how often any of the APIs can be called have been rolled out as well.
We released an update to options 1 and 4 of the Presentation API, which allows the inclusion of the Date Created and Date Last Updated fields of a media item. The abstract body is part of the “get” method of the Presentation API call. Finally, limits to how often any of the APIs can be called have been rolled out as well.
As a refresher, the set of Application Programming Interfaces offered as part of the cAPI module offer integration points that customers can use to import to, update and read from the CTI products. These interfaces are typically used to create live integrations with association management systems, registration systems, disclosure systems and transfer data to and from non-CTI abstract management systems, non-CTI presentation management systems, and non-CTI virtual system meetings. APIs typically have a set of capabilities for data creation, reading, updating, and deleting that are different from the specific workflow rules in an application. While some APIs, such as the registration, AMS, and disclosure APIs, are used for live ‘real-time’ integrations, other APIs, such as Meeting Set-up, Session data management, and Presentation data management, are used to move data in bulk safely and efficiently from one system to another system. Greater flexibility exists for reading data while creating, updating, and deleting application workflow rules control data. API limits are placed on the Meeting Set-up, Session data management, and Presentation data management APIs to ensure that the interfaces are used as designed (for data transfer) and not as a hosting platform.
This cAPI update is targeted to add functionality to the “read” function and will not support creating, updating, or deleting Date Created, Date Last Updated for media items or AbstractBody within a submission. Workflow rules within the CTI application control these.
Each API within cAPI has its own documentation set, and the updated document can be found on the knowledge base under “APIs” and under “Developer Documentation”.
cAPI functionality will continue to be developed, and roadmap items exist to support (1) clients pushing their previously created abstracts from a foreign system into cOASIS subject to cOASIS workflow rules, (2) clients pushing their previously created media items into cAdmin from a foreign system subject to the cAdmin media item template conversion rules.
Keeping customer satisfaction top-of-mind, CTI has introduced a Freshdesk widget available in cAdmin to support our clients interacting with our Client Services team. The Client Services team already uses the Freshdesk platform daily. The cAdmin Freshdesk widget will allow the delivery of faster and more consistent responses to questions that are now falling to project teams. The Freshdesk widget will enable clients to ask the CTI Technical Support team questions directly from the cAdmin application. CTI can respond to customer queries using interactive chat without requiring the customer to enter a ticket first.
Keeping customer satisfaction top-of-mind, CTI has introduced a Freshdesk widget available in cAdmin to support our clients interacting with our Client Services team. The Client Services team already uses the Freshdesk platform daily. The cAdmin Freshdesk widget will allow the delivery of faster and more consistent responses to questions that are now falling to project teams. The Freshdesk widget will enable clients to ask the CTI Technical Support team questions directly from the cAdmin application. CTI can respond to customer queries using interactive chat without requiring the customer to enter a ticket first. The Freshdesk chat widget logs all interactions without additional input from the user. This new level of support will require advanced planning by the Technical Support team, training of the customer, and cost adjustments. Accordingly, the On/Off control for the widget has initially been limited to the Development Support Team and will be transitioned to the Contracts Team in early 2022.
One of the long standings market-leading capabilities of the CTI products is the ability of administrative users to extend their data management beyond the Standard Fields available for People, Submissions, Reviewers, Sessions, Session Builders, Presentations, and Registrants. These “Extra fields” allow clients to manage and report on data custom to their circumstances without development support. With this update, those data fields can be quickly changed with a bulk action.
One of the long-standing market-leading capabilities of the CTI products is the ability of administrative users to extend their data management beyond the Standard Fields available for People, Submissions, Reviewers, Sessions, Session Builders, Presentations, and Registrants. These “Extra fields” allow clients to manage and report on data custom to their circumstances without development support. With this update, those data fields can be quickly changed with a bulk action. Combined with the support for Extra fields in Advanced Search we deployed last week, an admin can quickly search for particular fields, select all the items in the advanced search, and bulk change entire specific lists.
For example, let’s create the field “CME Credits” for Sessions in Settings > Meeting set-up > Fields & sections.
Staying with our example above, an admin user can go into the Sessions dashboard and bulk change the “CME Credits” to the desired number: 1. Bulk actions are activated after checking the boxes on the left or selecting all of the boxes 2. Select the action ribbon “lightning bolt” icon 3. Choose the bulk action data change 4. Enter the value to bulk change the data
These bulk changes to extra data fields are available for the People, Presentations, Sessions, Registration, and Forms tabs in cAdmin using the same process shown above.
The purpose of these Service Level Agreements (“SLA”) is to provide a statement of Licensor’s commitment to Availability of the Application Services (as defined in the License Agreement) made available to Licensee as further described in the Statement of Work (Exhibit D); provide an economic remedy should the Availability of the Application Services fall below the commitment level; and outline policies and procedures the Licensor uses to manage and maintain the Application Services and any related staff support services.
The purpose of this Virtual Meeting Service Level Agreement (“SLA”) is to provide a statement of Licensor’s commitment to Availability of the Application Services (as defined in the License Agreement) made available to Licensee as further described in the Statement of Work (Exhibit D) for Virtual Meetings; provide an economic remedy should the Availability of the Application Services fall below the commitment level; and outline policies and procedures the Licensor uses to manage and maintain the Application Services and any related staff support services.
The purpose of this Service Level Agreement (“SLA”) is to provide a statement of Licensor’s commitment to Availability of the Application Services (as defined in the License Agreement) made available to Licensee as further described in the Statement of Work (Exhibit D); provide an economic remedy should the Availability of the Application Services fall below the commitment level; and outline policies and procedures the Licensor uses to manage and maintain the Application Services and any related staff support services.
Admins now have more built-in options to describe their items. These new description options are on many details pages where an admin can freely create source HTML/CSS text or use the built-in text options.
The document below is a step-by-step guide for setting up an onsite caching server. This server is used for onsite events to enable faster uploads and access to presentation files, especially in cases where network speeds are limited. It also facilitates quicker access to last-minute presentation uploads. The server setup manages the subsequent publishing of locally uploaded or updated files to the cloud server, which controls the delivery of presentations to connected applications.
The document below is a step-by-step guide for setting up an onsite caching server. This server is used for onsite events to enable faster uploads and access to presentation files, especially in cases where network speeds are limited. It also facilitates quicker access to last-minute presentation uploads. The server setup manages the subsequent publishing of locally uploaded or updated files to the cloud server, which controls the delivery of presentations to connected applications.
Caching Server FAQs 1. What are the advantages of using a caching server as opposed to not using one? Using a caching server offers several benefits. Firstly, it accelerates file uploads within the local network. After uploading, you can promptly access the file from the caching server within the session room, even as the caching server syncs data over a slower internet connection. Furthermore, the file doesn’t need to be re-downloaded. In contrast, if you don’t utilize the caching server, the file must be uploaded from the speaker ready room to AWS, and then the session room downloads it from AWS. The caching server conserves bandwidth. 2. Does the presence of a caching server improve internet performance? Yes, the presence of a caching server can lead to improved internet performance. 3. When should an association consider implementing a caching server? A caching server is recommended for use when you want to optimize file transfer efficiency and save on bandwidth, particularly in scenarios where quick access to recently uploaded files is essential.
Accessibility to content and workflow tools for those with disabilities is a growing market problem in our industry. A large medical association was sued by a medical school for content not being accessible to hearing-impaired students. Accessibility regulations in the EU, US, Canada, and States are growing. The option to provide closed captions on video content is an approach to providing access to those with hearing and sight impairments. While we have had solutions for on-demand recordings, we can now display captions for live streams through video meetings and through the Vimeo service.
As discussed in previous emails, accessibility to content and workflow tools for those with disabilities is a growing market problem in our industry. A large medical association was sued by a medical school for content not being accessible to hearing-impaired students. Accessibility regulations in the EU, US, Canada, and States are growing. The option to provide closed captions on video content is an approach to providing access to those with hearing and sight impairments. While we have had solutions for on-demand recordings, we can now display captions for live streams through video meetings and through the Vimeo service. These live closed-captioning solutions use Artificial Intelligence, meaning that the delay for human-translated text is eliminated, with accuracy close to what human translators can provide. We’ve added a new closed captioning functionality for our video meetings which offers subtitles for participant communications. We’ve also started offering Vimeo live stream translation on cAttendee.
CTI video meeting closed captioning is a “no additional cost” option and is available on the browsers Zoom supports. A presenter can turn on closed captioning during a video call by clicking “Live Transcription” and selecting “Enable Auto-Transcription.” Closed captioning works for all CTI video meetings, including presentations, sessions, booths, and the networking lounge. Make sure your mouse is over the video to view the live transcript. Readers for sight-impaired attendees can “read” captions to those users.
Vimeo closed captioning for live streams has a per-event cost which is based on the size of the event, and is turned on in the streaming set-up.
These enhancements, coupled with the accessibility plug-ins released for cAttendee and PP8, bring the CTI virtual meeting tools into compliance with the current accessibility regulations and are expected to impact our customer’s events positively.
Efficient management of data within the CTI tools is a key strength of CTI’s and a market problem that all CTI customers share. Recent changes in bulk data changes allow customers and staff to efficiently make changes to data as a program evolves – and to react to changing hybrid/virtual needs as the pandemic waxes and wanes. To make the most use of the bulk data actions, advanced search functionality is being improved.
Efficient management of data within the CTI tools is a key strength of CTI’s and a market problem that all CTI customers share. Recent changes in bulk data changes allow customers and staff to efficiently make changes to data as a program evolves – and to react to changing hybrid/virtual needs as the pandemic waxes and wanes. To make the most use of the bulk data actions, advanced search functionality is being improved. Before, advanced search allowed you to choose a single term in each advanced search list (e.g., Activity type: Abstract) shown below:
This new update (pictured below) allows an admin to apply a bulk action to a more precise selection. To do this, an admin can search for multiple items in the same data set (e.g., Activity type: Chair, Group Co-Chair, Late-Breaking Submitted Abstracts, Non-Role). An admin could also select multiple items in several data sets to narrow the search further. At that point, an admin could then apply a bulk change to multiple or all the items from the search list. Several Advanced Search changes will be implemented over the following months, including from <-> to date ranges and numeric ranges. We will continue to keep you updated as future changes roll out.
The video meeting card shown below informs admins at a glance of the video meeting provisions such as: Provisioned room, Host assigned, and Maximum capacity.
The video meeting card shown below informs admins at a glance of the video meeting provisions such as: – Provisioned room – Host assigned – Maximum capacity
Note: The Video Meeting Room card will only show up for meetings set up for video meetings.
As you know, Vimeo was the first third-party video service integrated into the CTI Virtual Meeting tool. Many other third-party service providers are available and as a company, our objective is to make it easy for customers to include common third-party providers in CTI’s platform without requiring the additional overhead of development support time. With this update, a new Vendor Type is being added to the Meeting vendor settings that permits clients to set up their own plug-and-play integrations with such 3rd parties.
As you know, Vimeo was the first third-party video service integrated into the CTI Virtual Meeting tool. Many other third-party service providers are available and as a company, our objective is to make it easy for customers to include common third-party providers in CTI’s platform without requiring the additional overhead of development support time. With this update, a new Vendor Type is being added to the Meeting vendor settings that permits clients to set up their own plug-and-play integrations with such 3rd parties. In addition to allowing customers to specify their own Vimeo accounts, we will support the Brightcove service along with CTI’s Vimeo account as well. This function is currently “Pre-release,” meaning it’s not functional yet if used.
We implemented bulk actions for booths and the networking lounge tabs under Onsite. This change saves admins time from manually creating new chatrooms from the dropdown in the Chatroom dashboard.
We implemented bulk actions for booths and the networking lounge tabs under Onsite. This change saves admins time from manually creating new chatrooms from the dropdown in the Chatroom dashboard shown below:
To assign booth and lounge chatrooms: 1. Go to the booth or lounge tab under Onsite and select all or only preferred items 2. Click the popup to the upper right “Add chatrooms” 3. Click “Add”
New way to add chatrooms to boothsNew way to add chatrooms to networking lounges
Rather than requiring presenters to share their login credentials with these other people, permissions for roles other than the presenter have been added to cAdmin. Like a presenter, permitted roles can authenticate through Portal and have access to specific sets of presentation files. Permissions can be enabled to view only, or view and edit.
Several common use cases (especially) at on-site meetings require a person other than the actual presenter to have view, upload or edit access to a presentation: – Busy presenters often send a coauthor, colleague or assistant to the Speaker Ready Room to upload or make last minute changes to a presentation. – Audio-Visual partners are often called on to perform pre-session quality assurance checks, which are best performed by viewing (occasionally editing) the presentation files, session by session from Portal. – Medical meetings may assign volunteers to check for CME compliance of the individual presentations by granting them access to specific sessions in Portal.
Rather than requiring presenters to share their login credentials with these other people, permissions for roles other than the presenter have been added to cAdmin. Like a presenter, permitted roles can authenticate through Portal and have access to specific sets of presentation files. Permissions can be enabled to view only, or view and edit.
To help with set-up, we’ve provided a method to bulk assign permissions by Session type and role. These controls can be found on the Session tab in Settings > Portal. There are two permission tables: 1. Session view permissions: allows the role to preview and download files on the Portal (e.g., useful for reviewers) 2. Session edit permissions: allows the role to preview, download, upload, and delete files on the Portal.
The table row headers show the Session types. The column headers show each role or activity type that can be assigned the permission. To assign a Session type to an activity type, toggle the flag icon in the cell. To flag all, click the multi-filled flag icon in the Actions column. To deselect, click the multi-unfilled flag icon. NOTE: Roles assigned edit permissions do not have to be assigned view permissions, too.
Does meeting permit image uploads and, if so, does the meeting want to limit # of image uploads? N/A if meeting doesn’t permit image uploads (works similar to AbstractTablesAllowed config).
Option Name
AbstractGraphicsAllowed
Where is this configured?
Submit
Why is this configured?
Does meeting permit image uploads and, if so, does the meeting want to limit # of image uploads?
Option Value
Numerical value
Example Option Value
3
Qualifier 1
Activity
Qualifier 2
NONE
Qualifier 3
NONE
Default
5
Example Meeting
ORS 2015
Special Considerations
N/A if meeting doesn’t permit image uploads (works similar to AbstractTablesAllowed config)
Welcome to the Presentation Upload Step; please click on your presentation title below and follow the steps to upload your presentation.
Presentation files are due no later than Friday, January 29, 2021 at 5:00pm Central Time. Given this is the final date to submit your presentation for upload, keep in mind the support team will only be available from 8 a.m. to 5:00 p.m. CST, Monday-Friday. Please plan accordingly. After this date, your abstract will be withdrawn as SRNT cannot guarantee your presentation will be available for the SRNT 2021 Virtual Meeting. Thank you.
Text chat is the primary means for interaction within cAttendee. With this release, we’ve made two big changes to the User Interface:
1) Activation. With this change, if a presentation, session or channel page is set up for chat, the Chatbox will open automatically and only require the Join Chat to participate. This update will take effect immediately for all past, present, and future meetings.
2) Control. Another update with this release provides attendees with the ability to position the Chatbox on the screen.
Text chat is the primary means for interaction within cAttendee. With this release, we’ve made two big changes to the User Interface: 1. Activation. Before this update, attendees and presenters had to click a Chat icon above the player screen to activate the Chatbox on presentation, session and channel pages. They then had to click the Join Chat button when the Chatbox opened. Some clients expressed concerns that either the Chat icon or the need to click it was not apparent to attendees, and some may have missed out on the opportunity to chat. With this change, if a presentation, session or channel page is set up for chat, the Chatbox will open automatically and only require the Join Chat to participate. This update will take effect immediately for all past, present, and future meetings. 2. Control. Another update with this release provides attendees with the ability to position the Chatbox on the screen. Previously, the fixed Chatbox could interfere with some screen displays. Also, users have different preferences for where the chat should be placed for the easiest view and access. Now, by clicking the ‘Move/drag’ icon, they can position the box where they wish.
Attendees can click and drag the upper left-hand corner of the chat window to resize it (shown below).
The other options on the chat window remain the same. These include controls for the font size. The default font size is the smallest option with two bigger optional size options. Below is an example of the default font size and the largest size.
Users can click the ‘Maximize’ middle icon to open the chat box in a new tab. To collapse the chat window, they can select the ‘Minimize’ icon to its right. Below is an example of a minimized chat window.
There have been two significant changes to scrolling on the dashboards:
1) Column headers will now remain at the top of the dashboard as users scroll “below the fold.” This makes it easier to keep track of the column data, especially when several columns are chosen.
2) We have also implemented an “Overview” On/Off switch, which “locks” or “unlocks” the charts at the top of the page.
There have been two significant changes to scrolling on the dashboards: 1. Column headers will now remain at the top of the dashboard as users scroll “below the fold.” This makes it easier to keep track of the column data, especially when several columns are chosen. 2. We have also implemented an “Overview” On/Off switch, which “locks” or “unlocks” the charts at the top of the page. Keeping the charts at the top of the page as the user scrolls provide perspective and make the chart parts available for filtering. Turning the chart off exposes more of the list for bulk actions.
The new feature works as follows: 1. With the Overview switch Off, the charts will go away and open the page up for more information 2. With the Overview switch On, the graphs will stay at the top of the dashboard while a user scrolls through the page
NOTE: The default Overview for each dashboard is “On” when the dashboard is first clicked.
Bulk actions are being released to allow administrators to change status or settings for selected presentations. Previously, an administrator had to go into each presentation, session, or submission for status updates. Bulk actions will ultimately be extended for all status and settings updates. To start, the bulk actions will be activated with the action ribbon bolt icon for the Submissions, Sessions, and Presentations dashboards.
Bulk actions are being released to allow administrators to change status or settings for selected presentations. Previously, an administrator had to go into each presentation, session, or submission for status updates. Bulk actions will ultimately be extended for all status and settings updates. To start, the bulk actions will be activated with the action ribbon bolt icon for the Submissions, Sessions, and Presentations dashboards. For each dashboard, statuses and settings can be updated as follows:
Submissions dashboard bulk action status update: – Program status: Indicates whether a submission has been assigned to a session and is ready for the program. Options include: – Undefined – Accepted – Withdrawn – Rejected – Removed By Staff
Presentations dashboard bulk action status and settings updates: – Session Role Status: The Role Status for each Session Submission. It can be: Undefined, Primary (but not yet invited), Alternate (intended as backup, but not yet invited), Invited, Confirmed, Non-responsive, Unable to Attend, and Declined – CME review status: This is a client review that ensures that the presentation meets the continuing education requirements for the association – Video QA review status: This is the Production or AV partner review to ensure that the media can be played “live” on the platform – Media review status: This review ensures that the various media types used in the presentation are complete – Attendee rating: Turn On or Off the 5-star presentation rating on cAttendee – Media source (5 options): – LiveStream: For meetings that will stream their presentations live with a recording – MediaItem: Uploads and attachments that appear on the cAdmin Presentation details page – VideoMeeting: CTI’s self-produced video conference and video chat – Webcast: For media, that is still being run through the cSlide system – External: An external video management system that manages the video (e.g., Vimeo) requires a URL. – Thumbnail URL: The placeholder image on the cAttendee website – Content embargo (blank means use abstract embargo): This ties release of presentation media items to: – None (No Content Embargo – even if the abstract content is embargoed) – The embargo date and time set for the presentation’s abstract (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without any updates if there is a scheduling change). – The start time of the session – An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin. – An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin. – Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card, while for larger meetings, the dev support team can import these dates and times. – Timer: To indicate that a timer will be displayed in the session room during presentations – Hide Disclosure Slide: To indicate that the disclosure slide will be hidden before a presentation starts in the session room
Sessions dashboard bulk action status and settings updates: – Duration: Length of the session – Location: Set either the physical room location or virtual meeting space – Status: Reflects overall status for the file and shows either Processing or Complete. Processing will display if there are any conversions in progress. If the status remains stuck in Processing for more than an hour, there is an issue with a related conversion – Rule status: Options include: Complete, Incomplete, Deleted, and Locked – Limit credit claim by registration code: – Description: Admins can write a short note about the session – OnDemand: If set to ON, an attendee can watch the session whenever it is not embargoed and will change the session result card to state “On Demand” rather than a time/date – Media source (5 options): – LiveStream: For meetings that will stream their sessions live with a recording – MediaItem: Uploads and attachments that appear on the cAdmin Presentation details page – VideoMeeting: CTI’s self-produced video conference and video chat – Webcast: For media, that is still being run through the cSlide system – External: An external video management system that manages the video (e.g., Vimeo) requires a URL. – Thumbnail URL: The placeholder cover image URL on the cAttendee website – Content embargo (blank means use the latest embargoed presentation time): – Hide presentations: If set to ON, cAttendee will hide presentations on the session level – Hide presentation ratings: If set to ON, cAttendee will hide session ratings – Limit media view by registration code: Viewers can be restricted from seeing the media if they do not have the appropriate registration code(s).
cAdmin has different staff roles, so our administrators do not have permissions commensurate with their responsibilities. Every user cannot have the permission to create and configure a meeting from end-to-end or access every meeting created for CTI clients. Only those client staff directly involved should be exposed to that data– even on a read-only basis since the data is confidential. Considering these factors, we have developed a new role expressly created for our AV partners.
cAdmin has different staff roles, so our administrators do not have permissions commensurate with their responsibilities. Every user cannot have the permission to create and configure a meeting from end-to-end or access every meeting created for CTI clients. Only those client staff directly involved should be exposed to that data– even on a read-only basis since the data is confidential. Considering these factors, we have developed a new role expressly created for our AV partners. The A/V Operation roles will only have access to those menu items within cAdmin related to their job functions.
The difference between the two roles is regarding experience level, with an A/V Operation Administrator having more control over the meeting, while A/V Operation Standard is reserved for basic level operations.
The new A/V Operation roles are assigned in Settings > Staff Accounts > Edit/Add Staff Member. Menu Template choices are as follows:
Standard (default): The current administrative dashboards available to the staff member are the default.
1. A/V Operation Standard: The dashboards for this role will be restricted to the following: – People – Sessions – Presentations – Monitoring Tool – Campaigns – On-site – Reports – Analytics
2. A/V Operations Administrator: The dashboards for this roles will be restricted to the following: – People – Sessions – Presentations – Monitoring Tool – Campaigns – Onsite – Reports – Analytics – Settings – Configuration – Operations
Administrators can view and edit a presentation to roles other than the presenter. Like a presenter, permitted roles can access the presentation through the Portal to check for quality control. Another level of edit permission enables them to make changes to the presentation as well.
Administrators can view and edit a presentation to roles other than the presenter. Like a presenter, permitted roles can access the presentation through the Portal to check for quality control. Another level of edit permission enables them to make changes to the presentation as well. This functionality has been commonly requested by on-site presentation management customers and is beginning to be requested by customers organizing hybrid and virtual meetings as a tactic to reduce the cost of external A/V labor.
Some headshots need cropping so the head does not appear chopped off below the hairline. The source of these photos is not necessarily available unless they were initially uploaded by those seeking to edit them. Also, presenters can upload their headshots in the Portal but may later need assistance to crop them properly. With this update, any admin can download the original uploaded image to crop or enlarge as necessary. The download can be made by clicking the icon under the headshot, which will then open a page with the image from which a right-click on the image will allow download of the image to a local file.
There are two ways to cut the video at both ends:
1) Click the arrows to the left and right of the video track bar, or
2) Click and drag the box timer under the video track bar. Select Cut & Close.
We added the ability to “cut” or trim off the beginning and end (aka “head and tail”) of presentation videos in presentation media items. At Hybrid and virtual-only meetings, video length is essential for a meeting to run on time. Often, with self-recorded presentations, presenters will inadvertently take a few moments before they feel comfortable starting a presentation. They may also let the recording run for a few moments until they click to conclude. These moments all add up, and with the video cut tool, session leaders, program leaders, and client staff can review an uploaded video content and then—without needing help from a production vendor—trim the video, so it fits in the allotted time.
The video cut tool appears as an icon in the Actions column for the Presentation media items dashboard and Presentation Details page within the Uploads/Attachments card.
There are two ways to cut the video at both ends: 1) Click the arrows to the left and right of the video track bar, or 2) Click and drag the box timer under the video track bar. Select Cut & Close.
Embargo of abstract content has been a feature of cOASIS for almost 20 years. It is used to block the display of sensitive material until a designated time. Sensitive material could be the results of research that would affect the stock price of a pharmaceutical or medical device manufacturer. With Virtual meetings, the cOASIS embargo functionality was expanded to include the capability to link the release of media content (videos, PDF files, etc.) on cAttendee to the date and time-release of the abstract content.
Embargo of abstract content has been a feature of cOASIS for almost 20 years. It is used to block the display of sensitive material until a designated time. Sensitive material could be the results of research that would affect the stock price of a pharmaceutical or medical device manufacturer. With Virtual meetings, the cOASIS embargo functionality was expanded to include the capability to link the release of media content (videos, PDF files, etc.) on cAttendee to the date and time-release of the abstract content.
While medical societies have long been the primary users of the abstract embargo, content embargo independent of the abstract embargo has appealed to a broader set of non-medical customers. In these use cases, the abstract may be released from embargo earlier – or not be embargoed at all – while the media content on the virtual meeting application is embargoed until a specific time. For example, an association may want to release its abstracts earlier than the session or presentation content to give attendees a session or presentation preview. To meet this need and provide simplicity in setting up what we’ve seen as common embargo workflows, we’ve added the following new functionality to Sessions and Presentations.
Embargo options in Session details
Embargo options are always in the meeting time zone set in Settings > Meeting Info & Setup. The Settings options are as follows:
– Content embargo. This ties release of session media items to: – None (No Embargo) – The latest time of the embargo of any presentation within the session (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without the need to make an update if session times change), – The start time of the session, or – An offset of the session start time. Options include the five minutes, fifteen minutes, and sixty minutes before the session begins. – Other/Manual entry. If the session’s start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card for larger meetings. The dev support team can import these dates and times.
– Content Embargo settings and embargo Until values are displayed on the session dashboard. – PLEASE NOTE – SESSION MEDIA IS INDEPENDENT OF PRESENTATION MEDIA IN cOASIS. THIS MEANS THAT SETTING ONLY A SESSION EMBARGO WOULD EMBARGO SHOWCASES FROM PLAYING ON A SESSION PAGE BUT WOULD STILL ALLOW INDIVIDUAL PRESENTATIONS TO BE VIEWED ON A PRESENTATION DETAILS PAGE. PLEASE CONSULT THE “HOW TO” GUIDE IN THE KNOWLEDGE BASE BEFORE USING THIS FUNCTION. – Even if there is no embargo on the session content, there may still be embargos on individual presentations.
Embargo options in Presentation details
Embargo options are always in the meeting time zone set in Settings > Meeting Info & Setup. The Settings options are as follows:
– Content embargo. This ties release of presentation media items to: – None (No Content Embargo – even if the abstract content is embargoed) – The embargo date and time set for the presentation’s abstract (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without any updates if there is a scheduling change). – The start time of the session – An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin. – An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin. – Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card, while for larger meetings, the dev support team can import these dates and times.
– Content Embargo settings and embargo Until values are displayed on the presentation dashboard.
A popular option for administrators is to shadow particular users to see how their roles experience the Portal, the Planner, or the Virtual Meeting. Previously, the only place for shadow access was on the Person details page for that individual. Now, if you hover over the Actions column in all rows related to individual people, an icon will appear for shadow access. Upon clicking, a popup appears with the access options.
A popular option for administrators is to shadow particular users to see how their roles experience the Portal, the Planner, or the Virtual Meeting. Previously, the only place for shadow access was on the Person details page for that individual. Now, if you hover over the Actions column in all rows related to individual people, an icon will appear for shadow access. Upon clicking, a popup appears with the access options.
This new feature can be handy with the Onsite dashboards for Registration, Itinerary, and Certificates or when checking the Portal views for each Session Role on the Session details page.
The Report Builder now displays a Media items dataset. This update to reporting can be used as follows:
The Report Builder now displays a Media items dataset. This update to reporting can be used as follows:
Media items: These reports help our AV partners and other Presentation Management users track any presentation and session media for reporting purposes.
1. Go to Reports > Report builder 2. Under the MediaItems, click “Create New Report”
3. Click and drag media item, presentation, or session media type information to the right column “Selected Fields” to add to the report
Volunteers and meeting executives often ask client staff to distribute a list of session participants, their roles, and other presentation information. While it was possible to right-click on the details page to print it, the Session Roles columns and column headers were not fully expanded to be legible without manual adjustments. With this update, you can click “Copy Snapshot” (shown below) and paste all the person role details into an Excel document.
Volunteers and meeting executives often ask client staff to distribute a list of session participants, their roles, and other presentation information. While it was possible to right-click on the details page to print it, the Session Roles columns and column headers were not fully expanded to be legible without manual adjustments. With this update, you can click “Copy Snapshot” (shown below) and paste all the person role details into an email or Word document.
1. Click “Copy Snapshot”
2. Paste into Word or email
TIP: The Visible columns are what the “Copy Snapshot” copies to the destination. For example, if you have all the Visible columns showing, the “Copy Snapshot” will copy all the columns. Admins can use the gear in the upper right-hand corner of the Session Roles to toggle Visible columns On/Off.
If set to ON, an attendee can watch the session whenever it is not embargoed and will change the session result card to state “On Demand” rather than a time/date
An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin (in meeting time zone set in Settings > Meeting Info & Setup)
Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card (in meeting time zone set in Settings > Meeting Info & Setup)
An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin (in meeting time zone set in Settings > Meeting Info & Setup)
The embargo date and time set for the presentation’s abstract (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without any updates if there is a scheduling change) – in meeting time zone set in Settings > Meeting Info & Setup
The following functions are made available for connecting registrations into a CTI event. This API helps add new user registrants and registration codes within CTI. The latest version is below.
The following functions are made available for managing personal data of association’s users within CTI applications via the CTI API. This API also provides a process to merge accounts within CTI. The latest version, including ORCIDiD is below.
The following functions are made available for retrieving evaluation data for an event based on requested filters. This API is helpful if a client wants to pull the CME credit activity data from CTI into their system quickly and efficiently. The latest version is below.
The following functions are made available for retrieving updates made on the credit cart for an event during a given date range. This API is helpful if a client wants to pull the CME credit activity data from CTI into their system quickly and efficiently. The latest version is below.
There are many ways to designate accepted media types within Settings > Media items. When an admin creates a new media type for a meeting, the below images set a framework for what CTI has adopted as media item best practices. These are the most generally accepted best practices and not necessarily the only way to set up media items. The three media items shown below are for ePosters, Presentation files, and Additional files (e.g., handouts).
The following functions are made available for retrieving session information for requested CTI-Id. This API helps a client manage their session data within CTI. The latest version is below.
The following functions are made managing event-level entities with a CTI meeting. This includes entities like sessions, activities, and locations. The latest version is below.
The following functions are made available for retrieving presentation information for requested CTI-Id. This API helps a client manage their presentation data within CTI. The latest version is below.
Administrators can set various defaults within a Session Type that will automatically populate when individual sessions of that type are created. Click the arrow, “View Detail.”
Click on an activity arrow to see the details and set activity information that flows down to the presentation level within each Activity details page.
With our new capabilities for Media Collection Templates, we offer clients a system to both regulate and monitor their multi-file presentation upload. Typically, different session types have different presentation types, so we now offer a means to assign Media Collection Templates by Session Types.
With our new capabilities for Media Collection Templates, we offer clients a system to both regulate and monitor their multi-file presentation upload. Typically, different session types have different presentation types, so we now offer a means to assign Media Collection Templates by Session Types.
We are continuing to reduce the effort required for administrators and partners to configure and manage the CTI applications. In line with this goal, administrators will be able to set a variety of defaults within a Session Type that will automatically populate when individual sessions of that type are created.
We are continuing to reduce the effort required for administrators and partners to configure and manage the CTI applications. In line with this goal, administrators will be able to set a variety of defaults within a Session Type that will automatically populate when individual sessions of that type are created.
Select the Additional file flag to display on the cAttendee website. This is supplementary to the primary video (e.g., PDF handout, URL, another video, etc.)
If set to ON, an attendee can watch the session whenever it is not embargoedand will change the session result card to state “On Demand” rather than a time/date
Colors in the Session Scheduler organize filter types, with the Session type filter being the most common. Each Session type has an assigned color on the grid, aiding schedulers in quickly assessing programming variety and highlighting special needs sessions.
Colors in the Session Scheduler organize filter types, with the Session type filter being the most common. Each Session type has an assigned color on the grid, aiding schedulers in quickly assessing programming variety and highlighting special needs sessions.
Select a flag to choose the media item default thumbnail for cAttendee. If multiple flags are selected, the last media item uploaded will be the default thumbnail. This thumbnail can be overridden at the Session type details, Session details, and Presentation details levels. In many cases, the thumbnail flag will be selected with the initial media player flag
Select the Session room flag, so the file will be included with all the files that can be accessed onsite (e.g., the speaker behind the lectern can click on the file)
Select the Additional file flag to display on the cAttendee website. This is supplementary to the primary video (e.g., PDF handout, URL, another video, etc.)
File shown on cAttendee as the primary video (one flag is usually sufficient). If multiple media items are flagged, the last media item uploaded will be the primary video
The text with author names, often formatted with fonts, spaces, and style as required by the society’s publications. Each Author Block Style is assigned a number
Create a template-based presentation file management system that will control how many files and which file types can be uploaded for a presentation. This will also enable tracking to see if the upload for each file is complete.
Only one collection template needs to be assigned for each session type.
Editable by clicking on the field. Any changes will sync to the cAttendee website. Additional support files are below the main presentation file and currently allow attendees to click and ‘View’ the resource
Select the Session room flag, so the file will be included with all the files that can be accessed onsite (e.g., the speaker behind the lectern can click on the file)
Select the Additional file flag to show on the cAttendee website. The additional support files are below the main presentation file and currently allow attendees to click and ‘View’ the resource
Converted into PDF PowerPoint presentation without audio/video/animation played in static player (with navigation to Next/Previous slide)
eAbstract
Traditional static poster with embedded audio
Video player
PowerPoint presentation with embedded audio
PPTX
To MP4
Webcast Converted into MP4 PowerPoint presentation played in a video player
Traditional static poster with embedded video
Video player
PowerPoint presentation with embedded video
PPTX
To MP4
Webcast as a converted into MP4 PowerPoint presentation played in a video player
Traditional static poster with animation or mixed media (audio and video)
Video player
PowerPoint presentation with animation or mixed media (audio or video)
PPTX
To MP4
Webcast as a converted into MP4 PowerPoint presentation played in a video player
On-Demand presentations
Webcast as a self-pre-recorder presentation
Video player
MP4 file
MP4
To MP4 – is needed if video QA is needed (cut or postprocess)
Webcast as a video played in a video player
Webcast pre-recorded speaker’s presentation (where presenter is opening and going through their uploaded PPTX file) form the cSlide virtual session room
Video player
PPTX
PPTX
Pre-recorded presentation is recorded as MP4. If any QA (cut or postprocess) is needed – file will be reconverted into MP4
Webcast as a video played in a video player
Webcast pre-recorded by AV company
Video player
PPTX
PPTX
Pre-recorded presentation is recorded as MP4. If any QA – cut or postprocess is needed file will be reconverted into MP4
We have created a ‘Media source duration’ field that contains the length of the video in seconds calculated from the file once the file is uploaded. Media source duration offers essential information about the file. For example, comparing the scheduled presentation duration to the actual media source duration of a pre-recorded video presentation will tell us if a speaker abided by the scheduled time given for the presentation.
We have created a ‘Media source duration’ field that contains the length of the video in seconds calculated from the file once the file is uploaded. Media source duration offers essential information about the file. For example, comparing the scheduled presentation duration to the actual media source duration of a pre-recorded video presentation will tell us if a speaker abided by the scheduled time given for the presentation. At the moment, this is called ‘MP4 duration.’ An administrator can select or deselect the ‘MP4 Duration’ field from the gear in both Presentation details and Presentation media items. The media source duration (represented in seconds, for use Excel calculations) is also available in the Report Builder -> Presentation data set (shown below).
Q. What’s the difference between Google Analytics (GA) and CTI Analytics? A. The two most important differences are: 1. CTI is tracking on an individual basis, so the count of unique attendees is closer to the actual. If an attendee blocks cookies or uses a different device, GA will see each return visit as a new unique attendee. 2. CTI tracks how long an attendee is watching a Presentation or Session. GA only tracks pageviews, and if an attendee watches a video for more than 15 minutes, GA will track that as an exit when, in fact, that prolonged view is actually a sign of engagement.
Q. What if I want to see more than the Top 50 or Top 250 presentations for any metric? A. All the data is available by clicking the Export link in the upper right-hand corner of the page.
Q. What are best practices for judging the effectiveness of a topic or Presenter? A. We believe Hours Watched vs. Total Hours Available to Watch is the gold standard for assessing the effectiveness of a topic or Presenter. Page views are the equivalent of attendees reaching the session door. Hours watched show if they have watched the session and for how long. A Session proves effective if they continue, on average, to watch the rest of the video. To see the video watch for all presentations and sessions, click the Export link in the upper right-hand corner of the screen.
Q. How often are CTI analytics updated during the meeting? A. Typically, every two hours for meeting content. The exhibitor statistics are updated in real-time. But it can take up to 72 hours to update.
Q. Could Unique or Total Impressions be different for multiple sponsor banners if they’re on the same site page? A. If the sponsor banners are on the same page, they would usually be the same for unique and total impressions. Unique being different individuals and total being any time someone saw the banner including repeats. If the uploader of the sponsor banners uploaded at different times, the unique or total impressions could be different even if they are on the same page
Q. Are Analytics tracked when the site is not yet live? A. Analytics is not dependent on the site being live. Analytics are tracked when the developer activates the analytics, meaning you may still be building the site
Q. Is Google Analytics an option? A. We support Google Tag Manager as an analytics option. The client can provide their code, and is implemented in cAttendee Settings > Custom Tracking Code
The media source will automatically be pulled from the media items for both sessions and presentations to simplify the Presentation Management process. Now an administrator doesn’t have to change the media source for every session or presentation individually. To further adjust these settings, you can find a new card in Presentation details called Virtual meeting video settings.
The media source will automatically be pulled from the media items for both sessions and presentations to simplify the Presentation Management process. Now an administrator doesn’t have to change the media source for every session or presentation individually. To further adjust these settings, you can find a new card in Presentation details called Virtual meeting video settings. We can define the rest of the settings as follows:
Thumbnail URL: The placeholder image on the cAttendee website
Media source (5 options): 1. LiveStream: For meetings that will stream their presentations live with a recording 2. MediaItem: Uploads and attachments that appear on the cAdmin Presentation details page 3. VideoMeeting: CTI’s self-produced video conference and video chat 4. Webcast: For media that is still being run through the cSlide system 5. External: An external video management system that manages the video (e.g., Vimeo) requires a URL.
Primary Media Item Id: Media item reference number for the primary presentation file (e.g., the PPTX slideshow)Media Source Details: Details for each of the Media sources
Media Source Duration: Length of media sources if known from a recording
One new field that will help presenters and session leaders keep track of the files involved with a presentation is the “Label” field in cAdmin and cAttendee. The editable Label field will sync the additional presentation files to the cAttendee website and put presenters in control of naming those files.
One new field that will help presenters and session leaders keep track of the files involved with a presentation is the “Label” field in cAdmin and cAttendee. The editable Label field will sync the additional presentation files to the cAttendee website and put presenters in control of naming those files.
The “Label” field is editable in cAdmin (on the image below) by clicking on the field in the Presentation details. Any changes will sync to the cAttendee website (on the top image). Additional support files are below the main presentation file and currently allow attendees to click and ‘View’ the resource.
Since different files may be needed for onsite and remote attendees, we’ve added two additional options for each presentation file: 1. Select the Additional file flag to show on the cAttendee website. 2. Select the Session room flag, so the file will be included with all the files that can be accessed onsite.
With Blocks & Terms, clients can configure the site to change default Term names that participants, client staff, and attendees see in their respective User Interfaces. This has now been extended to more Terms. While onerous, we can now also apply labels to these extended editable terms in languages other than English.
With Blocks & Terms, clients can configure the site to change default Term names that participants, client staff, and attendees see in their respective User Interfaces. This has now been extended to more Terms. While onerous, we can now also apply labels to these extended editable terms in languages other than English.
The changes are made in Settings > Blocks & terms on the Terms tab. There you will see the Group Name label used to describe where the Term Name is used. The Term Name used by our application, the Default Value for the term that appears by default, and the two columns that can be edited with in-line editing: The Association Override and the Meeting Override for that term.
The Association Override changes the term for all the association’s meetings while the Meeting Override changes the term for just the specific meeting. This means the term only needs to be changed at the Association Override level unless it is for a specific meeting.
An important part of this process is to know the exact name with spelling and punctuation (e.g., hyphens or no hyphens) as it’s embedded in the code for cATTENDEE. We have now developed a Terms Identifier tool for this purpose. To use the tool, take the following steps:
1. Enter the Virtual meeting as the Shadow of a Registered Attendee; 2. Go to a page with terms you would like to change; 3. As an Admin, you will see a Gear icon in the upper left-hand corner of the page.
When you click on the gear, the popup will give you the following options:
1. Highlight term with field – highlights the “Term Name” column in cAdmin. Allows you to view what term you are changing 2. Highlight term with value – highlights and now changes the term to be the “Default Value” (unless it’s been overridden by another term in the Association or Meeting Override columns) 3. Normal – nothing highlighted or changed. You can use this to see how your term looks after making your changes to the Term(s).
The Report Builder now displays six new or updated datasets: Presentations, People, Planner Itineraries, Registrants, Credit Claims, and coming soon—Media Items (on integration). The data from these fields are available for reports.
The cAdmin module provides reporting tools such as the Report Builder dashboard, facilitating real-time data access across abstract management, speaker/faculty management, presentation management, and virtual/hybrid meeting applications. These self-service reporting options are accessible to all our clients.
The Report Builder displays the following datasets:
– Presentations: These reports help our AV partners and other Presentation Management users track media for reporting purposes. The reports can also show Session Role order to help provide meeting organizers with oversight and quality control.
The process for Report Builder is as follows: 1. Click Create New Report. 2. Click and drag Available Fields to Selected Fields. Then click I’m Done Choosing Fields. 3. Click Select Output and choose a report output type.
– People: This dataset gives an administrator the People details information tied to a person within the association rather than a particular meeting. Clients are talking about creating Speaker directories or repositories, and this report would be the place for them to start.
– Planner Itineraries: This dataset is the same data found on the Onsite > Itinerary dashboard and helps our clients find analytics about how much content is consumed. Future versions will include the actual content selected. This has the potential to help our clients further segment the registrants and target them with marketing information that would align with the sort of content they have added to their itineraries.
– Registrants: This dataset is the same data found under Onsite > Registration dashboard. This dataset provides information on registrant badge numbers, registration code, location, SSO ID, and more. We have found that registration codes are the most likely means for clients to segment their members and meeting attendees. These codes can help find how each segment interacts with onsite and virtual content.
– Credit Claims: This dataset is the same data found under Onsite > Certification dashboard. Administrators may need to track Certificate types for reporting to accreditation agencies or financial reconciliation since CME courses are often purchased.
– Media Items: This dataset is the same data found under Presentations > Media item types. Administrators will track conversion statuses, review statuses, presentation duration, dates, IDs, creation dates, and more. Our AV partners need these reports to bill clients for their services.
We have added an update to our Submissions page, which speeds up the submission review process for administrators. Previously there was a cap of 50 submissions an administrator could assign to Reviewers at a time. This update increases the limit to 500 submissions allowed to be assigned to Reviewers at a time.
We have added an update to our Submissions page, which speeds up the submission review process for administrators. Previously there was a cap of 50 submissions an administrator could assign to Reviewers at a time. This update increases the limit to 500 submissions allowed to be assigned to Reviewers at a time.
The process is the same as follows: 1. Select multiple submissions or use the kebab to Select All. Click the ‘Assign to’ dropdown and select Reviewer.
2. Select the Reviewer(s). The bottom two boxes are auto-checked, so the submission is not assigned to the same Reviewer or institution. Click Preview and Continue.
3. In step two, 346 submissions have been assigned. You can review which submission was assigned to each Reviewer by clicking the carrot.
CTI has extensive experience with onsite Presentation Management and has provided tools for onsite staff to provide presenters and session leaders with secure, authorized access to their session presentations for review and editing. If participants enter the SRR having forgotten their passwords to access their presentations, SRR staff can check their identities and responsibilities on their Person details dashboards
(1) They can click on the Access link (2) and pull down to Portal Access Pass. This will create a Quick login pass (3) with options for a scannable QR code or alphanumeric code for data entry (shown in the video above).
The pass can be delivered by the participants‘ email, so the QR code appears for scanning on their cell phones. It can also be printed out for scanners connected to the SRR laptops. Another option is for participants to scan the code on their cellphones with their laptop cameras. Administrative staff can select the SRR options and set an expiration date for the codes.
An important feature for cAdmin Presentation Management is the ability to create a quick pass for Presenters in the Speaker Ready Room (SRR) to access their presentations for last-minute changes if they had forgotten their passwords. We created a “Portal Access Pass” option for the Person Details > Access dropdown. This then directs SRR staff to a page where they can print out a QR code or access code depending how the account is set up.
cAdmin Presentation Management offers a handy feature: a quick pass for Presenters in the Speaker Ready Room (SRR) to access their presentations for last-minute changes if they forget their passwords. We added a “Portal Access Pass” option in Person Details > Access dropdown. This directs SRR staff to a page where they can print a QR code or access code, depending on the account setup.
Staff can access the SRR Portal for speakers on the cAdmin Home Page for the meeting:
This process provides the following options: – Allow short token access key login: Some clients feel that entering characters is a less complicated process than scanning. – Email QR Code for Cell Phone display: To save paper and the steps involved with printing, the presenter could open an email with the QR Code sent by SRR staff. – Use laptop camera to scan: To reduce or eliminate the need for scanners, laptop cameras could scan the QR code image on a cell phone.
Administrative staff can set the SRR access options in cAdmin > Settings > cPortal.
Key Terms:
• Access key retries available: The maximum number of retries permitted for an access key before being locked out. (Default is 1 if not set.)
• Allow QR code access key login: When enabled, the “Portal Access Pass” QR code can be emailed or printed from the Access menu in the People dashboard under PORTAL ACCESS PASS.
• Allow short token access key login: When enabled, the “Portal Access Pass” access code can be emailed or printed from the Access menu in the People dashboard under PORTAL ACCESS PASS.
• Minutes until access key expires: Specifies the duration, in minutes, until the access key becomes invalid. (Default is 15 minutes if not set.)
We are seeing more need to involve co-author participation with uncertainty about which author can attend or present at onsite, hybrid, or virtual meetings.
We are seeing more need to involve co-author participation with uncertainty about which author can attend or present at onsite, hybrid, or virtual meetings.
We now have a switch in Settings > Portal Settings on the Presentation Tab that permits all Co-authors associated with a control record to upload and edit the media items associated with a Presentation.
Many meetings require information or consent from abstract co-authors, mainly when asking them to complete disclosure. Often, co-authors are imported into cOASIS without email addresses, so they cannot be quickly contacted with a notification campaign.
Many meetings require information or consent from abstract co-authors, mainly when asking them to complete disclosure. Often, co-authors are imported into cOASIS without email addresses, so they cannot be quickly contacted with a notification campaign.
The Record Import tool has now been updated so that all authors must have an email address, or their names cannot be imported. The error notice will specify each author with incomplete information.
The SSO requirements depend on the client system. Each system has certain data that acts as login credentials (like ClientSecret/ClientID or username/password). The client should know what details to provide since we will be connecting to their membership system. CTI connections using SSO include: oAuth, SAML, OpenID, NetForum, and Personify.
Enables attendees to share presentation or session titles via Facebook, Twitter, LinkedIn, or email. Only the topic and event are sharable while the content is login protected. Turn off to enable customizable security.
We have created a new Presentation Media Items dashboard and manager. It’s a powerful tool for monitoring the status and quality of presentation files. The dashboard can be handy for AV partners and client administrators looking for one place to track all their media items—rather than going to the associated session first and drilling into the session details page.
We have created a new Presentation Media Items dashboard and manager. It’s a powerful tool for monitoring the status and quality of presentation files. The dashboard can be handy for AV partners and client administrators looking for one place to track all their media items—rather than going to the associated session first and drilling into the session details page.
Checking Status
Using the status headers, administrators can quickly assess their progress in collecting all media for the meetings. Status column headers are as follows:
Upload Status. The field applies to all uploaded file types and has three states: Receiving (i.e., in progress), Fail, and Complete.
Upload Status by File Type. The administrators can quickly sort out upload status with the gear choices to see if any issues concern a certain file type. The file types include MP4, OGG, VOD (video on demand), MP3, HTML5, PDF, WAV, and JPG. – The upload states for these are: Converting, Fail, and Complete. – Upload conversion options for PPTX are PDF, HTML5 (a longer process), High-Resolution IMG, MP4, and Video On Demand (VOD). Other upload conversions include PDF to high-res and MP4 to VOD.
Status reflects overall status for the file and shows either Processing or Complete. Processing will display if there are any conversions in progress. If the status remains stuck in Processing for more than an hour, there is an issue with a related conversion.
Quality Control and Approval
Many clients also want the ability to review presentations as part of Quality Control. They may also have protocols that presentations must pass before they can be approved. The Presentation Media Items dashboard offers a quick way to find and preview uploaded files as they will look to attendees. Hover in the Actions column and click on the eyeball icon to preview.
The Presentations dashboard & manager will display the applicable Quality Control protocols if they are selected with the gear choices. These include: – Video QA review status. This is the production or AV partner review that ensures that the media can be played “live” on the platform. – Media review status. This review ensures that the various media types used in the presentation are complete. – CME review status. This is a client review that ensures that the presentation meets the continuing education requirements for the association.
The status for each will show In-progress, Re-review, Approved, and Not Approved. If necessary, the file can then be accessed to preview, download to edit, or delete. Hover in the Actions column for each of those tools. Upload New File with a link at the top of the Uploads/attachments card.
While some clients will give staff and volunteers access to cAdmin to preview and approve presentations, our goal is to provide preview capability in the Session Builder tool, better channel the volunteers’ contributions, and prevent accidental changes in the cAdmin dashboards.
With any virtual site, most of a client’s attention is focused on the header, navbar, and color palette. There is no longer the need to go into Configurations, HTML, or CSS to make these changes. With the Basic theming card in Site Settings, the header image can be uploaded along with header background colors. The header can be eliminated by clicking the Headless slider if cAttendee sits inside the client’s iframe.
With any virtual site, most of a client’s attention is focused on the header, navbar, and color palette. There is no longer the need to go into Configurations, HTML, or CSS to make these changes. With the Basic theming card in Site Settings, the header image can be uploaded along with header background colors. The header can be eliminated by clicking the Headless slider if cAttendee sits inside the client’s iframe.
Clicking on the “teardrop” icons pops up a color picker with an “eyedropper” that can be used to select colors to copy. The Hex code is what’s used for colors in HTML. When client designers stipulate colors for the site, they will either provide the Hex code or the RGB code, another dropdown choice in the color picker. Beneath the theming card is the field for Custom CSS. Please note that Custom CSS can overwrite the Basic Theming.
Turn on and off an email button next to the presentation title to allow attendees to email the presenter. Attendees will not see the email address of the recipients.
Each attendee has the option to upload a headshot. If off, no headshots will be shown on the website for that individual—unless that individual participates as a presenter, moderator or in some other public role at the meeting. Participants cannot block their headshots.
A configurable dropdown that the attendee must complete before entering the meeting for the first time. It shows the data that the attendee can choose to share (e.g., email address, phone number, headshot, topics of interest) with other attendees and exhibitors. To change settings, attendees can access with a dropdown under their name and login information in the upper right-hand corner of each page.
Share presentation or session titles via Facebook, Twitter, LinkedIn, or email. Only the topic and event are sharable while the content is login protected.
After a file or files are completely uploaded, quickly preview any presentation without having to download the file to your computer. To change the review settings, go to the gear in the upper right-hand corner and toggle on and off.
A Presentation dashboard with complete, updated details about the type, size, and the number of files in the presentation upload with efficient bulk action tools to contact presenters and manage files.
A Presentation dashboard with complete, updated details about the type, size, and the number of files in the presentation upload with efficient bulk action tools to contact presenters and manage files.
The Presentations details page provides all the information related to the Presentation including scheduled start/end time, abstract, author block, disclosure block, and session information.
The files that need to be uploaded for the Presentation are displayed at the top of the page. These will correspond to the Media manager template.
1. Go to Presentations > Dashboard 2. Click a presentation arrow to go to Presentation details 3. Under Uploads / attachments: – Upload New File – Download original file – Preview the file – Remove media item
Create a template-based presentation file management which will control how many files and which file types can be uploaded for a presentation. This will also enable tracking to see if the upload for each file is complete.
Process Overview: Steps 1-3
Create a template-based presentation file management which will control how many files and which file types can be uploaded for a presentation. This will also enable tracking to see if the upload for each file is complete.
Step 1
Go to Settings > Media Items. Select Create a New Media Type
Here we’re creating all the media types for the various file upload needs for your specific meeting (e.g., PDFs, presentations, handouts)
– Create a Media type name (e.g., Live PPTX Presentation) – Check the box if you are allowing multiple files – Choose an icon for your media upload that is shown in the Portal – Choose and set File Types allowed from PPTX, PDF, MP4, MP3, and IMG – The Conversion Success flag provides more information about the file and how it was converted on the Presentation Dashboard (e.g., PPTX file set to PDF)
Step 2
– Go to Settings > Templates > Add New Template – Use one or more of the media types you created in step 1 to create a template – For example, let’s create the template: Oral Presentation with handout – Save when finished
Step 3
The Presenter logs in to the Portal and selects Presentations
– Uploads required file type(s) – View if a file has been uploaded successfully and can preview, download, or delete – The uploaded file size will also display
Session details and Presentation details look better on the association’s website when there are headshots. If a client wants to know which presenters or speaker have not yet uploaded a photo, we can provide the answer in Report Builder as follows:
Step 1: Go to Reports > Report Builder > Controls. Click Create New Report
Step 2: Click and drag over from Available Fields: Account.FirstName, Account.LastName, Account.Email, and Account.Photo. Then select I’m Done Choosing Fields
Step 3: Filter Results by “Account.Photo” and “Is blank.”
Include Control Number with the report results to rapidly create a notification campaign that reminds them to go to their Portal to upload a headshot.
Create a template-based presentation file management system that will control how many files and which file types can be uploaded for a presentation. This will also enable tracking to see if the upload for each file is complete.
As we all know, our Session details and Presentation details look much better on cATTENDEE when there are headshots. If a client wants to know which presenters or speaker have not yet uploaded a photo, we can provide the answer in Report Builder.
As we all know, our Session details and Presentation details look much better on cATTENDEE when there are headshots. If a client wants to know which presenters or speaker have not yet uploaded a photo, we can provide the answer in Report Builder as follows:
Step 1: Go to Reports > Report Builder > Controls. Click Create New Report
Step 2: Click and drag over from Available Fields: Account.FirstName, Account.LastName, Account.Email, and Account.Photo. Then select I’m Done Choosing Fields
Step 3: Filter Results by “Account.Photo” and “Is blank.”
Include Control Number with the report results to rapidly create a notification campaign that reminds them to go to their Portal to upload a headshot.
Among a client’s greatest concerns with Virtual and Hybrid meetings is the video stream. They worry that the stream will be interrupted and content lost. They are also concerned about the quality of the stream and if there will be delays (latency) between a livestream session and a remote attendee that will make Q & A or polling untenable. In the last few months, CTI has made several improvements that should alleviate most of these concerns.
Among a client’s greatest concerns with Virtual and Hybrid meetings is the video stream. They worry that the stream will be interrupted and content lost. They are also concerned about the quality of the stream and if there will be delays (latency) between a livestream session and a remote attendee that will make Q & A or polling untenable. In the last few months, CTI has made several improvements that should alleviate most of these concerns. The most important include:
Multi-stream. We are using multiple streams when we deliver content to remote attendees. This provides the following capabilities: – Recording as backup. While we are using Vimeo or another video streaming service to host the content for attendee viewers, we are using a small, efficient WOWZA server instance within our AWS facility to record the presentation simultaneously. This means that if the Vimeo stream is interrupted or if attendees lose their Internet service during an event, we will still have a recording as a backup. – Overflow. Multiple streams also allow us to deliver media to additional locations inside a convention center, such as an overflow room for those who cannot find seats in the main location.
Alternatives to Real-Time Messaging Protocol. With RTMP, CTI uses a delivery method for both the remote viewer streaming service and the WOWZA streaming service that maintains persistent connections and provides low-latency communication. But even with RTMP, latency for attendees across the world can vary greatly. This latency can negatively impact certain functions, such as polling. An attendee located in a part of the world with a slow internet connection could find that a poll has been closed by the time they see the poll questions. Alternatives to RTMP, such as Secure Reliable Transport (SRT), will be explored as a later work item.
As a quality control check, some associations want all presentations for an upcoming meeting to be in one location that production resources can monitor. With this update, as part of the upload configuration, presentations can be saved on a CTI S3 AWS server.
As a quality control check, some associations want all presentations for an upcoming meeting to be in one location that production resources can monitor. With this update, as part of the upload configuration, presentations can be saved on a CTI S3 AWS server.
Previously, CS and client staff could upload a headshot on the Person details page. However, some headshots need cropping so the head does not appear chopped off below the hairline. The source of these photos is not necessarily available unless they were initially uploaded by those seeking to edit them. Also, presenters can upload their headshots in the Portal but may later need assistance to crop them properly.
Previously, CS and client staff could upload a headshot on the Person details page. However, some headshots need cropping so the head does not appear chopped off below the hairline. The source of these photos is not necessarily available unless they were initially uploaded by those seeking to edit them. Also, presenters can upload their headshots in the Portal but may later need assistance to crop them properly.
With this update, any admin can download the original uploaded image to crop or enlarge as necessary. The download can be made by clicking the icon under the headshot, which will then open a page with the image from which a right-click on the image will allow download of the image to a local file. NOTE: Due to the immediate need to prepare for an upcoming Virtual Meeting, this change was released in an interim fashion. An upcoming release will remove the requirement to right-click to save the image (download will be automatic), and the spacing under the icon will be reduced.
Analytics are tracking: Certificate Type, Number of Credits Claimed, Session Title for each claim, Total Hours Watched by the attendee for that CME Session, and Total Video Duration or the total amount of the video for that Session that could have been claimed.
This data appears in a CSV download, using the Export link in the Upper Right-Hand corner of the screen.
From an initial review of these exports, it appears that two factors must be considered when reviewing the data: – Many claims may be false—This is especially true in cases where attendees have claimed credits for sessions that they have not watched or did not watch for more than a few minutes. – Some discrepancies are not the attendee’s fault—The attendee *appears* to be watching more hours than the maximum duration of the session presentation. However, in some cases, the actual Session ran for fewer minutes than the list in the program. The attendee may also be tracking the time spent watching a few Presentations in several Sessions, but not the entire Session.
Customers and production partners have choices of third-party players and streaming services for the virtual component of their post-pandemic meetings. Virtual content distribution during the pandemic has only increased 3rd party options.
While cATTENDEE supports any 3rd party URL-based player on Channel, Session, and Presentation pages, cSLIDE currently only provides fully integrated support to Vimeo. Full integration means automated upload from cSLIDE, delivery of the 3rd party’s player without requiring a separate URL configured in cATTENDEE, and integration with cATTENDEE analytics.
This new feature within cSLIDE makes it easier for our production partners to use other 3rd party players in an efficient and fully integrated fashion.
Attendee Central offers virtual attendees ways to network as they do at onsite meetings. The networking can range from ad hoc to more formal scheduled meetings for small groups and should include participants, and exhibitors as well.
Attendee Central offers virtual attendees ways to network as they do at onsite meetings. The networking can range from ad hoc to more formal scheduled meetings for small groups and should include participants, and exhibitors as well. However, accessibility must be balanced by GDPR-type requirements for privacy.
Privacy Settings
This window will pop up the first time the Attendee logs in. The top text is configurable, but we considered the privacy considerations that regulations like GDPR require in this example.
The window below pops up after you click your username > Privacy Settings
Configure Privacy Settings
Settings > cAttendee > Privacy Tab
Attendee: Search Results
Will show headshot, profile, and contact options as permitted by attendee in Privacy Settings. If the attendee is a speaker, the presentation will appear with options to see it or add to playlist. If the attendee is an exhibitor, you can go to the booth or chat directly from this page.
Search Results View: Profile, Person Details
Person details shows elements permitted by Privacy Settings unless attendee is a speaker. Then elements related to presentation also display. Person can be contacted directly from Details or Results. Means of contact and info on vCard depend on Privacy Settings. In-app form does not reveal recipient’s email address.
Attendee’s Own Profile View
Can NOT change fields filled by SSO or registration. Can change headshot and fill in blank fields. You can also access Privacy Settings and Playlist.
For meeting organizers, daily attendance is a top-of-mind concern. This chart, located at the top of the Analytics dashboard will provide that information at a glance with a bar graph showing attendance by day and a line graph tracking total attendees.
For meeting organizers, daily attendance is a top-of-mind concern. This chart, located at the top of the Analytics dashboard will provide that information at a glance with a bar graph showing attendance by day and a line graph tracking total attendees.
For meeting organizers, daily attendance is a top-of-mind concern. This chart, located at the top of the Analytics dashboard will provide that information at a glance with a bar graph showing attendance by day and a line graph tracking total attendees.
View, filter, and sort meeting statistics with the different auto-setup cards. The cards do not show the full breakdown for each category but give administrators an “at-a-glance” view of statistics. To view the full statistics, click “Export Data” in the upper right-hand corner and use the other How-to’s.
Anyone can post to the chatroom. The moderator does not need to pre-approve posts but can delete them if necessary. The presenter and moderator can send private messages to each other or attendees.
Attendees can virtually “Ask” a question. Then the moderator sees the question before anyone else and must accept the question. If accepted, the presenter can choose to answer the question. The presenter and moderator can also send private messages to each other.
Sponsor can only be added to “page” Target Type. Search Results must be converted from Application to Page.
– Go to Settings > cATTENDEE > Lobby Content / Navigation (upper right-hand corner) – On Navigation Tab, find the Search Results Page to Emulate – Note Search string starting with @ sign
1. Click ADD NEW ROUTE – In popup, enter Nav Bar name in Label Field – Enter path fragment (should contain part of Search Path) 2. Click SAVE
1. Go to Settings > cATTENDEE > Lobby Content / Navigation – Click new Route Tab – Click ADD NEW CONTENT – Choose Search as type, enter Search URL starting with @ sign, and type of content searched 2. Click SAVE
Go to Settings > cATTENDEE > Lobby Content / Navigation On new Route tab – NOTE: Search results content has now been added to the page 1. Click ADD NEW CONTENT and add Sponsor Banner in the dialog box – Drag and drop Sponsor Banner above Search if it is to appear at the top of the page, and below Search if at the bottom
Exhibitors need a way for attendees to search by product and service type, keywords or another category. This feature will now create a search box and filter links in the left-hand column of the gallery/directory. Exhibitors will be able to select their search terms in the Portal they use to manage other materials in their booth.
Admin View: Creating Booth Extra Fields 1. Go to Settings > cBooth 2. Click Booth Extra fields §On Booth Extra Fields tab, click CREATE NEW FIELD – In popup enter Display Prompt that exhibitors will see – Enter Field Section name that will appear in Extra Fields – Choose Type of Data that will display in Field and, if from list, choose already created List from support files
Exhibitor View: Choosing Product Categories – From Exhibitor Portal, Exhibitor can select Product Categories as set up in cBooth by the Administrator [Dev is needed to implement Product Categories Card and to set maximum categories that can be chosen]
Attendee View: Searching for Exhibitors by Multiple Product Categories
After attendee searches exhibitor by one category, attendee can then further filter results with additional categories
Go to Exhibitor Gallery 1. Attendee clicks on Biomedical 2. 9 records found 3. To further filter, the Attendee next clicks Cells/Tissue 4.Filtered results show three exhibitors offering Cells/Tissues for Biomedical work
Provides a flexible means to designate banner/logo locations and specifications for their sponsors and exhibitors on the Virtual Meeting site. These tools create Sponsor Opportunities, indicate where they are located, specify how they will display (static, rotation, slider), and provide a means for uploading the banner or logo images.
Step 1: Create Sponsorship Opportunity – Go to Settings > Booth & Sponsorship Settings – Click Sponsorship Opportunities tab – Click Create A New Sponsorship Opportunity (or Pencil to Edit) – Enter Opportunity name – Enter maximum number of banners for this location (rotating display one at a time) – Enter dimensions for Opportunity banner
Step 2a: Assign Sponsor to Opportunity – Go to Onsite > Booth/Sponsor dashboard – Find Sponsor Booth or Create New Booth if Sponsor does not have one [Sponsor does not need to have a booth in Expo Hall. Booth Flag can then be NotPublic. However, Booth Rep should be added to access stats.] – Click Booth/Sponsor edit arrow for Booth details
Booth/Sponsor dashboard > Booth/Sponsor details – Scroll to Sponsorship Assignments at bottom of page – Click ADD SPONSORSHIP ASSIGNMENT; select from Sponsor Opportunities
Step 2b: Upload, Publish Banner – Booth/Sponsor dashboard > Booth, Sponsor details 1. Click Upload Banner (hover), browse computer for banner, and upload 2. Name Assignment 3. Choose Status [Banner does not display until Public is chosen]
Step 3: Monitor Sponsorship Opportunities – Go to Onsite > Sponsorship Dashboard to: – Check progress on Opportunity sales and assignments – Identify Sponsor for each Opportunity location – Click Opportunity to go to Booth Details > Sponsor assignment to update Status
Step 4: Add Opportunity to Location, Edit Display Type – Go to Settings > cATTENDEE > Lobby Content / Navigation link (upper right-hand corner) – Select page tab where banner will appear (e.g., Query Page) – Click ADD NEW CONTENT – On Popup, pull down to Sponsor Banner – On Display Type, pull down to how Banner will display – Check if Random display
Step 5: Choose Location at top or bottom of page – Go to Settings > cATTENDEE > Lobby Content / Navigation – Select page tab where banner will appear (e.g., Lobby) – After Sponsor Content created, drag & drop row to top of content list for Banner/Logo to appear at the top of the page… (Or drag & drop row to bottom of list for the logo to appear at the bottom of the page)
Banner Stats in cAdmin>Analytics; Exhibitor Portal
ALL data with names can be exported in .csv format by day of collection with the Export Data link in the upper right-hand corner of the page. NOTE: Names will not appear for attendees who have not given permission to share their data.
Please click the button below to access the CTI training guides on Trainual. These guides provide detailed descriptions for each dashboard and detail page and step-by-step instructions for everyday cOASIS user journeys.
NOTE: You must first accept the Trainual invite and create a Trainual password. If you have not yet received your Trainual invite, please get in touch with Evan Eisenmann, CTI Instructional Designer, at e.eisenmann@ctimeetingtech.com.
Live session training opportunities you may want to attend are below. Participation is free. Link to Trainual recordings.
Topic
Date
Description
Link (Zoom)
cOASIS: Forms I
11/22/2024
Implementation, display, and scenarios from a user-based perspective in various modules.
We are excited to announce that our development team has been working on new and improved features to enhance your experience with our product. These features include:
· Forms as steps in Abstract Submission & Session Submission (2024) · Updating the privacy process for site cookies (2024)
However, with any major changes, there is always a chance of unexpected outages to CTI’s service. We want to assure you that our team will do everything in its power to minimize any downtime and resolve any issues as quickly as possible. The next scheduled releases are: · November 19, 2024 · December 10, 2024 · December 18, 2024
These
are derived from people’s previous participation (e.g. categories
and keywords for their Submissions, abstracts they reviewed, or
Sessions they moderated), and can help in recruiting them for other
roles.
1. Where do I find the Meeting Key? The Meeting Key (unique identifier created by cAdmin) and Meeting ID are on the cAdmin Home Screen (homepage) of each meeting under the Portal and virtual meeting links.
Also, next to the meeting links on the home page, you can click the “Copy URL to Clipboard” icon to easily paste the URL into your websites or communications.
2. How do I (as a client) check the status of the Project Timeline for my project? Refer to the Wrike URL link provided on the Home page.
3.As a client, I’m stuck and need to reach out for general help – how do I contact CTI? Send an email to the Client Support Email, [CLIENT]@ctimeetingtech.com
4. I have a big problem during the middle of my program committee and need to reach someone ‘NOW’, what should I do? From the Home Screen, follow the Escalation Process by calling the PM, Director of PM, COO, or CEO.
5. How can client end users, including submitters, reviewers, and attendees, reach out for support regarding their meeting technology? For assistance, client end users can email [CLIENT]@support.ctimeetingtech.com or call 217.398.1792.
6. Where can I find submission instructions? Submission guidelines are usually located under “Resources” within the Portal site.
7. How do you find the record counts in your meeting? A report is available in cAdmin under the Reports tab -> Record count.
8. How can I generate an hourly report of submissions? You can access it by navigating to the Submissions dashboard and filtering by either the ‘Completed date’ or ‘Last edited date.’ Alternatively, you can use the Report Builder to create a custom report under Controls. Another simpler option is to go to the Submissions tab and search for pre-existing reports, such as the Abstract Content Report, Submissions -> Credit Card Log, or Submissions -> Demographics.
9. When do I remove a person’s information if they request a “right to forget?” The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies: – The personal data is no longer needed – The data subject withdraws consent where consent was the legal basis for processing the data – The personal data have been unlawfully processed
9a. Who can authorize a right to erasure or forget request? An authorized person from data controller (CTI’s client).
10. How do I delete an account? Currently, it is not possible to delete cAdmin person accounts. This is because these accounts are essential for collecting data, and deleting them could lead to the loss of valuable information. However, you can revoke access to cAdmin for an account if the person has left the company or no longer requires access. To do this, navigate to Settings -> Association info & administration -> Staff accounts, click the edit icon, and deselect the “Active” checkbox.
11. What types of files can presenters upload? PPTX, PDF, MP4, MP3, M4A, PNG, JPEG
What are CTI Standard Terms?
cOASIS
Online Abstract Submission & Invitation System
Meeting
An overall event spanning one or multiple days. Each meeting is a separate table of data within cOASIS
Meeting Short Name
Condenses the Meeting name for longer meeting names. Meeting Short Name can be the same as the Meeting name above for shorter meeting names
Activity
Content and role structures within a meeting (e.g., abstract, invited speaker, moderator, reviewer, etc.)
Account
The Account contains basic contact information for a person. All of the activities for a person can be tied back to this one account for reporting and analytics purposes
Control
The Control record for each role a person has within the meeting (depicted by a Control number 1234). There can be multiple control records for each person. All control records are tied to the account. Controls are associated with Activities (Activities refer to content and role structures within the CTI tool. Common Activities include Oral Abstracts, Posters, Moderators, Session Chair, and Invited Speakers)
(Primary) Author
The main author that owns the content
Coauthor
Other collaborators of the content for the control. Both Author and Coauthor are included in the author block per control
Submission
Creating/adding material to be considered for presentation at a meeting (if there are presentations)
Presentation
When a speaker is slotted into a session, the result is a “presentation”. Presentations encompass not only speakers being placed into sessions, but also other Control Records, such as Moderators, Chairs & co-chairs, Discussants, Breaks, and even Lunch.
Sessions
Sessions have all sorts of different traits. For example, – Is it virtual (live or on-demand), onsite, or hybrid (onsite and virtual)? – What’s the session delivery method (e.g., Panel discussion or Didactic teaching)? – Attendance count – Session duration (in minutes) – Color (for scheduling organization in session scheduler)
Session Types
Session Types are a way for CTI to organize your sessions into different groups
Locations
Locations are where the sessions or presentations take place for your meeting. Locations can be in person (onsite), virtual, or both (hybrid)
Session Room
While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the Speaker Ready Room (SRR), enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations
Booth
CTI’s virtual exhibitor booth
Sponsorship
Location on the page of Virtual Meeting site for Sponsor banner or logo
Networking Lounge
A room where attendees can gather with a moderator to watch a video, share resources, and chat
List
Administrators can create pre-defined options/sets that will be used to configure workflow-based modules to collect data in a structured manner based on the meeting’s needs and specifications
Guidelines for presentation collection
cAttendeepresentation
Displayed in cAttendee?
What needs to be collected?
Allowed file type?
Conversion
Converted file results
ePoster
Traditional static poster without media
Static player
PowerPoint presentation without media
PPTX, PDF
To PDF only
Converted into PDF PowerPoint presentation without audio/video/animation played in static player (with navigation to Next/Previous slide)
eAbstract
Traditional static poster with embedded audio
Video player
PowerPoint presentation with embedded audio
PPTX
To MP4
Webcast Converted into MP4 PowerPoint presentation played in a video player
Traditional static poster with embedded video
Video player
PowerPoint presentation with embedded video
PPTX
To MP4
Webcast as a converted into MP4 PowerPoint presentation played in a video player
Traditional static poster with animation or mixed media (audio and video)
Video player
PowerPoint presentation with animation or mixed media (audio or video)
PPTX
To MP4
Webcast as a converted into MP4 PowerPoint presentation played in a video player
On-Demand presentations
Webcast as a self-pre-recorder presentation
Video player
MP4 file
MP4
To MP4 – is needed if video QA is needed (cut or postprocess)
Webcast as a video played in a video player
Webcast pre-recorded speaker’s presentation (where presenter is opening and going through their uploaded PPTX file) form the cSlide virtual session room
Video player
PPTX
PPTX
Pre-recorded presentation is recorded as MP4. If any QA (cut or postprocess) is needed – file will be reconverted into MP4
Webcast as a video played in a video player
Webcast pre-recorded by AV company
Video player
PPTX
PPTX
Pre-recorded presentation is recorded as MP4. If any QA – cut or postprocess is needed file will be reconverted into MP4
Webcast as a video played in a video player
Additional files
(displayed separately)
PDF as additional file
Static player
PDF
PDF
Converted into PDF
Opened in a pop-up window
PowerPoint as additional file
Static player
PPTX
PPTX
Converted into PDF
Opened in a pop-up window
Analytics
Q. What’s the difference between Google Analytics (GA) and CTI Analytics? A. The two most important differences are: 1. CTI is tracking on an individual basis, so the count of unique attendees is closer to the actual. If an attendee blocks cookies or uses a different device, GA will see each return visit as a new unique attendee. 2. CTI tracks how long an attendee is watching a Presentation or Session. GA only tracks pageviews, and if an attendee watches a video for more than 15 minutes, GA will track that as an exit when, in fact, that prolonged view is actually a sign of engagement.
Q. What if I want to see more than the Top 50 or Top 250 presentations for any metric? A. All the data is available by clicking the Export link in the upper right-hand corner of the page.
Q. What are best practices for judging the effectiveness of a topic or Presenter? A. We believe Hours Watched vs. Total Hours Available to Watch is the gold standard for assessing the effectiveness of a topic or Presenter. Page views are the equivalent of attendees reaching the session door. Hours watched show if they have watched the session and for how long. A Session proves effective if they continue, on average, to watch the rest of the video. To see the video watch for all presentations and sessions, click the Export link in the upper right-hand corner of the screen.
Q. How often are CTI analytics updated during the meeting? A. Typically, every two hours for meeting content. The exhibitor statistics are updated in real-time. But it can take up to 72 hours to update.
Q. Could Unique or Total Impressions be different for multiple sponsor banners if they’re on the same site page? A. If the sponsor banners are on the same page, they would usually be the same for unique and total impressions. Unique being different individuals and total being any time someone saw the banner including repeats. If the uploader of the sponsor banners uploaded at different times, the unique or total impressions could be different even if they are on the same page
Q. Are Analytics tracked when the site is not yet live? A. Analytics is not dependent on the site being live. Analytics are tracked when the developer activates the analytics, meaning you may still be building the site
Q. Is Google Analytics an option? A. We support Google Tag Manager as an analytics option. The client can provide their code, and is implemented in cAttendee Settings > Custom Tracking Code
Submissions
How do I assign submissions to reviewers? Step 1: Invite that person to be a reviewer (People>Invite Reviewers by topic) Step 2: From the submissions dashboard, create a list of abstracts to assign (using advanced search to select the criteria—category of submissions, for example) and then use bulk action icon to “Assign” selected submissions to reviewers
Sessions
How do I create/edit session extra data fields on the session details page? A. Customize/add new session extra data fields by clicking on Settings>Content>Session Data. From there, click on the “Session Extra Fields” tab (see image below) and then click “Create New Field.”
Campaigns
Where are my Notification templates? A. All of your notification templates for the specific meeting you’re working on can be found on the Campaigns dashboard.
What happened to the Ekey Report Page and where do I get that data now? A. The new Campaigns Dashboard includes all of the data previously accessed via the Ekey Report, thus the Ekey Report Page has been removed. The Ekey Report Page also provided the option to “expire” or “unexpire” notifications. This can now be done by clicking on a specific campaign listed on the Campaigns Dashboard and changing the date listed on the “Link expires on (date)” column.
