CTI Meeting Technology knowledge base
How can we help you today?
Bulk selection allows you to quickly “Select All” of your search results, useful for bulk invitations or communications to multiple individuals . After entering your search terms & receiving results, click the 3 dots icon and “Select All.” To clear all sections, click the 3 dots and select “Clear All.”
Note: Explore self-service options through our introduction Trainual course.
• Can now quickly view a person’s registration and submission history on their Person Details page.
On the Person Details page, we’ve expanded the Participation Profile section to collect information for Registration Participation, Presenting Author Participation and Non-Presenting Author Participation. With these expanded tools, users can quickly see current and past registration information as well as the history of specific submissions from that individual. To populate the data in this section, Admin users need to use the “Update Participation Info” tool (accessible on the Bulk Action Ribbon of the People Dashboard or in the top right corner of the Person Details page).
• New Import feature allows users to do a bulk import of new meeting people. The import tool includes a “Conflict Check” to ensure duplicate accounts aren’t created.
On the People Dashboard, this new Import feature allows clients (who are not using an AMS to manage their data) to do a bulk import of new people accounts. The import can be done using your existing Excel or CSV file that contains the information for the people to be imported. Or, you can download our CSV template to paste your data in (and then import). This import feature will do a “Conflict Check” of the CTI database to ensure that duplicate accounts are not created during the import. You will have the option of downloading the list of “Conflicts” after the import.
Day and time when notification was sent
Indicates the day and time when the notification link expires
Indicates the response. Options can include: Accept, Decline, No Action
Unique number CTI ascribes to notification for this individual
The content of the Campaign will not be posted in the recipient’s portal
Number of Campaign notifications that have expired before they have been viewed
Number of recipients who have completed their Task notifications
Number of Campaign notifications opened or viewed
Number of Campaign notifications sent
Number of those assigned to receive the Campaign notifications
To create a new submission as a specific user, go to their Person Details page and click “Invite” button in top right corner and select “Add Unsolicited.” This creates a new control number/submission which is then added to the Submissions Dashboard.
• Admin users can now add a submission, on behalf of the submitter, from that individual’s Person Details page.
On the Person Details page, admin users now have the option to create a new submission for that individual. By clicking on “Invite” and selecting “Add Unsolicited,” a new submission control will be created.
Unique number, ascribed by CTI system, for Submissions
Category for Submission as chosen by Submitter
The text with author names, often formatted with fonts, spaces, and style as required by the society’s publications
These can be Roles (e.g. Submitted Abstract, Invited Speaker, Chair); or Non-roles (e.g. lunch break)
Title for each Session component. This can be the Title of the Abstract or the Title for a participant’s role in the Session, like Chair (i.e. some Activity Titles are the same as Activity Types)
A unique number ascribed by the Client to the assigned Session
A unique number ascribed by the CTI system to the assigned Session
Configured by Client. Can include Plenary Session, Symposia, Oral Session, Poster Session, Workshop, Lunch
The Title of the Assigned Session
Score given to Session by Sessioner or those reviewing Session Proposals
Text comments from Reviewers when Session was proposed
Text indicating conflict or nothing to disclose
Sessioner’s web access point (e.g. Portal, Campaign link)
Date when Session last logged into access assignments
Indicates the type of Sessions the Sessioner is organizing (e.g. Topic Coordinator, Program Committee Member)
Percentage of assigned Sessions completed
Number of Submissions assigned to slot
Number of scored Submissions assigned to slot into assigned Sessions
Number of Sessions assigned to a Sessioner
If Campaign Type requires a response, it will default to Task; if Campaign is only a communication (i.e. Email Only, Information), it defaults to Message
Options include: Email Only, Action Only (No Steps), Action with Steps, and Informational
Subject matter as chosen from list during Submission
The text with author names, often formatted with fonts, spaces, and style as required by the society’s publications
Title of assigned Submission
Text comments about Submission from Reviewer
Text describing numeric score (e.g. 5 = Poor)
Numerical Score as configured by Client
These can be Roles (e.g. Submitted Abstract, Invited Speaker, Chair); or Non-roles (e.g. lunch break)
Text indicating conflict or nothing to disclose
Point of access for Reviewer (e.g. Portal, link from notification)
• This gives admin users the option to update past meeting participation for the individuals of their choosing, either in bulk or individually.
On the People Dashboard, we’ve added a new bulk action icon that will allow you to update the past meeting participation information for the individuals you select. This can be done in bulk on the People Dashboard, or individually by clicking on the “Update Participation Info” on the top right corner of the Person Details page. This will pull past meeting participation data as far back as the data exists for your association in cOASIS. Using this new feature updates the past meeting participation for ALL of your cOASIS meetings, thus there is no need to run it for each individual meeting.
Click on an individual session to see the session details. On the details page, click on the session type in the left navigation bar. In the “Edit” pop-up screen, use the drop-down for Session Type to change the Session type for this specific session.
• Option to change the Session type from the Session Details page.
On the Session Details page, administrative users will now have the option to change the session type for a specific session. By clicking on the session title (in the left navigation bar on the Session Details page), users can now quickly make this change for individual sessions.
• New Text Editor on Campaigns, Session & Person Details pages simplify the editing/formatting of campaigns and other text.
We’ve added a new text editor on the Email Template and Landing Page edit screens under Campaign Recipients as well as in the larger text fields on the Session Details and Person Details pages. The new text editor automatically strips unnecessary HTML code when copying and pasting text in from Microsoft Word (or other documents). It also includes expanded rich text formatting icons to simplify the setting up/editing of campaigns, landing pages and other text.
• Administrators now have the option to login to the Program Planner and Participant Portal from an individual’s Person Details page.
From the Person Details page, administrators now have the option to login to the Program Planner and/or the Participant Portal as that specific user. This new function allows admin staff to “shadow” the end user and perform all available actions in the Portal and/or Program Planner. Any actions will be logged as “Administrator” actions.
• Added functionality to Clone and Delete Sessions on the Session Details page.
On the Sessions Dashboard and Session Details page, we’ve added the ability to delete a session. When deleting a session, all assigned session roles will be removed and session will not be available for session scheduler and exports. On the Session Details page, we’ve also added the option to clone a session. This will create a duplicate session (with a new Session ID number), copying over the standard fields and any session extra fields created. Cloning a session DOES NOT currently copy over any assigned session roles.
• Meeting participants will now have the option to upload a profile photo & biography information through their portal profile page; photo and bio will automatically display in cOASIS with option to display in Program Planner.
For meeting participants using the Participant Portal, we added fields to the profile page which give participants the option to upload a profile photo and/or a brief biography. Photos and biography information entered will automatically update in their Person Detail page in cOASIS (as well as in the Program Planner, if those display settings are activated). Users are given the option to upload a photo from their PC, or via camera if accessing the site from a mobile device. Adding information in the Biography field ensures that it will appear with program profiles for any roles at this and future meetings.
• The new Registration Dashboard allows you to manage registration information for all registered attendees as well as send bulk communications via email.
| We’re introducing some new tools to help manage onsite activities. This new Registration Dashboard allows you to track (and view contact information) for all registrants. You’ll be able to easily access the registration code and/or badge number for your attendees as well as add new registrants from this dashboard. Note: Adding a new registrant on the Registration Dashboard also creates a new Person Detail account page for that individual if one doesn’t currently exist. If an account already exists, it will just add this registration information to their existing account page. |
Quickly communicate with all presenters scheduled in a specific session by doing an advanced search of either the session ID or session title, click checkbox to select the presentations scheduled for that session and then click “Communicate” icon to add those presentations to a campaign.
To add presenters to a campaign, click on the 3 dots icon and select “By Presentation IDs.” This allows you to paste in a list of presentation ID numbers (up to 500 at a time) that you can then add to a campaign. After pasting in control numbers, click “Communicate” icon and select “via Campaign.”
• This new dashboard provides in-depth information for all presentations scheduled with options to contact presenters and manage presentation details.
This new dashboard provides details about all presentations scheduled (invited speakers, faculty members, chairs, abstract submissions, etc). This dashboard gives you options to contact all presenters within a specific session (via email or campaign/notification), manage the location of their presentation, view a copy of their presentation materials, and view any applicable disclosures submitted by the presenter. All this information (and much more), easily accessible from the Presentations Dashboard!
Find either the session # or session title on the session dashboard. On the submissions dashboard, make sure the session title or session # column is visible and then do an advanced search of either to find all presentations scheduled for that session. Click to “Select all” and then “Communicate via Campaign.”
To add presentation roles/submissions to a campaign, click on the 3 dots icon and select “By Control Numbers.” This allows you to paste in a list of control numbers (up to 500 at a time) that you can then add to a campaign. After pasting in control numbers, click “Communicate” icon and select “via Campaign.”
This feature allows you to copy an existing session (all data fields/info will carry over to the cloned session–EXCEPT any presentations/roles that have been scheduled in the original session). It will also be assigned a new session number. To clone, click on the session to copy and click on the “Clone” button.
From the Person Details page, click on “Access” icon and select “Portal.” This gives the administrator the ability to log into the Participation Portal as that individual. This feature was formerly referred to as ‘Shadow Person.’
Explore self-service options through our introduction Trainual course.
This dashboard allows you to view the information (including # of sessions and controls assigned) for your meeting’s sessioners, if applicable. This refers to anybody designated to be a session organizer (also commonly referred to as a session builder or slotter).
Click on the gear icon (to the right of the “Actions column below) to see all column options. Click on the “# of Controls” column to highlight/make it visible on your dashboard. This column helps you quickly see how many presentations/submissions have been scheduled for that session.
Click the title of the “# Assigned” column below to sort the data from least to greatest. Click it again to sort from greatest to least. This helps to quickly identify the assignment workload for each reviewer.
Date when Reviewer last logged into the Review module
Date when last Review was completed
The Single Sign-On (SSO) identification code, generated by a society’s membership database, enables members to use the same login and password to enter member-related systems.
Indicates the variation in the reviewer’s scores (i.e. SD < 1 means scores are similar)
Refers to the percent of assigned reviews scored by the reviewer
Refers to number of reviews assigned to the reviewer
Activity types set up like Reviewer, Late Breaking Reviewer, Session Proposal Reviewer
The name of the individual reviewing Submissions
Configured by Client. Can include Plenary Session, Symposia, Oral Session, Poster Session, Workshop, Lunch.
The Title of the Assigned Session for the Presentation
A unique number ascribed by the Client to the assigned Session
Start time that includes both date and time in one field
End time that includes both date and time in one field
The day of the Presentation
Unique number defined by Client ascribed to Presentation for Accepted Submission
Unique number CTI system ascribes to Presentation for Accepted Submission
Board assigned by Client for Accepted Poster display
Value that includes both date and time for the Presentation to end
Indicates when the Presentation can be released (set the meeting Timezone in Settings > Meeting Information > Overview)
Indicates if Presentation and associated abstract can only be released after a certain date
Unique number ascribed by CTI system for the Submission associated with the Presentation
The text with author names, often formatted with fonts, spaces, and style as required by the society’s publications
These can be Roles (e.g. Submitted Abstract, Invited Speaker, Chair); or Non-roles (e.g. lunch break)
Title for each Session component. This can be the Title of the Abstract or the Title for a participant’s role in the Session like Chair (i.e. some Activity Titles are the same as Activity Types).
Unique number Client ascribes to a Presentation for Accepted Submission
Unique number CTI system ascribes to Presentation for an Accepted Submission
Number Client ascribes to Poster after it gets Accepted Program Status
End Time of this Activity
Duration of this Activity
Disclosure for each participant
The text with author names, often formatted with fonts, spaces, and style as required by the society’s publications
These can be Roles (e.g. Submitted Abstract, Invited Speaker, Chair); or Non-roles (e.g. lunch break)
Title for each Session component. This can be the Title of the Abstract or the Title for a participant’s role in the Session like Chair (i.e. some Activity Titles are the same as Activity Types)
Single Sign-On code for the submitter of the Session Proposal
Configured by Client. Can include Plenary Session, Symposia, Oral Session, Poster Session, Workshop, Lunch.
A unique number ascribed to the Session by the Client
A unique number attached to the Session by the CTI system
Number of roles that Sessioners have assigned (e.g. abstracts, chairs)
Number of assigned roles that have declined invitations
Number of components currently assigned to the Session (i.e. total of abstracts, chairs, and other roles)
Number of assigned roles that have confirmed participation
Number of Roles that Sessioners have designated as backups
Subject matter as chosen from list during Submission
Indicates if Submission’s scores are consistent or vary widely (i.e. SD < 1 means scores are similar).
Configured by Client. Can include Plenary Session, Symposia, Oral Session, Poster Session, Workshop, Lunch.
The Title of the Session where the Submission is assigned
The Start Time for the Session where the Submission is assigned
A unique number ascribed by the Client to the Session where the Submission is assigned
A unique number ascribed by the CTI system to the Session where the Submission is assigned
The End Time for the Session where the Submission is assigned
The Date for the Session where the Submission is assigned
Number of Reviewers who scored the Submission
Number of Reviewers assigned to score the Submission
This is the unique number that the CTI system attaches to each Activity Type
The text with author names, often formatted with fonts, spaces, and style as required by the society’s publications
Each component of a Session. These can be Roles (e.g. an abstract Submission, an invited speaker, a chair); or Non-roles (e.g. breaks)
Meeting task and related notification Campaign
Indication that notification was opened or viewed
Session related to task activity
Date when notification will expire, so it can no longer be viewed
Date notification was sent
Unique number for Task Notification
Indicates that there has been a response to notification (i.e. not just a view)
Role related to task activity
The Single Sign-On (SSO) identification code, generated by a society’s membership database, enables members to use the same login and password to enter member-related systems.
Past meetings where the individual participated as a Reviewer.
Past meetings where the individual registered to attend.
Itinerary activity at previous meetings.
To edit author information, change the order of authors listed or change who the presenting author will be, click on a submission, then click on “Add/Edit Author” in the Author Block.
To expire or un-expire a campaign, click on a campaign and then click the date in the “Link Expires on (date)” column. Changing the date here eliminates the need to “expire” or “un-expire” a campaign. Use “Change Expiration” in bulk action ribbon to do this for multiple individuals at once.
To edit an author’s contact information, click on “Add/Edit Author” link in Author block. Then hover over the “Actions” column to the far right of that author’s name to view icons of available options. Click pencil icon to edit. Click “Save Author” when completed.
To set the default time for specific session types, click on the “Settings” tab. Then click “Sessions” and select the “Session Types” tab. Enter in the default time (in minutes) for that session type. Click anywhere outside of that field to save the default time.
From the details page, click “PubMed Connections” in the left column to find previous works by this individual as listed in the PubMed database. The results can help find the individual’s co-authors (i.e. Common Authors) who could also be recruited for meeting roles.
From the details page, click “PubMed Connections” in the left column to find previous works by this individual as listed in the PubMed database. The results can help find the individual’s co-authors (i.e. Common Authors) who could also be recruited for meeting roles.
On the dashboard, the information listed (People, Sessions, Reviewers, etc) can be searched/sorted by clicking on any of the chart segments. Simply click the part that corresponds with the information needed and the data will be sorted by that chart part. To view all data again, click “X” to remove that search filter.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
From the details page, click “PubMed Connections” in the left column to find previous works by this individual as listed in the PubMed database. The results can help find the individual’s co-authors (i.e. Common Authors) who could also be recruited for meeting roles.
Click to select names of recipients (Use search box to find individuals, if needed) or use checkbox on top to select all names. Click “Communicate” icon and select “Communicate via PERSONAL EMAIL.” Fill in email fields and click to send. NOTE: Recipients address defaults to Bcc.
Click to select names of recipients (Use the search box to find individuals, if needed) or use the checkbox on top to select all names. Click the “Communicate” icon and select “Communicate via PERSONAL EMAIL.” Fill in the email fields and click to send. NOTE: Recipient’s address defaults to Bcc.
To separate multiple emails, use a semicolon with no spaces between, such as client@example.com;client1@example.com;client2@example.com
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
1. Click ADD CAMPAIGN
2. Campaign Name is an internal name only admins see in cAdmin.
3. 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.
4. 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.
5. Campaign Type:
Email Only: This category includes just the email (nothing else).
Informational: This category includes the email and a link within the email body. Clicking the link directs the recipient to a landing page via a unique URL generated within the email body. There are no specific actions or steps involved.
Action Only (No Steps): This category is the same as the Informational category, but it includes action buttons such as Accept, Decline, or Continue, without any additional steps.
Action with Steps: This category is similar to Action Only (No Steps), but it also includes steps such as editing the author block, changing the presentation title, uploading files, and more.
6. Default Campaign: Provides the opportunity to clone an existing template to save admin time. For example, many campaigns may have similar verbiage or structure.
Click on a sessioner to see their details page. Scroll down to view sessions and abstracts assigned. To unassign, click on the checkbox that corresponds with that assignment, then click red “Unassign” icon on the right. Click to confirm unassignment.
Click on a person record. Click “Invite” icon and select “Invite as Session Role.” Select the type of session role (can also assign to a specific session and/or add to a notification campaign, if needed). Click “Preview” and then confirm section to complete invitation to session role.
Click on a person record. Click “Invite” icon and select “Invite as Session Role.” Select the type of session role (can also assign to a specific session and/or add to a notification campaign, if needed). Click “Preview” and then confirm section to complete invitation to session role.
Click checkbox to select sessioner(s) then click “Invite” icon and select “Invite as Session Role.” On the next screen, select the type of session role (can also assign to a specific session and/or add to a notification campaign, if needed). Click “Preview” and then confirm section to complete invitation to session role.
Click checkbox to select sessioner(s) then click “Invite” icon and select “Invite as Session Role.” On the next screen, select the type of session role (can also assign to a specific session and/or add to a notification campaign, if needed). Click “Preview” and then confirm section to complete invitation to session role.
Click checkbox next to name of individual(s). Click “Invite” icon and select “Reviewer.” Select role and campaign (if necessary) and click “Preview.” Any potential conflicts will appear. If OK to assign, click “Continue” to complete (or “Go Back” to select another reviewer).
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
To find a sessioner by name, type search criteria in search bar and hit enter. Toggle the Advanced Search button to “On” for advanced search criteria. Hit enter after typing in search criteria. When search is complete, click “X” to remove search filters in place.
To find a sessioner by name, type search criteria in search bar and hit enter. Toggle the Advanced Search button to “On” for advanced search criteria. Hit enter after typing in search criteria. When search is complete, click “X” to remove search filters in place.
On the reviewers dashboard, click on a specific reviewer. Click checkbox of assignment(s) to reassign and then click “Assign to Another Reviewer” icon. Select name of new reviewer to assign, click preview and then confirm selection.
Click on the name of reviewer to edit. On the next screen, click assignment(s) to unassign then click red “unassign” icon. Click to confirm that you intend to unassign selected items.
To add/delete a session location, hover over “Sessions” section of toolbar to see drop down options. Click “Locations.” To add a location, enter the location/room info, capacity and click “Add Location” button. To delete, scroll down to see list of locations and click on the orange trash can icon (in the Actions column).
Click to the far right of column to be resized and drag cursor to set preferred column width. After it is resized, new width will remain in place (even after clicking on other pages and clicking back).
Use Search Box to search for an individual, email address or country. Input keywords and click magnifying glass. Toggle the “Advance Search” button to “On” for an advanced search to refine search criteria using specific criteria. Type in search terms and hit “Enter.”
The simple search box for the People dashboard will return results for:
– Salutation
– FirstName
– MiddleName
– ThirdName
– FourthName
– LastName
– Degree
– Institution
– Phone
– Email
– City
– Country
– Gender
– CareerStage
– MemberType
– SSOID
– AccountKey
For example, “Smith” results in any field containing Smith, like FirstName, Email, LastName, City, Institution, etc.
To narrow the simple search above, toggle the “Advance Search” button to “ON” to refine the search criteria. Use the “target” icon shown below for tips on how to type in the search criteria for each text field:
For example, use quotes around “Smith” for the last name to match exactly (instead of results like Adam-Smith). Click the Filter set “x” to clear results.
Click names to select individual records to export to excel and then click “Export” icon. Exported list will then appear at the bottom of the screen saved as an Excel document.
