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.
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.
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.
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:
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.
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 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).
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
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)
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 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.
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.
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.
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.
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.
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).
Find session to edit and click pencil icon in the actions column to edit session. In the top right corner, you can select “Simple” (to edit a single field at a time) or “Form” (helpful when editing multiple fields). Make changes and click anywhere outside of the data field to save changes.
Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon. Choose a role or activity and assign the session organizer.
Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon. Choose a role or activity and assign the session organizer.
Use the search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Session.” Choose a session and an initial role status. Choose a program status and assign to the session.
Use the search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Session.” Choose a session and an initial role status. Choose a program status and assign to the session.
