How to – CTI Meeting Technology knowledge base

Campaign Portal: Expert Configurations

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.

Header Example:
<header>#$$SessionNumber$$ - $$SessionTitle$$</header>

Field Example:
<property><propertyTitle>Session Date: </propertyTitle><propertyValue>$$SessionDate$$</propertyValue></property>

Full Example:

<header>#$$ControlNumber$$ $$PublishingTitle$$</header>
<property>
<propertyTitle>Your Role: </propertyTitle>
<propertyValue>$$Role$$</propertyValue>
</property>
<property>
<propertyTitle>Activity Type: </propertyTitle>
<propertyValue>$$RecipientActivityTypeName$$</propertyValue>
</property>
<property>
<propertyTitle>Session: </propertyTitle>
<propertyValue>$$SessionNumber$$ - $$SessionTitle$$</propertyValue>
</property>
<property>
<propertyTitle>Session Date: </propertyTitle>
<propertyValue>$$SessionDate$$</propertyValue>
</property>
<property>
<propertyTitle>Session Time: </propertyTitle>
<propertyValue>$$SessionStart$$ - $$SessionEnd$$</propertyValue>
</property>
<property>
<propertyTitle>Session Location: </propertyTitle>
<propertyValue>$$SessionLocation$$</propertyValue>
</property>
<property>
<propertyTitle>Presentation Time: </propertyTitle>
<propertyValue>$$SessionRoleStart$$ - $$SessionRoleEnd$$</propertyValue>
</property>
<property>
<propertyTitle>Presentation Number: </propertyTitle>
<propertyValue>$$PresentationNumber$$</propertyValue>
</property>
<property>
<propertyTitle>Poster Board Number: </propertyTitle>
<propertyValue>$$PosterboardNumber$$</propertyValue>
</property>
<property>
<propertyTitle>Program Status: </propertyTitle>
<propertyValue>$$ProgramStatus$$</propertyValue>
</property>
<property>
<propertyTitle>Session Role Status: </propertyTitle>
<propertyValue>$$SessionRoleStatus$$</propertyValue>
</property>
<property>
<propertyTitle>Campaign Response Status: </propertyTitle>
<propertyValue>$$CompleteStatus$$</propertyValue>
</property>
<property>
<propertyTitle>Campaign Response Value: </propertyTitle>
<propertyValue>$$ResponseAction$$</propertyValue>
</property>
<property><propertyTitle>Author Block: </propertyTitle><propertyValue>$$PresentationBlock$$</propertyValue></property>
<property><propertyTitle>Disclosure Block: </propertyTitle><propertyValue>$$DisclosureBlock$$</propertyValue></property>
<property><propertyTitle>Primary Author Name: </propertyTitle><propertyValue>$$PresentingAuthor$$</propertyValue></property>
<property><propertyTitle>Role Duration: </propertyTitle><propertyValue>$$PresentationDuration$$</propertyValue>  mins</property>
<property><propertyTitle>Submission Topic: </propertyTitle><propertyValue>$$ControlTopic$$</propertyValue></property>
<property><propertyTitle>Abstract Body: </propertyTitle><propertyValue>$$AbstractBody$$</propertyValue></property>

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.

Bulk Action for Campaign Response and Session Role Status

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.

Standardized Date and Time Formats Across cAdmin

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.

• 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.

Improved Print Functionality for Abstracts, Sessions, and Itineraries

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.

Search Techniques for Program Planner & cAttendee

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:

1 – New Portal Configurations

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)

Header text format example for cAdmin:

<header>#$$SessionNumber$$ - $$SessionTitle$$</header>

Field text format example for cAdmin:

<property><propertyTitle>Session Date: </propertyTitle><propertyValue>$$SessionDate$$</propertyValue></property>

New fields:
• Session # and Title – $$SessionNumber$$ – $$SessionTitle$$
• Session Date – $$SessionDate$$
• Session Start – Session End Time – $$SessionStart$$ – $$SessionEnd$$
• Session Location – $$SessionLocation$$
• Session Role Start & End Times – $$SessionRoleStart$$ – $$SessionRoleEnd$$
• Presentation Duration – $$PresentationDuration$$
• Presentation Number – $$PresentationNumber$$
• Poster Board Number – $$PosterboardNumber$$
• Control-level Topic1 – $$ControlTopic$$
• Author Block – $$PresentationBlock$$
• Disclosure Block – $$DislcosureBlock$$
• Primary Author Name – $$PresentingAuthor$$
• Submission Topic – TBD

Other currently available fields:
$$ControlNumber$$
$$FullControlNumber$$
$$PublishingTitle$$
$$CompleteStatus$$
$$ProgramStatus$$
$$ActivityName$$
$$SessionNumber$$
$$SessionTitle$$
$$SessionID$$
$$SessionRoleStatus$$
$$SessionLocation$$
$$SessionStart$$
$$SessionEnd$$
$$SessionRoleStart$$
$$SessionRoleEnd$$
$$PresentationDuration$$

Configuring Listing Template Portal Fields

1. Navigate to Settings > Workflow Applications > cPortal. Then, select the tab you wish to modify the display fields for, such as Presentations.

2. Locate the Listing template and input the desired Option Value:

<header>#$$ControlNumber$$ $$PublishingTitle$$</header>
<property>
<propertyTitle>Session: </propertyTitle><propertyValue>$$SessionNumber$$ - $$SessionTitle$$</propertyValue>
</property>
<property><propertyTitle>Location:</propertyTitle><propertyValue>$$SessionLocation$$</propertyValue></property>
<property><propertyTitle>Session Start/End: </propertyTitle><propertyValue>$$SessionStart$$ - $$SessionEnd$$</propertyValue></property>

Try It Yourself

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:

<property><propertyTitle>Presenter: </propertyTitle><propertyValue>$$PresentingAuthor$$</propertyValue></property>

Old Site Config vs. New Portal Settings

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
	SESSIONS / DashExcludeDisclosureCheckForSessionTypes	Centralized disclosure NOT mandatory for these session types
	SESSIONS / DashMsgText	Instructions text
	SESSIONS / DashRightNavText	Sidebar content
	SESSIONS / DashBlockTemplate	Listing template
Session submission	SUGGESTEDSESSIONS / DashModuleDisplayName	Navigation label
	SUGGESTEDSESSIONS / DashHideGraphs	Hide summary graphs
	SUGGESTEDSESSIONS / DashChartEntityName	Top-chart- label of completion status
	SUGGESTEDSESSIONS / DashHideDisclosureLink	Hide the centralized disclosure link in the sessions submissions page
	SUGGESTEDSESSIONS / DashExcludeDisclosureCheckForSessionTypes	Centralized disclosure NOT mandatory for these session types
	SUGGESTEDSESSIONS / DashMsgText	Instructions text
	SUGGESTEDSESSIONS / DashRightNavText	Sidebar content
	SUGGESTEDSESSIONS / DashBlockTemplate	Listing template
Session leaders	Portal setting for session leaders remains unchanged. Previously configurable here.
Presentation	SUBMIT / DashModuleDisplayName_Presentation	Navigation label
	SUBMIT / BlockActivityDisplay_Presentation	Hide activities
	SUBMIT / DashMsgText_Presentation	Instructions text
	SUBMIT / DashRightNavText_Presentation	Sidebar content
	SUBMIT / DashBlockTemplate_Presentation	Listing template
CME review	Portal setting for CME review remains unchanged. Previously configurable here.
Booth	Booth remains unchanged. Previously configurable here.
Notification – Tasks	NOTIFICATION / DashModuleDisplayName_Tasks	Navigation label
	NOTIFICATIONS / DashChartEntityName_Tasks	Top-chart-label of completion status
	NOTIFICATION / DashHideGraphs	Hide summary graphs (shared with Messages)
	NOTIFICATION / DashHideDisclosureLink_Tasks	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.

0. Package Features and Availability

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.

1. Defining & Managing Venue Personas

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.

Venue/Meeting Example – LOEWS Chicacgo O’Hare (Venue) -> v2050: Waterfall Meeting 2023 (Meeting)

Forms Text Insert and Formatting

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 -.

1. Speaker Ready Room Admin Login for Session Room Onsite

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.

Speaker-Ready-Room-Admin-Session-Room-Login-2024-v1.2 Download

Speaker-Ready-Room-Admin-Session-Room-Login-2024-v1.1 Download

– Full screen mode for onsite events is located in Settings -> Meeting set-up -> Locations/Channels.

CTI’s Bandwidth Calculator for Cost-Effective Onsite Presentation Management

(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.

Onsite-Presentation-Management-Bandwidth-Calculator-May-2022 Download

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:

Calculation

1. Convert 200 MB to Megabits
1 Megabyte (MB) = 8 Megabits (Mb)
200 MB × 8 = 1600 Mb

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.

Sending Emails Through cOASIS

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

Full Document

Full documentation (Updated June 2024)

Single Email per User Option: Simplifying Campaign Management

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 People tab 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.

Simplified Association Portal Configuration for cAdmin

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 configuration interface 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)
	DASHBOARD / SSOCloudWebserviceURL	SSO client URL
	DASHBOARD / SSOClaimsIdentityProvider	SSO claims identity provider
	DASHBOARD / SSOLogoutURL	SSO logout URL
	DASHBOARD / BlockCreateAccount	Do not allow creation of new accounts
	DASHBOARD / EmailNewAccountFromText	Email From field – for new account created
	DASHBOARD / EmailNewAccountSubject	Email Subject field – for new account created
	DASHBOARD / EmailNewAccountBody	Email body – for new account created

Access to Full-Screen ePoster Viewing in Kiosk Mode

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 and Integration for Closed and Active Meetings

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

(Updated) COI/CME Presentation Review Process

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.

COI-CME-Presentations-Review-Apr2024_v1.10 Download

Portal Basics Cheat Sheet

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 abstract and 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:

Portal-Basics-Cheat-Sheet-v1.0 Download

Accessing CTI’s Technical Support

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.

Meeting Key & Meeting ID

You can find the Meeting Key and Meeting ID on the cAdmin Home Screen (homepage) of each meeting under the Portal and virtual meeting links.

You can find the Meeting Key and Meeting ID on the cAdmin Home Screen (homepage) of each meeting under the Portal and virtual meeting links.

Reset Mistaken Button Clicks in Campaigns

Solution for cAdmin Users:

Encountered a situation where a recipient accidentally clicked the wrong button in a campaign? Here’s the fix:

1. Select one or more campaign recipient boxes.
2. Click the three dots.
3. Choose “RESET STATUS”.

This action will reset the campaign Response status and Response action to their initial states: “Not Started” and “No Action” respectively.

CTI Introduces Plugin for Capturing Cookie Preferences

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.

Presentation Form Assignment Cheat Sheet

(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:

Presentation-Forms-Assign-2024 Download

Digital Signage

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.

Click the link to set up:

Digital-Signage-v1.0-Jan-2024 Download

Whitelisting

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.

Streamlined Presentation Form Assignment

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.

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.

1 – Tips for Filtering Campaign Recipients

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.

CED Upload – How to Backfill Control Extra Data Fields

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.

Presenter Registration Validation Report

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.

Caching Server Onsite Usage Guide v1.0

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.

New Caching Server Process:

Caching-Server-Onsite-Usage-Guide-v1.0 Download

COI-CME Presentation Review Flow for Reviewers v1.0

(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.

COI-CME-Presentation-Review-Flow-for-Reviewers-v1.0 Download

Analytics Cheat Sheet

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.

Analytics-Cheat-Sheet-v1.1 Download

cAPI Integration: Updated Documents and Best Practices for Seamless Data Transfer

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.

Analytics: Big Data Video View Exports

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

(Updated Dec. 2023) Video Views: Start Time, End Time, & Video Duration

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.

(Updated Dec. 2023) Analytics: Video View Engagement

(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.

Configuring a cSlide Connection (Only necessary if using Forms)

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.

Running CME Review Forms Reports (Optional)

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.

Running CME Review Status Reports

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

Configuring the status to “Review Required” in the Presentation dashboard

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.

Abstract Embargo Best Practices

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.

1. Import New Session data

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 CSV template 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:

2. Update Existing Session data

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.

Default Association Playlist Setup

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.

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8. Log into cAttendee to check the “Playlist” tab for a review.

Enhanced Portal Login: Simplified Error Messaging and Easy Password Reset

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.

Bulk Update Session Role Status

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).

CTI Training Resources v1.1

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.

CTI-Training-Resources-v1.1 Download

Review trainings related to:
– cAdmin Navigation & Basics
– cSubmit – Abstract Submission
– cReview – Abstract Review
– Session Submission
– cAdmin Session Scheduler Tool
– cAttendee
– Disclosure Collection Options for cOASIS Modules
– Mobile App Publishing
– Program Planner
– Contributor Portal
– Control Extra Data (CED) Tool
– Bulk Updates
– Email Campaigns
– cAttendee
– Reporting

Bulk Update cAdmin Data Training Resources

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:

Recorded Training (each about 30 minutes):
Bulk Updating on cAdmin Dashboards
Export/Import Tool Bulk Change Session & Session Role (Presentations)

cAttendee Training Resources

Do you have questions about cAttendee? Explore our recorded training sessions and self-paced e-learning course.

Do you have questions about cAttendee? Explore our recorded training session and self-paced e-learning course:

Recorded Training (about 30 minutes): cAttendee

Self-paced e-learning course (about 1 hour): cAttendee

Click the “Help” button in cAdmin to view the list of the next few live training opportunities you may want to attend. Participation is free.

Campaigns Training Resources

Have questions about email campaigns? Check out our recorded training sessions and self-paced e-learning course.

Have questions about email campaigns? Check out our recorded training sessions and self-paced e-learning course:

Recorded Trainings (each about 30 minutes):
Campaigns I – Structures of Campaigns
Campaigns II – Building a New Multi-Step Campaign
Campaigns III – Assigning, Monitoring, Resending

Self-paced e-learning course (about 40 minutes): Campaigns (Clients)

Click the “Help” button in cAdmin to view the list of the next few live training opportunities you may want to attend. Participation is free.

Distributor Association & Meeting Creation Workflow

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.

Distributor Template Meeting Creation

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.

3. Session Scheduler Tool

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.

You can also view the introductory video below:

Session Builder (Organizer) Setup v1.0

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.

View setup documentation:

Session-Builder-Setup-v1.0 Download

4. Add cAdmin Staff for Distributors

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.

Session Organizer Setup for Presentation Management

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.

View the full setup documentation below:

Session-Organizer-Setup-for-Presentation-Management-v1.1 Download

Program Planner

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)

Mobile Publish

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’

Session Role Status

The following are the defined Session Role Status options:

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).

Control Complete Status

Control Complete Status: This asks the question, “Has the submission met all the submission requirements?”

Incomplete: This is the default status when a control is created.

Complete: This status is automatically set when the control meets the submission’s minimum requirements.

Deleted: This status is available for an end user to apply in cSubmit if configured.

Finalized: This serves as the final status if the ‘finalized’ feature is configured in cSubmit and/or cAdmin, similar to the Session Locked status.

Session Rule Status

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.

Session Status

“Session Status” can be configured as follows:

Active: The default status indicates that the session is currently live.
Inactive: Indicates that the session is not currently live.

Program Status

“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.

Configuring Session Room Agent’s Presenter View

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.

Add new presenters (Session room agent package)

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”.

Click “Delete”. The warning message states:

Click “Close”.

Analytics Setup

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.

For further details:

CTI-Analytics-August-2023-v1.1 Download

Explore our self-paced Trainual course on Analytics for Clients.
For login credentials, start with “Forgot password?” If additional assistance is needed, contact e.eisenmann@ctimeetingtech.com

Set up Rooms (File collection & session room agent only)

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 agent package 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.

Intro: Export People, Submissions, & Reviewers Dashboard Data

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.

Reviewers -> Combined Score Report

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.”

Reviewers -> Reviewer Comment Report

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.

Reviewers -> Score Report

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.

Reviewers -> Exchange Report

(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

Submissions -> Abstract Body Embargo

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.

Submissions -> Credit Card Log

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.

Submissions -> Demographics Report

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.

Submissions -> Abstract Content 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.

1. Duplicate Account Report 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.

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.

Collection site Start & End Date

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.

Monitor file uploads

(All vendor and distributor staff)

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.

Send presenter email

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.

Send presenter(s) email

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:

Search, edit, & delete presenters

As the list of presenters grows, I need a way to search for presenters by full or partial First, Last, and Email fields.

I expect that names will change, and I need a way to edit the names as edits are provided.

Search for presenters by filling in a “filter” in the appropriate column

Edit within the Row Actions (above shows ‘Edit presenter’ tooltip)

I need to be able to delete presenters (and their associated presentations) as directed by my customer when presenters withdraw from the event.

Delete from the Row Actions (shown below)

Add new presenters (File collection only)

1. Navigate to the Meeting Agenda from the Home page

2. View the existing Agenda

3. Add New Presenters by clicking “Add” next to the Presenters label

4. Enter Email, First Name (or initial), Last Name (or initial)

5. Click CREATE

Note: Add someone with the same email, and receive an error message

Attempting to add more presenters than allowed under the Package will also generate an error message.

Multi-Factor Authentication (MFA) Documentation v1.5

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.

MFA-cAdmin-June-2023-v1.5 Download

1. Update Presentation data in bulk

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 Presentation ID (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.

Import meeting agenda

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)

Reset Presentation Forms

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.

Presentation Management Checklist v1.2

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.

Presentation-Management-Checklist-v1.2 Download

Campaign Recipient Checklist

Following the checklist below ensures your email campaign is sent to the right people with the proper controls.

Campaign-Send-Checklist-v1 Download

Copy Control Records to Another Meeting

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.

Presentation management dashboard Job Aid v1

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.

cAdmin-Presentation-management-dashboard-Job-Aid-v1 Download

Bulk action to update Submission Extra data fields

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”

Form usage details for Pre/post tests

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.

Bulk Action to Change Program Status

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.

Campaign Image Support Files

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:

Delete Forms

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.

Presentation Consent Forms Setup

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.

Assign Presentation Consent Forms

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:

Presentation-Forms-Assign-2024 Download

Response Status & Response Action Definitions & Scenarios

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.

Co-Author Access Setting

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

Automatic Flags for Session Media Item Uploads

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.

Time Format for Meeting Information & Setup

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.

Times for Media Collection Template

The time formats on this page use UTC, which stands for Coordinated Universal Time.

Use the image example to format your time standards. Only one collection template needs to be assigned for each session type.

Automatic Flags for Presentation Media Item File Uploads

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.

Total Sessions & Presentations Viewed & How many views each

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.

View Type Analytics

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.

Presenter Chatroom Change Checklist

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)

Assign the Chatroom Presenters

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.

Merge function ChatroomActivity Setup

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

Custom Terms for Presentation Chat Notifications

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:

Presentation Chat Notifications Popup

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.

Date Notifications Stop Setup

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.

Contract Setup for Presentation Chat Notifications

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.

Managing cAdmin CME Status Changes in the Presentation details

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.

Searching CME Statuses in the Presentation dashboard

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.”

CME Notification mail template example setup (Email Templates)

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.

CME Presentations Review Setup in Portal Settings

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

Assigning Sessions from the Sessions dashboard to the individual CME Reviewers

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

Adding CME Reviewers as a role and assigning People to be CME Reviewers

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.

Setting up the Activity Type(s) that will hold Presentations to be reviewed for CME compliance

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

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.

Merge Terms (Custom)

Suggested Custom Merge Terms

• 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.

Standard Reports for Forms

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:

Presentation Chat Notifications for Presenters Checklist

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:

Presentation-Chat-Notification-Checklist-Nov2022_v1

Add Images to Email Content

View the video to learn how to upload a clickable image to email content.

Adding Images to Notification Popups

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

Clone Pre/Post-test Forms

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:

Bulk Action Push Integration

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.

Replacing a Presentation within a Showcase with an Edited Presentation file

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.

Presentation Timer

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.

Post-test Form Setup

Below we will go over how to set up a standard post-test after an attendee attends a session at your event.

Pre-test & Post-tests Form Builder & Assigning to 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. 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).

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

Starter Campaign Templates

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.

Media Upload Completion Status

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:

Pre-test Form Setup

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.

Break Slides Setup

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:

cSlide Agent Setup

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.

Troubleshooting Instructions
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.”

4. Click the “Download Agent” button.
5. Choose “Remove cSlide Presentation Agent.”

6. Finally, reinstall the agent by following the video instructions at the top.

Calendar View Setup

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.

Creating Streaming Keys for Locations and Sessions

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.

Session and Presentation Time Calculations

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.”

Presentation Activities Appearing on the Portal

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.

Time Calculation Session Roles

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.

Expanding Campaign Roles

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.

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.

Highlight Session Roles with invalid dates and 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.

Deleting a primary media item automatically deletes the Thumbnail URL

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.

Meeting Information Sheet

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.

Click the link to view an example of the cOASIS Agreement Template Exhibit D.docx statement of work.

Filter, Select, and Download Location Lists

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.

Presentations card in Person details

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.

Create a New Media Type

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.

PPTX File Type Extension Options and Conversions

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).

Media Item Types

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.

Sponsorship Statistics

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.

Review Booth Statistics

To review booth statistics:

Go to Analytics > Dashboard
Click “Export Data” in the top right-hand corner
Click Booth Usage and Continue

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.

Exhibitor Sponsorship Setup

View the video below on how to set up a sponsorship opportunity from the exhibitor’s perspective:

Admin Sponsorship Setup

View the video below on how to set up a sponsorship opportunity from the administrator’s perspective:

Exhibitor Booth Setup

The Exhibitor can set up most of the booth resources from the Exhibitor Portal (a link to the portal is emailed when added as a representative).

View the video below to learn how to set up a booth from the exhibitor’s perspective:

Admin Booth Setup

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:

Create Templates

After media types are created, we can create the template(s) from the media type(s), which mainly controls how many files and which file types can 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.

Onsite Locations Setup

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.

Virtual Locations Setup

Settings > Locations/channels

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.

Create & Edit Lists

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.

Author Search Lookup Setup for Submissions

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.

Compare, Merge (Remove) Accounts

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 Setup

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.

Kiosk-Mode-Setup-v1 Download

Convert ePoster Audio Media Files

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:

Themes for Session Room

Below is a snapshot of the different themes you can choose for your session room formatting. You can find the Themes under Settings > Session room.

Admin Booth Setup Video

View the video below to learn how an administrator can set up a booth:

Exhibitor Booth Setup Video

View the video below to learn how an exhibitor can set up a booth:

3. Create a New cOASIS Event (Meeting)

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

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

2. Create an Association

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

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

1. Determine whether a cOASIS customer or not

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.

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

How to set Instructions with Custom Terms Agent running Portal Session Room Preview button

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

Windows Portal Agent Download

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.

Download Windows Agent v. 21.8.2.0

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

Restrict access to Booth

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.

Hybrid Meeting TERMS support

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.

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

Terms support for Forgot Password and Login buttons

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

Row action on Recipients dashboard in Campaign recipients page

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.

Advanced Search Target Options

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)

Hide Presentations from 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.

Lock Presentation uploads in Portal

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.

Recalculate Times Button for Session Roles

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.

Navigating cAdmin Introduction

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.

Adv. Search for Campaigns: Comma-separated values

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.

Advanced Search: Comma-separated values

M4A Files in Presentation Uploads

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.

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

Presentation Management Break Slides

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.

Advanced Search

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”.

Calendar View Sponsorship Setup

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.”

Starter Reports for 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.

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.

Add Chatroom Roles in details pages

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

Extra Data Fields Bulk Actions

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.

Email Campaign Formatting

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.

Caching Server Setup v1.9

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.

Caching Server Setup v1.9 Download

Advanced Search updates

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.

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.

Bulk Assign Chatrooms for Booth and Networking Lounge Dashboards

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 networking lounges

Session Editor Roles

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.

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.

Bulk Data Changes (beta)

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.

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).

A/V Operation Roles

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 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

Session Organizer

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.

Download, Edit, and Upload Profile Picture

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.

Video cutting tool

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.

Media Content Embargo functionality within a Session & Presentation independent of Abstract Embargo

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.

Media items in Report Builder

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

Copy Session Roles to Clipboard

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.

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.

Media Item Best Practices

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).

ePosters

Presentation files

Additional files

Edit session types

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.”

Change activity details

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.

Collection templates used for this session type

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.

Media control and automation for session type details

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.

Color-Coded Session Scheduler

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.

Create Media Types & Templates

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.

Guidelines for presentation collection

cAttendee presentation	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

Media Source 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.

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

None: If set to None, the default will be Webcast

Presentation Details Display Fields

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.

Report Builder Cards

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.

Admin Set up Speaker Ready Room (SRR)

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.

QR Code & Short Token Login for Speaker Ready Room (SRR)

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.)

Manage Session Types & Templates

View the video to learn how session types, presentations, templates, and media items work together.

Upload Presentation files

View the video to learn how to upload presentation files in cAdmin.

Create Session Types

Session types are configured by the client. For example, Plenary Session, Symposia, Oral Session, Poster Session, Workshop, Lunch, etc.

Preview Presentations

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.

Basic cAttendee theming

Use these color, image, and text configurations to set up the association’s website for the meeting.

Set Media Review Status

Presentation reviewers can set the Media review status throughout the presentation process.

Account Photo Report

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.

PS This same report can be run for Biography.

Create Media Types & Templates

Analyze 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.

Cards Introduction

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.

Create a Chatroom

Create a chatroom and assign the chatroom to specific presentations, sessions, or booths in Virtual meetings.

After creating a chatroom:
1. Select all the chatrooms on the homepage
2. Select “Generate Room” (chatrooms will not update if this step is skipped)

Export Data

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.

Bulk Selection (Select All/Clear All)

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.

Create Unsolicited Submission

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.

Change Session Type

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.

Add to Campaign via Presentation ID numbers

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.”

Add All Session Presenters to a Campaign

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.”

Add to Campaign via Control Numbers

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.”

Clone Session

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.

Access Participation Portal to “Shadow” User

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.

Edit Author Information

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.

Set Default Time for Session Types

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.

Search with PubMed Connections

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.

Search with PubMed Connections

Search by Chart Parts

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.

Email via System Account

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.

Search with PubMed Connections

Email via Personal Account

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

Email via System Account

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.

Add New Campaign

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.

Unassign Sessioner Assignment

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.

Invite to a 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.

Invite to a 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.

Invite Reviewer

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).

Email from System Account

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.

Search: Simple, Advanced

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.

Assign to Another Reviewer

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.

Unassign Reviewer Assignment

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.

Add/Delete Session Location

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).

Resize Column Width

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).

Edit Notification Email

Click on notification template to edit. On the next screen, click “Email template” icon/text towards the top right side of the screen. From there, all the email fields can be edited. Once edits are made, click “Save.” Changes will be updated and screen will then show all individuals who have previously received that notification.

Preview Notification Landing Page

On the Campaign Recipients page, scroll down to view all recipients. From the list of recipients, hover mouse pointer over the “Actions” column and click paper icon to “Go to Landing Page.” The recipient’s landing page will open in a new tab. When done reviewing, close tab to be taken back to Campaign Recipients page.

Preview Notification Email

The campaign recipients page lists all the individuals who received that particular notification email. Click on the “Preview Email” icon in the actions column of any individual. The notification email they received will then appear in a new screen. Review message, then click “X” in top right corner to close.

Export List

Click on a notification campaign. The next screen will show all individuals who received that notification. To export list to excel, select names of individuals and click “export” icon.

Remove/Un-assign Notification

Click on the name of the notification campaign in which 1 or more people need to be removed. Select from the list of recipients and then click the ellipses to “Change Status.” Select “Remove/Unassign.”

Expire Notification

Click on a specific campaign and then select the individual(s) whose notification deadline needs to be expired. Click on the ellipsis to “Change Status” and select “Expire Now.” Click “Confirm” to complete the notification expiration.

Email via System Account

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.

Edit Campaigns

Find campaign to edit and click pencil icon under the “Actions” column to “Edit campaign.” On the next screen, click “Email Template” icon to make changes to the template. Changes to the text, merge fields, etc. can be made here. Click “Save” after editing to save any changes made.

Hide/Show, Move Columns

Click on Actions gear to see list of column options. To hide/show a column, click on column name to remove/add highlight. To move a column, click on column name and drag and drop in preferred position.

Hide/Show, Change Charts

Click on the gear icon to “Show/Hide Charts.” The available charts will appear in a drop down. The highlighted charts are the ones currently displayed in dashboard. Click on a highlighted chart(s) to “hide” and close drop down box. Dashboard will automatically update to reflect changes made.

Change Order of Session Roles

Click on the session title. Scroll down to “Session Roles” section. To change the order, click on the 3 dots (to the left of the title associated with the role to be moved) and drag and drop role into new slot. The new order is automatically saved after the role is dropped in new slot.

Hide/Show Details

Edit Sessions

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.

Export Lists

Click names to build list of individual records to export to excel and then click “Export” icon (Can also do a search to find specific criteria, if needed). Exported list will then appear at the bottom of the screen saved as a csv file.

Add Sessions

View the GIF below to learn how to add sessions.

Pin, Filter Search Results

When searching people/records, you can “pin” one or more search results to save it as you continue to search. Click on the person/record and click the pin icon to “pin” that record. To “un-pin,” simply click the pin icon again (and be sure to also remove any other filters in place when done searching).

Search by Chart Parts

Search: Simple, Advanced

To find a session by Session Title, 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.

Hide/Show, Move Columns

Hide/Show Statistics

Click on the line items icon on the far right of the screen to switch from chart view to statistics view. The dashboard will now switch to statistics view. To hide statistics, click on the charts icon.

Hide/Show, Change Charts

Move Location

Click the checkbox next to the session(s) to move and then click on the “Move Location” icon. Select the new room location for the session(s) and click “Preview.” Follow the prompts to confirm selection. Session details page will automatically be updated to reflect new location for this session(s).

Assign to 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.

Invite to Session Role

Click checkbox to select reviewer(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.

Export Lists

Click names to build list of individual records to export to excel and then click “Export” icon (Can also do a search to find reviewers using specific criteria, if needed). Exported list will then appear at the bottom of the screen saved as a csv file.

Pin, Filter Search Results

Search: Simple, Advanced

To find Reviewers by Reviewer 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.

Hide/Show, Move Columns

Hide/Show Statistics

Hide/Show, Change Charts

Email via System Account

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.

Email via Notification Campaign

Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Campaign.” Choose a campaign and assign.

Add Keywords

Testing about.

On the submission details page, scroll down to the “Keyword(s)” data field and click “Add/Edit Keywords(s).” From there, you can edit/add up to 5 keywords from a drop down list. Click the “Save Changes” button when finished.

Add Topics

Edit Details

Click on name of submission to edit. On the next screen, click on “Add/Edit” link for each section (TRACK, TOPIC, PRESENTATION PREFERENCE, etc.) to edit that information. Click the “Save” icon in the top right corner of each screen to save changes.

Hide/Show Details

Click on a submission. On the top right side of each data section, click the caret-down icon (˅) to hide the details of that section. When details are hidden, the icon will then point to the left. To show details again, click ˂ icon to expand that section.

Export Submission Lists

Use search box to find individuals, if necessary. Click to select name(s) then click “Export” icon. Click Okay, and select the downloaded file.

Pin, Filter Search Results

Search by Chart Parts

Search: Simple, Advanced

To find submissions by Control #, 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.

Hide/Show, Move Columns

Hide/Show, Change Charts

Hide/Show Statistics

Email Authors via System Account

Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “System Email.” Write and send email.

Email Authors via Notification Campaign

Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Campaign.” Choose a campaign and assign.

Assign Submissions to Reviewers

Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Reviewer.” Choose a role or activity and assign the Reviewer.

1. Assigning Submissions to Reviewers

Before the review process can begin, you’ll need to assign submissions to specific reviewers in cAdmin. Follow these steps to ensure that each submission is reviewed by the appropriate individuals.

Steps to Assign Submissions:

1. Navigate to the Submissions Dashboard in cAdmin.
2. Clear any pre-selected boxes before proceeding. Then, select the submission(s) you want to assign by checking the box(es) on the left. You can either bulk Select All submissions or choose them individually.

3. Assign Reviewers:
• Click Assign to… REVIEWER. Filter by name, control number, category, or activity. Select the individual(s) best suited to evaluate the submission.
• You may assign one or more reviewers to each submission depending on the review requirements.
4. Confirm Assignment: Once the submissions have been assigned, click “Save” to finalize the assignment.

After assigning submissions, these will appear on the cAdmin Reviewers dashboard, allowing them to access and start the review process. It’s important to ensure that the correct reviewer is assigned based on their expertise or the type of submission (e.g., oral presentation, manuscript, video, etc.).

2. Overview of Submission Assignments

As an administrator, to ensure everything is set up correctly, you can shadow your own or other reviewers’ work to confirm that the submissions assigned in cAdmin are reflected in the Portal.

• Navigate to the Reviewer’s Dashboard to check the assigned submissions. Click the action Access to… -> Portal to verify the changes.

3. Working with the Reviewers Dashboard

The Reviewers dashboard is an essential tool for tracking the progress of submission reviews. It works in tandem with the Submission’s Dashboard, where submission records and controls are displayed.

• Submission dashboard: Displays all submissions and details.
• Reviewers dashboard: Displays all reviewer types, grouping similar reviewer controls (e.g., manuscript reviewers, video reviewers, oral poster reviewers).

To view submissions assigned to your reviewers:
1. Use the search feature to find the name or filter by relevant fields.
2. Review the list of assigned submissions. Optionally export this list to share with staff externally.

Columns in the Reviewers dashboard will show:
• Number of submissions assigned
• Percentage of submissions scored
• Progress of each submission review

4. Generating Reports

To export data for yourself or to share with others, the Reviewers dashboard allows you to generate a CSV report. This report can be customized and sorted to suit your needs.

Steps to Export Reviewer Data:

1. Search for reviewer data using filters or search by name.
2. Export: Click the export option in the dashboard. A .csv file will be generated, which can be opened in Excel.
3. GDPR Considerations: Before exporting, you’ll be reminded of any GDPR-sensitive data, such as email addresses and phone numbers, that may be included.

This exported data can be shared with staff who may not have access to cAdmin but still need to review the submission progress in real-time.

5. Unassigning Submissions

If any submissions were incorrectly assigned, you can easily unassign them in the Submissions dashboard.
1. Select Submissions: Use the checkboxes to select one or multiple submissions you need to unassign.
2. Unassign: Click Unassign, select the reviewer(s) and click Preview and Continue.

For example, if a reviewer specializes in one area (e.g., brain research) but was mistakenly assigned submissions from another area (e.g., heart research), you can unassign those submissions and reassign them to the correct reviewer.

Assign to 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.

Invite as Reviewer

Click on an individual. In person details page, click on “Invite” icon and select “Reviewer.” Select applicable role, topic and notification campaign to send, then click “Preview.” Any potential conflicts will be displayed. Click “Continue” to complete assignment (or “go back” if conflict exempts this person).

Email via System Account

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.

Invite Reviewers

Invite Roles for Sessions

Use search box to find individuals, if necessary. Click to select name(s) then click “Invite” icon and select “Session Role.” Choose a Session Role and assign.

Invite Session Organizers

Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Organizer.” Choose a role or activity and assign the session organizer.

Pin, Filter Search Results

Hide/Show, Move Columns

Click on “Actions” gear to see list of column options. To “hide” a column, click on the column name to remove highlight. To “show” a column, click column name to highlight. To MOVE a column, click on the name of the column, then drag and drop in the preferred position.

Hide/Show Charts

Click on gear icon to “Show/Hide Charts.” The available charts will appear in a drop down. Click highlighted chart name to “hide.” Dashboard will automatically update with your selections. To “show” chart, click on name of chart again to highlight.

Email from System Account

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.

Search: Simple, Advanced

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.

Export list to Excel

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.