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Functions related to the Administrative People Dashboard
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:
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.
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.
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.
Administrators can view and edit a presentation to roles other than the presenter. Like a presenter, permitted roles can access the presentation through the Portal to check for quality control. Another level of edit permission enables them to make changes to the presentation as well.
Administrators can view and edit a presentation to roles other than the presenter. Like a presenter, permitted roles can access the presentation through the Portal to check for quality control. Another level of edit permission enables them to make changes to the presentation as well. This functionality has been commonly requested by on-site presentation management customers and is beginning to be requested by customers organizing hybrid and virtual meetings as a tactic to reduce the cost of external A/V labor.
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.
• New Import feature allows users to do a bulk import of new meeting people. The import tool includes a “Conflict Check” to ensure duplicate accounts aren’t created.
On the People Dashboard, this new Import feature allows clients (who are not using an AMS to manage their data) to do a bulk import of new people accounts. The import can be done using your existing Excel or CSV file that contains the information for the people to be imported. Or, you can download our CSV template to paste your data in (and then import). This import feature will do a “Conflict Check” of the CTI database to ensure that duplicate accounts are not created during the import. You will have the option of downloading the list of “Conflicts” after the import.
• This gives admin users the option to update past meeting participation for the individuals of their choosing, either in bulk or individually.
On the People Dashboard, we’ve added a new bulk action icon that will allow you to update the past meeting participation information for the individuals you select. This can be done in bulk on the People Dashboard, or individually by clicking on the “Update Participation Info” on the top right corner of the Person Details page. This will pull past meeting participation data as far back as the data exists for your association in cOASIS. Using this new feature updates the past meeting participation for ALL of your cOASIS meetings, thus there is no need to run it for each individual meeting.
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.
The Single Sign-On (SSO) identification code, generated by a society’s membership database, enables members to use the same login and password to enter member-related systems.
Past meetings where the individual participated as a Reviewer.
Past meetings where the individual registered to attend.
Itinerary activity at previous meetings.
These are derived from people’s previous participation (e.g. categories and keywords for their Submissions, abstracts they reviewed, or Sessions they moderated), and can help in recruiting them for other roles.
Past meetings where the individual participated in invited roles (e.g. Speaker, Chair)
Roles in upcoming meeting.
Client’s customized set of past meeting activities to flag them as candidates for future roles.
Find links in the How-to’s below to explore self-service options through our Trainual courses.
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
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).
Click checkbox next to name of individual(s). Click “Invite” icon and select “Reviewer.” Select role and campaign (if necessary) and click “Preview.” Any potential conflicts will appear. If OK to assign, click “Continue” to complete (or “Go Back” to select another reviewer).
Use search box to find individuals, if necessary. Click to select name(s) then click “Invite” icon and select “Session Role.” Choose a Session Role and assign.
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.
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.
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).
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.
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.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Send communication via SYSTEM EMAIL.” Complete email and click to send.
Use Search Box to search for an individual, email address or country. Input keywords and click magnifying glass. Toggle the “Advance Search” button to “On” for an advanced search to refine search criteria using specific criteria. Type in search terms and hit “Enter.”
The simple search box for the People dashboard will return results for:
– Salutation
– FirstName
– MiddleName
– ThirdName
– FourthName
– LastName
– Degree
– Institution
– Phone
– Email
– City
– Country
– Gender
– CareerStage
– MemberType
– SSOID
– AccountKey
For example, “Smith” results in any field containing Smith, like FirstName, Email, LastName, City, Institution, etc.
To narrow the simple search above, toggle the “Advance Search” button to “ON” to refine the search criteria. Use the “target” icon shown below for tips on how to type in the search criteria for each text field:
For example, use quotes around “Smith” for the last name to match exactly (instead of results like Adam-Smith). Click the Filter set “x” to clear results.
Click names to select individual records to export to excel and then click “Export” icon. Exported list will then appear at the bottom of the screen saved as an Excel document.
