In cAdmin, nearly every record contains some variation of a “Date” field—whether it’s for collection start/end dates, session dates, creation and edit dates, meeting start/end dates, OnDemand dates, campaign expiration dates, or login dates. To simplify this, we’ve standardized all date and time formats as part of the August release.
In cAdmin, nearly every record contains some variation of a “Date” field—whether it’s for collection start/end dates, session dates, creation and edit dates, meeting start/end dates, OnDemand dates, campaign expiration dates, or login dates. To simplify this, we’ve standardized all date and time formats as part of the August release. The agreed-upon formats are as follows:
• Date – Mmm DD, YYYY • Datetime – Mmm DD, YYYY, HH:mm AMPM • Time – HH:mm AMPM
This update ensures consistency across all fields, helping to eliminate confusion when reviewing your data.
While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the Speaker Ready Room (SRR), enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations.
When importing new meeting data from an external source for Presentation Management or Virtual Meeting applications, time can be saved by importing the Sessions, especially for large meetings.
When importing NEW meeting data from an external source for Presentation Management or Virtual Meeting applications, time can be saved by importing the Sessions, especially for large meetings.
Please note that .CSV files with commas do not import correctly; therefore, Excel .XLS or .XLSX files are the preferred file format. Error checking and rules are applied to ensure that session data will be clean.
Administrators must follow these steps: 1. Click +Import. 2. Download the XLS (preferred) or CSVtemplate to view possible column fields to be added.
Minimum Import Requirements
1. You must at least fill in the “Title” and “Type” (Session Type)columns. 2. Session types must exist in the Session Types within cAdmin.
Other requirements for fields that are not required
XLSX: Dates and times must be in the following format: – Date: YYYY-MM-DD – Time: HH:MM:SS (AM or PM) – Duration: MM
– Session Dates MUST be in the meeting date range, or they will not import. – Location MUST exist in the Location/channel settings meeting data. – Do NOT use tabs: Any tabs in the file will shift cells around because it is a tab-delimited file. – SED fields: List items must exist before import, or the session will not import. – To ensure consistency, each numbered cell should be in “Text” format before importing.
Steps to Import the Excel File
1. Click “Browse” and choose the file to import from your local drive.
2. Verify that the Import Field Name matches the cOASIS Field Name. The checkboxes should autofill for columns with inputted information. Only checked boxes will be imported. If names do not match, optionally select the correct cOASIS Field Name to match, then click “VERIFY DATA.”
3. Click “CONFIRM.”
4. The following screen should confirm the number of files that were successfully imported. If you encounter any errors in the bottom two rows, click the “Conflicts” report and verify the formatting.
5. Use the Advanced search feature to search by the Title, Session type, or another field you imported in order to find the session:
Administrators can efficiently update existing session data on the Sessions dashboard by following a specific set of steps for seamless data management. These steps ensure that session information is kept up-to-date and accurate.
To efficiently UPDATE EXISTING session data on the Sessions dashboard, administrators must follow these steps:
1. Ensure that you have cleared any previously selected sessions by selecting “Clear all” under the three dots. Use the Advanced search to filter sessions, and choose individual sessions by selecting their checkboxes or utilize the “Select all” option by clicking the three dots.
2. Click on “Export” and then click “SESSION DATA“
3. The Key, Id, and Title are mandatory fields to export. You can also choose additional fields for updates by selecting their checkboxes (Type, Date, etc.).
4. Click “NEXT,” then “Close,” and open the downloaded file on your computer.
5. Open the file, but DO NOT modify the “Key” or “Id” fields. CTI’s system originally auto-generated these two fields to correctly identify the session. Also, please ensure that you save the file as an Excel XLSX file, as CSV file types may not always work, especially when dealing with commas. Make sure to adhere to the following formats before re-uploading: Date: YYYY-MM-DD Time: HH:MM:SS (AM or PM) Duration: MM
– Session Dates MUST be in the meeting date range, or it will not import (and will not show any validation error). – Session type – must exist in the Session Types within cAdmin. – Location MUST already exist in the Location/channel settings. – Do NOT use tabs – any tabs in the file will shift cells around because it is a tab-delimited file. – SED fields – list items must exist before import, or the session does not import. – To ensure consistency, each numbered cell should be in “Text” format before importing.
6. Once you have finished the updates, save the file as an Excel XLSX file, navigate to the Sessions dashboard, and click “Update.” Next, click “Browse.”
7. Select the Excel file and click “Open.”
8. Verify the Import Field Name matches the cOASIS Field Name, and then click “VERIFY DATA.”
9. Click “CONFIRM.”
10. The following screen should confirm the number of files that were successfully imported. If you encounter any errors in the bottom two rows, click the “Conflicts” report and verify the formatting.
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.
The following are the defined Session Role Status options:
Undefined: This status is set by the client to remove controls from module inclusion or display. Invited: The client designates this status before sending campaigns to ‘invite’ a presenter. It is typically used prior to the presenter ‘confirming’ their role. Primary: This is the default status when a presentation is created. Confirmed: This status indicates that the presenter has confirmed their participation in the meeting for this presentation. Alternate: Clients or end users can assign this status to alternates as backups for primary presentations (chairs/presenters). Non-Responsive: This status is used when an end user is not responding to communications regarding the confirmation of their presentation. Unable to Attend: This status is used to indicate that someone is unable to physically attend the meeting. It can also be used to set a ‘cover slide’ in cAttendee for presentations that are not uploaded. Declined: This status is applied when a presenter declines to participate in the meeting.
These Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.
It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).
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
Pre-test and Post-test Forms feature a question builder that administrative users will find under the cAdmin navigation item called “Forms > Pre/Post test forms”. The Forms dashboard allows administrators to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions. The new feature allows pre-test and post-test forms to be used for sessions in cAttendee and PP8. Attendees attending a meeting will be able to take pre-tests and post-tests based on configured availability date/times (e.g., before a session) and configured registration limits (e.g., registration codes, ticketed sessions).
Pre-test and Post-test Forms feature a question builder that administrative users will find under the cAdmin navigation item called “Forms > Pre/Post test forms”. The Forms dashboard allows administrators to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions.
The new feature allows pre-test and post-test forms to be used for sessions in cAttendee and PP8 (Program Planner). Attendees attending a meeting will be able to take pre-tests and post-tests based on configured availability date/times (e.g., before a session) and configured registration limits (e.g., registration codes, ticketed sessions). These forms are fully customizable by administrators as well as reporting.
To create a pre-test form: 1. Go to Forms -> Pre/Post test forms 2. Click “Add form” and select “Session pre test” 3. The “Name” is the internal name (e.g., Session 199 Pre-test). The “Display Name” is the name attendees will see (e.g., Pre-test). Click “Add” 4. Find the pre-test Name, and on the right under “Actions,” click “Edit form” to create the pre-test. Use the How-to’s on the left side of the page to help set up the questions and formatting 5. Go to the Sessions dashboard 6. Select the session details you’d like to add a pre-test 7. Select “Add Form” under Pre-test forms – Select the Form Name – Optionally add Reg Code(s), so only those attendees with the Reg Code(s) see the form with no spaces separated by commas (e.g., NURSE,888,111) – Select an Open date either with a preset or a “Custom time” for when an attendee is allowed to take the pre-test – Select a Close date either with preset or a “Custom time” for when the pre-test will become unavailable
8. When the form is complete, we want to check the two flags “Ready” and “Is Public” to activate the test by clicking the “Edit” action. Make sure the test is completely set up correctly before checking the flags, as once it is public, it will negatively affect the results. To edit the pre-test again, click the “Edit” icon and unselect the two boxes
Creating a post-test form is similar to a pre-test form with an optional pre-test dependency mentioned in step 4: 1. Go to Forms -> Pre/Post test forms 2. Click “Add form” and select “Session post test” 3. The “Name” is the internal name (e.g., Session 199 Post-test). The “Display Name” is the name attendees will see (e.g., Post-test) 4. Select a “Dependent form” if you would like the attendee to either: – Successfully take a pre-test before taking the post-test – Complete a numeric score above a certain number (e.g., Value = 7) before taking the post-test. For example, there are 10 questions. If an administrator sets the “Value” number at 7, it means the attendee must score an 8 or higher on the pre-test in order to take the post-test – Complete a numeric score below a certain number before taking the post-test. With the example above, the attendee must score a 6 or lower in order to take the post-test. 5. Find the post-test Name, and on the right under “Actions,” click “Edit form” to create the post-test. Use the How-to’s on the left side of the page to help set up the questions and formatting 6. Go to the Sessions dashboard 7. Select a session details 8. Select “Add Form” under Post-test forms – Select the Form Name – Optionally add Reg Code(s), so only those attendees with the Reg Code(s) see the form with no spaces separated by commas (e.g., NURSE,888,111) – Select an Open date either with a preset or a “Custom time” for when an attendee is allowed to take the post-test – Select a Close date either with preset or a “Custom time” for when the post-test will become unavailable
9. When the form is complete, we want to check the two flags “Ready” and “Is Public” to activate the test by clicking the “Edit” action. Make sure the test is completely set up correctly before checking the flags, as once it is public, it will negatively affect the results. To edit the post-test again, click the “Edit” icon and unselect the two boxes
We can now generate streaming keys by meeting location instead of every session to reduce the number of keys an administrator needs to manage. Generating streaming keys by meeting location instead of every session will save administrators time and costs. Location-based streaming keys are generated by using the bulk actions on the Location dashboard.
We can now generate streaming keys by meeting location instead of every session to reduce the number of keys an administrator needs to manage. Generating streaming keys by meeting location instead of every session will save administrators time and costs. Location-based streaming keys are generated by using the bulk actions on the Location dashboard.
Before we start, there needs to be a streaming vendor set up in Settings > Vendors. 1. Go to Settings > Meeting set-up > Locations/channels. 2. Select locations with the checkboxes in the leftmost column. 3. Click the “Integrate” icon on the upper right to request streaming key setup. 4. Select “Request Vimeo Streaming Keys,” then Continue.
You’ll see the following message: “This action will request a new streaming key for all selected Locations. This will over-write the streaming setup information for Locations that already have one assigned. Please click Confirm to proceed or click Cancel.”
Please note: 1. The process will complete asynchronously and update the streaming key field based on the number of locations selected. The user does not need to wait on this page. A future version will notify the user once the process completes. 2. Anyone with the corresponding streaming key/link can access streams for that location.
The same above process is also available for sessions in the Session dashboard. This will update the streaming key field to be used by session.
An administrator can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation. Checking flags includes the activity and session role status in the presenter time calculations in Session details.
An administrator can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation under: 1. cAdmin > Sessions 2. Session types 3. Session type details (Time calculation is at the bottom).
Checking flags includes the activity and session role status in the presenter time calculations in Session details. Leaving flags unchecked means the session role times will be “display only” – allowing you to set times for those session roles manually (e.g., Chair, Moderator) that will not affect the calculated presentation times.
Start and End Times outside of the Session Start/End Time will turn red (image above), alerting the administrator of an issue. To correct the problem, either manually change the Start/End time by clicking and changing or, if the administrator sets up the Time calculations explained above, selecting “Recalculate Start/End Times.”
Administrators can control which presentations appear on the Portal, where presenters and co-authors can upload, edit, and preview their content.
Administrators can control which presentations appear on the Portal, where presenters and co-authors can upload, edit, and preview their content. Administrators control the Portal presentation content under: 1. cAdmin > Settings 2. Workflow Applications 3. cPortal 4. Presentation
An administrator can hide the presentation tab altogether in the Portal by switching the “Show presentation tab” to OFF. An administrator can also allow co-authors to upload, edit, and preview presentations in Portal by selecting “Co-authors can add/edit media items” to ON.
Activity types are vertical (e.g., Abstract, Chair, Convener), and Session types are horizontal (e.g., ePosters, Lunch, Oral Session). Selecting the flag blue corresponds to the matrix of activity type and session type presentations to be made visible on the Portal. Presentations will not be visible on Portal if the activity and session type flag is not selected. An administrator can save time by selecting all or deselecting all the flags in a row under Actions at the end of the row.
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:
We have added advanced search functionality to support target option lists. Any field with a target in advanced search will indicate which search options are available.
We have added advanced search functionality to support target option lists. Any field with a target in advanced search will indicate which search options are available. Target options available are: y (matches strings containing) “y” (matches y exactly) >y (matches numbers equal to and higher than y) <y (matches numbers equal to or lower than y) x,y,z (matches x or y or z, no spaces between) x-y (matches numbers equal to and between x or y)
There are certain periods of the workflow, especially early in the session building process when session organization is fluid – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. The ability to control automatic session recalculation addresses these use cases.
There are certain periods of the workflow, especially early in the session building process when session organization is fluid – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. The ability to control automatic session recalculation addresses these use cases.
A second feature gives administrative users a session-by-session override of that master switch, a “Recalculate Start/End Times” function for Session Roles. Visible as a new button in the Session Roles area of the Session Details page. This function will recalculate session role start and end times based on the session’s start time, the roles’ order, and the duration assigned to each role – and will do so even if the meeting-level master switch is off.
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.
If set to ON, an attendee can watch the session whenever it is not embargoed and will change the session result card to state “On Demand” rather than a time/date
An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin (in meeting time zone set in Settings > Meeting Info & Setup)
Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card (in meeting time zone set in Settings > Meeting Info & Setup)
An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin (in meeting time zone set in Settings > Meeting Info & Setup)
Click on an individual session to see the session details. On the details page, click on the session type in the left navigation bar. In the “Edit” pop-up screen, use the drop-down for Session Type to change the Session type for this specific session.
• Option to change the Session type from the Session Details page.
On the Session Details page, administrative users will now have the option to change the session type for a specific session. By clicking on the session title (in the left navigation bar on the Session Details page), users can now quickly make this change for individual sessions.
• Added functionality to Clone and Delete Sessions on the Session Details page.
On the Sessions Dashboard and Session Details page, we’ve added the ability to delete a session. When deleting a session, all assigned session roles will be removed and session will not be available for session scheduler and exports. On the Session Details page, we’ve also added the option to clone a session. This will create a duplicate session (with a new Session ID number), copying over the standard fields and any session extra fields created. Cloning a session DOES NOT currently copy over any assigned session roles.
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.”
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.
Click on the gear icon (to the right of the “Actions column below) to see all column options. Click on the “# of Controls” column to highlight/make it visible on your dashboard. This column helps you quickly see how many presentations/submissions have been scheduled for that session.
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.
To add/delete a session location, hover over “Sessions” section of toolbar to see drop down options. Click “Locations.” To add a location, enter the location/room info, capacity and click “Add Location” button. To delete, scroll down to see list of locations and click on the orange trash can icon (in the Actions column).
Find session to edit and click pencil icon in the actions column to edit session. In the top right corner, you can select “Simple” (to edit a single field at a time) or “Form” (helpful when editing multiple fields). Make changes and click anywhere outside of the data field to save changes.
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.
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.
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).
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.
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.
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.
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.
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.
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.
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).
Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon. Choose a role or activity and assign the session organizer.
Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon. Choose a role or activity and assign the session organizer.
Use the search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Session.” Choose a session and an initial role status. Choose a program status and assign to the session.
Use the search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Session.” Choose a session and an initial role status. Choose a program status and assign to the session.
