Category: Meeting Agenda

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”.

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:

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)

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.

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)