User Guide - Manage Speakers

User Guide > Organisers > Manage speakers
  • helpHow to email speakers?

    • Select Email Speakers from the Admin menu
    • You can chose which category of speakers to send from the options below
    • Fill in the Subject and Message sections and click on
  • helpHow to add a speaker?

    • Select Add Invited Speaker from the Admin menu
    • On Add Invited Speaker page fill the details and click on to save speaker's information.
  • helpHow to add a talk?

    • Select Add Invited Submission from the Admin menu
    • On Add Invited Submission page fill the details and click on to save the proposal.
    • Note:
      1. You can also click on and fill the remaining details later on.
      2. Invited talks will have a Accepted Status by default.
  • helpHow to get speakers' travel information?

    Once a proposal is accepted, an email is sent to the speaker requesting travel information. This feature is available only for conferences which have opted for registration on ConfEngine platform.

    • To view speakers' travel info click on Admin menu and select Speaker's Travel Info
    • The All Speakers page shows important travel information for the conference speakers.
      e.g.
      • Visa Status
      • Flight Number
      • Departure Time
      • Arrival Time
      • Hotel Start and End date
        etc...
  • helpWhat are Speaker Tasks?

    • Speaker tasks help speakers track and manage various conference related activities.
      For example, "Apply for Visa".
    • Speaker tasks have states viz. new, in progress, submitted and completed. Organisers can track speaker's progress and offer assistance, if required.
    • Automated email reminder to the speakers are sent before the due date of a task.
  • helpWhat are Speaker Tasks?

    • Organisers can define task templates for tasks common for multiple speakers (instead of defining individual speaker tasks).
    • Tasks are created from the template and assigned to a speaker when their proposal is "Final accepted".
    • The templates can include a condition i.e. a speaker task is created only if the condition is satisfied.
      E.g.
    • Tasks are linked with the template from which they are created, any changes to the template will propogate to the task.
  • helpHow to Create a Speaker Task?

    • Select Manage Speakers from the Admin menu
  • helpHow to Edit a Speaker Task?

    • Select Manage Speakers from the Admin menu
    • All the speaker task templates will be shown in tabular format.
    • Click edit of the task template you would like to edit.
    • Update details and click
  • helpHow to Delete a Speaker Task?

    • Select Manage Speakers from the Admin menu
    • All the speaker tasks will be shown in tabular format.
    • Click on delete - an alert confirming the delete operation will popup.
    • Click on to confirm deletion of the speaker task template.
  • helpIf new speakers are added, then how to generate their tasks?

    • Select Manage Speakers from the Admin menu
    • Click on autorenew
    • This will create any missing tasks for all your speakers.

    Note: Not all task creation can be rerun. Only the tasks where a new speakers are found can be rerun.

  • helpHow to track Speaker Tasks?

    • Select Manage Speakers from the Admin menu
    • The page has 2 tabs
      • Manage Tasks
      • Task Status
    • Select Task Status tab. All Speaker tasks with their current status will be visible.
  • helpHow to update a task status?

    • Program Chairs can mark a speaker task as in progress or completed. To update a speaker's task status, follow the below steps.
    • Select Manage Speakers from the Admin menu
    • The page has 2 tabs
      • Manage Tasks
      • Task Status
    • Select Task Status tab.
    • Filter by the specific speaker's name.
    • To mark a task as in progress, task should be in new status. On click of button, the task will be marked as in progress.
    • To mark a task as completed, task should be in in progress status. On click of button, the task will be marked as completed.
  • helpHow to Filter speaker tasks?

    • Speaker tasks can be filtered based on their status, due date, assignees, task names.
    • To filter based on
      - task status, type Status
      - due date, type Due Date
      - assignee name, type Assignee name
      - task name, type task name
      in the search box.
    • This will show the available filtering options, selecting them would filter the tasks.
  • helpWhat is speaker status under decisions tab?

    • Once a proposal is final accepted, an email is sent to accept or reject to present at the conference.
    • If a speaker accepts then Accept is displayed on their speaker status field.
    • If a speaker rejects then Reject is displayed on their speaker status field.
    • If a speaker is yet to decide then their status is shown Pending
    • Note: Speaker status field will be empty if the proposal is not final accepted.
  • helpHow to resend confirmation mail to accepted speakers, who have not confirmed?

    • Select Submission Dashboard from the Admin menu
    • Click on the Decisions tab.
  • helpHow to export all/accepted speaker info?

    • Select Submission Dashboard from the Admin menu
    • Select the Decisions tab.
    • To export only accepted speakers' info, make sure to check Only Accepted Proposals check box
      else let it be unchecked.
    • Click on Export Speakers to CSV to request for the Speakers CSV.
    • After generating the Speaker CSV, you can download it by clicking file_download Download