Invite & Manage Event Team Members

Understanding Users vs. Contacts

Users are team members within your organization who need to access data within Sessionboard, evaluate sessions, set up forms, request files, etc. Typical users include speaker managers, evaluators, administrative assistants, etc.

Other types of people and groups, such as speakers, sponsors, and exhibitors are contacts. These contacts can be created from a session submission form, intake form (exhibitors and sponsors only), or by creating them manually as contacts within your event. 

Below, you will be able to:

• Understanding the difference between each default role available to you.
• Create and manage custom permissions
• Invite users to your event team

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Default Roles

To view what each permission profile has access to, navigate to the Permission page and select the role type on the left-hand side of your screen.

Sessions

Session Submission Forms

Session Settings

People

Speakers

Sponsors

Evaluation Plans

Agenda

Embeds

Reports

Portal

Portal Tasks

Emails/SMS

History

Content

Applications

Event Settings

Custom Roles

Create A Custom Role

Delete Custom Roles

Note: ONLY custom profiles can be deleted.

1. Hover over the custom profile you would like to delete and select the three vertical dots to the right of the profile name to display the Delete option.
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2. Within the pop-up window, select an existing profile (either custom or default) to assign to users who have the user type that you are deleting.
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3. Once complete, select the orange Delete button.

Duplicate Roles

Note: Default & custom profiles can be duplicated

Hover over the profile you would like to delete and select the three vertical dots to the right of the profile name to display the Duplicate option.

 

Any profiles that you duplicate will appear as a new custom profile.

Edit Custom Roles

Note: ONLY custom profiles can be edited

Hover over the custom profile you would like to delete and select the three vertical dots to the right of the profile name to display the Edit option.

Within the pop-up window, users will be able to edit the profile name as well as add a permission description.

Inviting Team Members

1. Within your event, select the 'Event Team' module in the bottom left-hand navigation panel.

2. Click "Add user" from the center panel.

   1. Users can also be created by importing.

      

3. Provide the following details for the team member you wish to invite to your event:

   1. Email

   2. First Name

   3. Last Name

   4. What type of user is this?

   5. Tags

      1. Tags can be assigned to specific users and leveraged when creating and assigning users to evaluation plans. Learn more on how to create an Evaluation Plan.

4. Select the Invite button to create the user and send them an invitation email (see sample email below).

   1. If the user is a Session Manager or Evaluator Session Manager, you will be instructed to select the Next button to assign them a filter.
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      Assigning a filter will restrict the sessions and speakers the team members will be able to see and manage.
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Subject line: [Sessionboard] Join the <Event Name> Team

From: no-reply@sessionboard.com

Clicking the button "Join your event team" allows new users to create a password and complete their user setup. The email address they received the invitation from is also their sign-in username.

Manage Existing Users

For an individual team member, an Admin complete the following actions:

• Edit: Change a user's name or permission type.

• Copy Invite URL: If a user still needs to create an account in Sessionbaord, copy the invite URL to share with them. This is unique per invited user.

• Resend Invite: If a user still needs to create an account in Sessionbaord, resend the invite email. This is a unique email invited user.

• Remove: Remove a user from the associated event.

• Unlock Account: Once an incorrect password is entered five times, a user's account will be locked. Using actions, admins may unlock an account and prompt an automatic email to be sent with a link to the user where they may reset their password.