The “speaker list” is a feature within the speaker module that provides event organisers with a comprehensive view containing information of all created or assigned speaker for a particular program. This information typically includes speaker names, contact details, affiliations, job titles, assigned program and any other relevant data. when organiser land first time on the speaker listing on the event center module, there will be no speakers in the list.

When organisers access the speaker list in the event management system, they will find a “Tool” drop down menu on the right side of the interface.This menu provides various options designed to facilitate the efficient management of speakers.The “Tool” drop down provides essential functionalities for managing speaker information effectively. Whether it’s creating new entries, assigning speakers to programs, exporting data for analysis, or importing bulk information, these tools are designed to enhance the efficiency and accuracy of speaker management tasks.These are the option available in the “Tool” drop down:

Quick create
Quick assign
Export
Import speakers

Here’s a detailed description of each option available in the “Tool” drop down:

Quick create

Description: This option allows organisers to swiftly add a new speaker to the system and assign them to a specific program in one go. This option is only used when speaker is not listed on the attendee list.

• Functionality:
  • Create speaker profile: Organisers can input details to create a new speaker entry. like  first name, last name, email etc.
  • Assign to program: During creation, they can select a program to which the speaker will be assigned.
  • Role update: The new speaker is automatically added to the attendee list, but their role is updated to “speaker” for the assigned program.
• Benefits: Streamlines the process of on boarding new speakers and ensures they are immediately linked to a program, saving time and reducing administrative tasks.

All created or assigned speaker will show in the speaker listing, here is the example how it look’s like:

On speaker listing, organiser gave the option to “search out” any specific speaker from the speaker list.

On the speaker list, each speaker has a separate menu offering three distinct options for managing them individually. Here’s a detailed description of each option available in the menu:

Edit
Show/hide registration site
Email profile

Edit

Description: Allows organisers to modify the details of a specific speaker.

• Functionality:
  • Access profile information: Opens a detailed view of the speaker’s profile, including all the information initially provided when the attendee was created.
  • Edit capabilities: Organisers can update various details such as contact information, biography, affiliations, or any other relevant data.
  • Save changes: Changes can be saved to update the speaker’s profile within the system.
• Benefits: Provides the flexibility to keep speaker information current and accurate, ensuring that all details are up-to-date for event planning and communication.

Show/hide on registration site

Description: Controls the visibility of the speaker’s profile on the event’s registration site.

• Functionality:
  • Show: When selected, the speaker’s profile will be visible to attendees on the registration site, allowing them to view information about the speaker.
  • Hide: When selected, the speaker’s profile will be hidden from the registration site, making it inaccessible to attendees.
• Benefits: Provides control over the public visibility of speakers, enabling organisers to manage which speakers are highlighted or kept private based on event needs or updates.

And if organiser want to hide the speaker from event site, just need to change the specific speaker from the menu.

Email profile

Description: Sends the speaker’s profile via email to the given mail on the speaker profile.

• Functionality:
  • Send to speaker: The profile is sent to the speaker’s own email address.
  • Send to others: Organisers can also send the profile to additional recipients by including their email addresses in the BCC (blind carbon copy) field.
  • Profile content: The email includes all relevant details of the speaker’s profile.
• Benefits: Facilitates easy sharing of the speaker’s profile with the speaker themselves or other stakeholders, which is useful for communication, confirmation, or record-keeping purposes.

After sending the email it will receive on the given mails, and it will look like this.

Quick assign

Description: This tool provides a fast way to assign existing speakers to programs without navigating through detailed program settings.

• Functionality:
  • Organiser can attach speaker to program from two way, here are the details given below.
  • Direct program menu assignment: Organisers can attach speakers to programs directly from the program menu, updating their role to “speaker” For more detail how to attach speaker to program from program menu click here
  • Drop down selection: Alternatively, organisers can use the quick assign tool to select a program and then choose the speaker from a drop down list, making assignments quickly and efficiently.
• Benefits: Enhances efficiency by simplifying the assignment process, allowing for quick updates to speaker roles and program associations.

Export

Description: The export option allows organisers to generate a file containing a detailed list of all speakers.

• Functionality:
  • Generate file: Creates a downloadable file, usually in CSV or Excel format, with information about speakers.
  • Details included: The exported file includes relevant details such as names, contact information, roles, and any program assignments.
• Benefits: Useful for data analysis, reporting, and sharing speaker information with external stakeholders or for offline processing.

Import speakers

Description: This option enables organisers to bulk add multiple speakers by uploading a CSV file.

• Functionality:
  • Upload CSV: Organizers can upload a prepared CSV file containing speaker details.
  • Batch creation: The system processes the CSV file to create new speaker profiles in bulk, including any specified program assignments.
• Benefits: Saves time and reduces manual data entry errors when adding a large number of speakers, streamlining the data entry process.

After importing csv file with required fields like program ID and speaker email, all the speaker in that file will be imported and show on speaker list in the event management system.

In the speaker module, the “category” subsection plays a crucial role in organising and managing speakers. Here’s a detailed breakdown of how categories and their related functionalities operate:

Category management

Initial state: When organisers first access the category subsection, no categories are created.

Creating a new category:

• Name field: Organisers enter a name for the new category in the provided field.
• Colour picker: Organisers can choose a colour from a colour picker to visually differentiate this category from others. This colour coding helps in easily identifying and distinguishing between various categories.

Category menu options:

Each created category has its own menu with three options:

Add sub-categories
Edit
Delete

Add sub categories:

• Functionality: Allows organisers to create sub-categories under the selected parent category.
• Usage: Organisers can define additional levels of categorisation, helping in more granular organisation of speakers. For instance, a parent category like “Technical” can have sub-categories such as “Software” and “Hardware.”

Edit:

• Functionality: Enables organisers to modify the details of an existing category.
• Usage: Organisers can change the category name or adjust the colour coding as needed. This option is useful for maintaining the accuracy and relevance of category information.

Delete:

• Functionality: Allows organisers to remove a category.
• Usage: Organisers can delete a category if it is no longer needed. Note that deleting a category may also impact the sub-categories and associated speakers, so it should be done with caution.

Tool menu options:

Import:

• Functionality: Allows organisers to import categories from an external source.
• Usage: Organisers can upload a file (typically CSV or Excel) containing predefined categories and sub-categories. This feature is useful for bulk importing and setting up categories efficiently.

Export:

• Functionality: Enables the export of existing categories and sub-categories.
• Usage: Organizers can generate a file that includes all current categories and sub-categories, usually in CSV or Excel format. This file can be used for reporting, backup, or sharing with other stakeholders.

Web app integration:

Visibility: Created categories and sub-categories are displayed on the web app side.

• User interaction: When users access the web app, they can view the categories and click on them to see associated sub-categories.
• All the created categories by organiser will be listed in categories tab in web app. 

When users clicks on main category all the sub categories will show in the list.

• Sub-category details: Clicking on a sub-category reveals all speakers associated with that sub-category. This allows users to navigate through the organised structure to find specific speakers.

In the “speaker module,” the “settings” section provides organisers with various controls to manage how speaker information is displayed and accessed. These settings are divided into three distinct tabs, each serving a specific purpose. Here’s a detailed overview of each tab and its functionality:

Speakers tabs settings
Display settings
Speaker permissions

Speakers tab settings

Purpose:

• This tab allows organisers to customise which sections or tabs are visible in the speaker details view. This helps tailor the speaker information display according to the needs of the event or organisation.

Functionality:

• Enable/disable tabs:
  • Program: Allows organisers to toggle the visibility of the “Program” tab, which displays information about the programs the speaker is associated with.
  • Documents: Controls whether the “Documents” tab, where any relevant files or documents related to the speaker are shown, is visible.
  • About: Manages the visibility of the “About” tab, which includes the speaker’s biography or personal details.
  • Contact Info: Enables or disables the “Contact Info” tab, which provides contact details for the speaker.
  • Category: Determines if the “Category” tab, which shows the categories or sub-categories the speaker belongs to, is displayed.

Usage:

• By adjusting these settings, organisers can streamline the speaker profile view, showing only the most relevant information to users. This customisation can improve user experience and ensure that only necessary details are accessible.

All enabled tabs are showing in speaker details, here is the example given below:

Display settings

Purpose:

• The display settings tab allows organisers to configure how speaker information is presented in the application. This includes adjusting layout options and visual elements.

Functionality:

• Visual customisation: Organisers can choose how various elements of the speaker profile are displayed, such as changing the layout, modifying the appearance of tabs, or adjusting the order of information sections.
• Layout options: Provides options for how information is arranged on the screen, ensuring it aligns with the event’s branding or user interface preferences.

Usage:

• These settings help organisers create a user-friendly interface that aligns with their specific needs or preferences, ensuring that the speaker details are presented in a clear and aesthetically pleasing manner.

Here are detail explanation of each display setting.

Display category in speakers profile: This setting affect on the category tab in speaker detail, if it is on then category tab will show in the detail of speaker.

Display document in speakers profile: This setting affect on the document tab in speaker detail, if it is on then document tab will show in the detail of speaker.

Display group in speakers profile: This setting affect on the group tab in speaker detail, if it is on then group tab will show in the detail of speaker.

Display program session in speakers profile This setting affect on the program tab in speaker detail, if it is on then program tab will show in the detail of speaker.

Select sort order when users navigate to the speakers page: On the basis of this setting show the speaker listing order either sort order on the base of first name, last name, custom whatever the option is selected in the setting, speaker will show in the listing.

Display maximum records on registration site main page: This setting is give organiser authority that how many speakers he want to show on the registration site main page, whatever the number organiser will save here only those number of speaker will show on main page, remaining listing will show on speaker tab.

In above image organiser set the limit to show, three speaker on the event site main page, while organiser have the more number of speakers in the listing.

Display speaker on dashboard: If this setting is on then speakers will show on dashboard, like program, poll, surveys, news and updates. And if this setting is off then speaker will not display on the dashboard.

Speaker permissions

The speaker permissions tab controls access rights and what different other permission organiser can  assign to the speaker. Here are detail explanation of each setting.

Attendees can chat with speakers: If this setting is on then all speakers can chat with the attendees, and also will visible in chat module, and also in speaker detail chat icon will appear if this setting is off then chat icon will not appear on speaker detail, and also speakers will not accessible on chat module.

Hide from attendees list: This setting hide the speakers from the attendee listing, if organiser did not want to show speakers on the attendee list, then this setting will off otherwise it will on and speakers will show on attendee list.

And if setting is off all the speaker will show on the attendee listing as well.

GDPR accepted: If this setting is on and organiser import the speakers and in CSV file GDPR status is zero given by organiser, it will automatically turn into one and accept the GDPR of all that imported speakers.