RSVP Management Area

RSVP Management Area

The RSVP Management Area allows you to manage an invitation to present acknowledgement. Often this will be used in conjunction with the Abstract Status Notification to inform the primary contact of the submission the final status of their submission post-review. The RSVP option will provide a link to the submitter to acknowledge that they will accept or decline the invitation to present. The response is stored against the abstract submission.
NOTE: The RSVP grid displays the name of the Presenter on the submission.

How to access the RSVP area?

Within the Submission Review module, go to Final Status in the top menu and then select RSVP Management.

How to edit RSVP Settings?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Review button
  4. Click Final Status in horizontal menu
  5. Select RSVP Management
  6. Click RSVP Settings button
    • You may set various attributes
    • Open/Close RSVP access
      • NOTE: Before you open, ensure to include the [AuthorInviteURL] in your email message of the final status and ensure the final status email is only going to the presenter.
    • Set RSVP button to display on Submission front-end
    • Set to display only to those scheduled in a session
      • NOTE: to use this option, you must be using the program module and already contain the program and submission data
    • Set admin emails
  7. Click Update to apply changes

How to Display/Hide the Invitation response button for the end-users?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Review button
  4. Click Final Status in horizontal menu
  5. Select RSVP Management
  6. Click RSVP Settings button
  7. Set RSVP System Open attribute as follows:
    Open = displays Invitation Response button on front-end for end-users
    Closed = hide Invitation Response button on front-end for end-user

You may control the screen the author sees when they accept their invitation by:

  • Changing the field labels, descriptions, or options
  • Controlling what program data - like date, time, room - displays to the author

Administratively, you can set if you want to be emailed after an author responds. You can emailed:

  • Always - on all responses
  • On declines only
  • Only if a user enters comments

How can I preview the invite screen a user will see?

In the review module, under Final Status -> Preview Notifications there will be a list of submissions. For each submission you may preview the final status notification letter as well as the invite link a user will arrive to after they click the link in the email message you send them.


How does an author change their invitation response?

The individual can use the link in any email which you have sent them which contains the hotkey [AuthorInviteURL].

You may email the presenter their final status notification again from the final status assignment screen.

You may also add a submission step to your module which will place a button on the submission overview for the presenter to click after they log in to the system.


How to edit the RSVP question or responses?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Review button
  4. Click Final Status in horizontal menu
  5. Select RSVP Management
  6. Click the Edit button beside the Radio field type

  7. This will open the field where you may edit the field label, add a field description or edit the response options.
  8. Scroll down and click Update Field button to save the changes.

How to download a report of individuals who accepted/declined the Author Invitation?

  1. Click Dashboard
  2. Click Speakers module
  3. Click Reports button
  4. Under Primary Authors tab, click Find beside Submissions by Selected Values
  5. Select the Accept Assignment - I Accept value
    • OR select the Accept Assignment - I Do not Accept value
  6. Click Advance
  7. Click Download Excel button
    • Click Email to email the individuals instead
  8. Select the Accept Assignment field (Checked)
  9. Select the Notification Sent Date field (Checked)
  10. Select any other fields you wish to include in your report
  11. Click Download OR provide a filename and click Save and Download to save the report so it may be stored and run again

How to email primary authors who have not responded to the Invitation yet?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Review button
  4. Click Final Status in horizontal menu
  5. Select RSVP Management
  6. Click Email next to Email No Response
  7. Draft your email
  8. Click Preview button
    • You will receive the email in your inbox
  9. Edit or Send the email if ready to send



    • Related Articles

    • How to Invite Reviewers (Sending the 1st email invitation)?

      NOTE: If you used the Assign to All for the reviewer assignments. The Invitation to Review or Reminder Email function will NOT work. You will need to use the Email/Download > Reviewer > Use the All Submission Reviewers to send your emails. Click here ...
    • How to send an email to accepted Authors and request confirmation of acceptance?

      NOTE: Before you proceed to create the email message, you must have the RSVP module activated by X-CD. When the RSVP module has been activated, you will now notice an 'Invitation Status' field defined on the submission form. How to Review the RSVP ...
    • Email/Download Membership

      How to Download a Financial Report of Member Dues From the Admin Dashboard, click Dues Management in the left side menu Click Go button beside the Payment Records Select which member types to include in the report Hint: Hold down CTRL / COMMAND ...
    • How to download a list of All Authors, the Author Order and Author Role?

      Click Dashboard Click Speaker Module Click Reports button Click All Authors tab Click Go button for All Authors (#2) report If applicable, select additional options on the options screen, click Advance button In the list of fields to include in the ...
    • How to Download a list of Chairs or email Chairs

      NOTE: This allows you to send an email to or download the data of any of your defined Session Chair types in X-CD e.g. Panelists, Moderator, Co-Chair. Click on Dashboard Under the Conference Event, click Manage Program link Click Sessions in the ...