RSVP Management Area

RSVP Management Area

Info
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 add more fields to the RSVP form?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click Add New Field button
  6. Select a Field Type for the new field and Enter a Field Label, then click Add Field
  7. In the edit field screen, add additional information and locate the Author Acceptance Field and select 'Yes'
  8. Leave the Definition field empty.
  9. If applicable, In the Values field enter the response options using a Pipe-delimiter '|' to separate the options.

  10. Click Update Field

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



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