RSVPs (Multi-RSVP)

RSVPs (Multi-RSVP)

When working through your event, you may need confirmation or acknowledgement of a variety of program related information. The new RSVP module (multi-RSVP) allows you to create multiple rsvps for a conference, attach them to either submissions or sessions, and identify who is responsible for each response. It allows you to target an RSVP to a particular type (once per submission, once per session) and set of relevant users (primary, presenter, chair types, author roles). It can be used broadly, to get confirmation from each presenter for each session they are involved in, or it could have very narrow targeting, getting all session room attendants (chair type) to confirm each session they have been assigned to.
IdeaInfo
Q: What's changed in this version of RSVPs?
A: In the new version, we have:
- The ability to identify exactly who has the ability to respond to an RSVP (primary, presenter, co-authors, authors by author role, chairs, chair by type).
- The ability to collect multiple RSVPs, instead of one per submission module.
- The ability to collect one RSVP per session, instead of one RSVP per submission.

Getting Started

To set up or find existing RSVPs:
  1. Go to the Dashboard
  2. Find the conference.
  3. Click on Manage Program, or any of the submission modules in the conference.
  4. Click Program Participants in the left side menu.
  5. Click RSVPs


Create New RSVP

Click Create New RSVP and follow the wizard. Some relevant terminology and concepts below:

RSVP Type
At the core of your RSVP setup is what type of RSVP and who must reply. The main options are:
  1. Per Submission (one response required)
    This option is most like the legacy RSVP module. It accepts one response per submission, and it will accept a response from any of the relevant users. This could be used if you need one person from each submission (could be either the primary or presenter) to acknowledge either the final status, or it's placement in the program. 
  2. Per Submission (all users must respond)
    This option accepts one response for each relevant user on a submission. This could be used to confirm that all co-presenters (if you have a co-presenter author role) have seen the presentation's placement in the program.
  3. Per Session (all users must respond)
    This option accepts one response for each relevant user in a session. This could be used to get each person involved in a session (presenters, moderators) to confirm their participation.
Relevant Users
Whoever should reply or have access to reply to the RSVP. For submission RSVPs, you can select any of the following:
  1. Primary Contact
  2. Presenter
  3. Co-Authors
  4. Authors by a particular author role (co-presenters, faculty supervisor, etc...)
For Session RSVPs, you have all of the above (through the session presentations), in addition to:
  1. All Session Chairs
  2. Chairs by a particular chair type (moderators, discussants, etc...)

Combining Relevant Users with the correct RSVP Type is the core concern for setting up any RSVP. Some examples:
- If you need confirmation about session times from your presenters and moderators, and you don't need multiple responses from someone if they perform both roles in the session, indicate that your presenters and moderators are your Relevant Users and use a Per Session RSVP Type.
- If you are trying to communicate specific information to moderators about their responsibilities while collecting acknowledgements for each session, moderators are your Relevant Users and Per Session is your RSVP Type.
- If you need an important user (primary or presenter) to acknowledge their submission's final status, and confirm they would like to proceed with presenting at the conference, your Relevant Users are Primary Contacts and Presenters and your RSVP Type is Per Submission (one response required).
- If you need co-presenters (author role type) to acknowledge their submission's final status, and confirm they would like to proceed with presenting at the conference, your Relevant Users are Co-Presenters (author role type) and your RSVP Type is Per Submission (all users must respond).

Editing the RSVP Form Fields
By default, an RSVP form will have an Invitation Response radio field (Accept/Decline) and a comments field if they decline. If you need to edit the form after the wizard is complete, go to the RSVP and click Form Fields:
  

Managing RSVPs and Sending Invites

The RSVP Management screen for an individual RSVP lets you see the status of responses, download filtered responses, email expected respondents, and even manually input responses.

Email/Download

If you would like to email respondents (or those who have not responded) or download a report of responses, use the filters to identify who you'd like to include in the report, then click on Email or Download. Both buttons will take you through the standard respective workflows.

NOTE: If you have custom fields added to your RSVP form, they will be available as hotkeys and columns in the downloads.

Example: If you set the filters to "Filter by Response Status: No Response" then click email, you can set up an email to email all users who need to reply, either to invite them to respond, or to remind them that they need to respond.

Managing Individual Responses

For an individual response (expected response) the following actions can be taken:
  1. RSVP Link: provides you with a direct link that the respondent can use to submit their response. This will not log anyone in, but will give access to a particular response.
  2. Edit: Allows you to edit the response.
  3. Email (before response is received): Opens a dialog box for emailing the potential respondents. Uses the template found under the Communication Settings tab.
  4. View (after response is received): Opens a summary of the response received.


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