Speaker Portal: Program Participant Management
Getting everything you need from your program participants (authors, chairs, etc...) and making sure they're aware of everything they need to know, can be a challenging task. The new X-CD Speaker Management Portal (Speaker Portal, for short) pulls a wide range of tasks and tools for an entire conference, into a single portal. Paper files, presentation files, disclosures, profile updates, from across your conference modules, can be collected in one place.
Why use this instead of my regular Speaker Module?
The main reason to use the Speaker Portal instead of continuing to use a regular speaker module, is if you have multiple speaker modules in a single conference, OR, if you have tasks for your chairs to complete as well, and you'd like to provide one link for completing all tasks.
Setup
Setting up a speaker portal has two concerns:
- Setting up the portal
- Setting up the tasks or developing the program
The portal is the point of access for your users, but the tasks and program information you share with them will mostly be set up in the standard ways, through submission steps, program module, disclosure configuration, etc...
Portal Quickstart
NOTE: The speaker portal is currently only available from our new admin site. Let us know if you have any trouble accessing it.
To setup your portal:
- From the dashboard
- Find your conference
- Click on Manage Program, OR, any of your speaker modules.
- In the left-side menu click "Program Participants"
- Click the Portal Open toggle to set it to true:
- Navigate to the Portal URL.
At this point, you should see the skeleton of a portal (unless you as a user have tasks to complete, or sessions you're attached to).
In Depth Setup
From here you can decide what steps to take next:
Edit the "Welcome Jumbotron" and Other Screen Content
There are many areas of text on the speaker portal which can be edited. One of the key areas is the "Welcome Jumbotron". This area of the speaker portal lets you present information to your users for various reasons:
- Welcome Message
- Instructions
- Highlight a single concern
To edit, go to Screen Content under Speaker Portal Settings, and find the Welcome Jumbotron. After editing, click Save.
There are many other labels which can be edited here. Just select the screen you're modifying and click update.
Add Quick Links to the Portal
Quick links are a way of connecting your program participants to external resources/tasks, or other X-CD resources (not tasks).
Check out this article on setting up Quick Links: https://support.x-cd.com/portal/en/kb/articles/speaker-portal-quick-links
Add Announcements to the Portal
Announcements are important for communicating up to date information to your participants.
To add announcements to your portal, check out this article: https://support.x-cd.com/portal/en/kb/articles/speaker-portal-announcements
Edit the Speaker Portal Profile Fields
Editing the profile fields is very similar to editing them elsewhere in X-CD. Go to Speaker Portal Settings -> Profile fields to edit the label, display (on/off) and required attributes of each of your contact fields. These will appear after clicking Update Profile.
Adding Tasks
The Speaker Portal can provide access to a wide range of tasks for your users. Any task that you configure for them (submission steps, disclosures, rsvps, etc...) will automatically appear here.
To set up tasks, refer to the respective articles:
Submission Steps
(includes steps for authors: file uploads, additional forms, updating profile)
Disclosures
RSVPs
(Note: only RSVPs from the new RSVP system will appear in the portal. If you are unsure which version you are using, please review the article below)
Populating the Schedule Area
There are two steps to populating the Schedule area:
- Build a Program.
- Edit the Schedule Display Rules
For help with building your program, check out our knowledge base, or reach out to support.
Schedule Display Rules control what information is visible to different users in the system. Each data point—such as submission fields, chairs, or session custom fields—can be configured to display based on a user’s role. For example, presenters can be allowed to see the names of other presenters without access to their email addresses, while moderators can be granted visibility into those same email details. This role-based configuration ensures that the right information is shown to the right people.
Related Articles
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