How do I use the Hotel Requirements Task to ask speakers to provide their accommodation requirements?

Lineup Ninja provides a Speaker Task template for this. Here’s a step-by-step guide to setting it up.

1. Go to your event, and then: Agenda Planning / Speakers / Speaker Tasks
   

2. Click the “Hotel Requirements Task” button:
   
   
   

3. Accept or edit the task name, and optionally, provide a deadline for it:
   
   
   

4. Next you will be asked if you want to review speakers’ answers before adding them to the Speakers’ records on the agenda:
   
   
   
   Answering “Yes, I want to run a review process and then choose which content to add to the speaker record.” will NOT automatically update the speaker’s record on the agenda with their answers. Instead, you will be able to manually update Speaker’s records from the Task data when you’ve reviewed it and are happy with it.
   
   Answering “No, I’m not running a review process and want the content to be added to the speaker record automatically.” will mean that when speakers fill the form in, their Speaker record on the agenda will be updated automatically and immediately.
   

5. If you choose ‘Yes, I want to run a review process…’ to the question in step 4, you will see this question:
   
   
   
   This allows you to choose whether to add another Stage to your Speaker Details Task to capture updated hotel requirements - or not.
   
   And if you DO choose to add a ‘Final Version Requested’ stage to your task, you can choose whether that final version of their details should automatically update the Speaker’s Record on the agenda, or not.

   
   

6. If you chose ‘Yes’ in step 4, and again in step 5, how do you want the form to behave when speakers submit their updated hotel requirements?

   
   Would you like to:

   • lock the form (useful if you’re keen to maintain some control over the process) or
   • leave it open (useful if you want to allow speakers to make last minute changes in the run-up to the event)?

   
   
   
   Make your choice and click ‘Save’ to create the task.
   

7. You will now be taken to the Hotel Requirements Task’s Configuration Page, which will have the Task Configuration Dialogue pop-up already open:
   
   
   

8. The Task Configuration Dialogue pop-up allows you to check (and change) some of the settings you’ve just chosen, and is where you can make some other important configuration choices.
   
   Two important settings that you should review here are:
   
   
   

   1. Which speakers need this task? This allows you to filter which speakers need this task to be performed.
      
      
      

      Tip

      This is useful if you have different sets of speakers, and you are only offering hotel accommodation to some of them.
      
      For example, let’s say you have four speaker roles:
      - ‘Chair’
      - ‘Panelist’
      - ‘Speaker’
      - ‘VIP Keynote’
      
      And you’re only offering hotel accommodation for your VIP keynote speakers.
      
      You can do this by choosing “VIP Speaker” from the drop-down menu for the field “Roles: Only include speakers with these roles”.
      
      Then when you assign the task, it will only create tasks for your VIP Keynote speakers, and nobody else.

   2. Who should perform this task? This allows you to decide who the Task Owners will be. You can set rules to automatically assign this task to the relevant people. You can also create fallback rules, for what should happen in the event that the first rule won’t work:
      
      
      
      

   Finally, you can add deadlines to each stage, and even reorder the stages in your task in the Task Configuration Dialogue pop-up if you need to:
   
   
   
   Once you’ve reviewed these settings, click the blue ‘Save’ button. This will close the Task Configuration Dialogue pop-up.
   

9. You will now see the Speaker Details Task Configuration ‘Main View’.
   
   This view has various other elements that you can preview and configure:

   1. The task’s stages

   2. The task’s behaviour before and after its deadline

   3. A preview of how this task will appear in the “My Tasks” section of the Home Page in the Content Portal.

   4. “Your Task” i.e. the form that the task owner will fill in. Note that the form has the default Hotel Requirements questions. These are set by the Task’s template, but you can change them:
      
      

   5. If you hover over the form ‘section’ (i.e. where it says ‘Speaker Details’), it will reveal various action buttons which allow you to:

      1. Add questions,
      2. Edit the section name
      3. Delete the section entirely

      
      Hovering over a question reveals options to edit and reposition it:
      
      

      
      

10. Now you’ve set up the task, see the Speaker Tasks page for details of how to:

    1. Edit questions
    2. Add standard questions
    3. Add custom questions
    4. Delete questions
    5. Edit the buttons at the bottom of the form in a Speaker Task
    6. Add a button to the bottom of the form in a Speaker Task
    7. Add a confirmation popup to the buttons at the bottom of the form
    8. Edit email templates for a Speaker Task
    9. Add email templates for a Speaker Task
    10. Copy a Speaker Task
    11. Delete a Speaker Task
    12. Assign tasks to Task Owners (e.g. speakers)
    13. Manage and track speakers’ task progress.
    14. Run a report of a Speaker Task’s status