Create Event

How do I create a new event?

After logging in, you will arrive at your Home . From here:

1. Click on the relevant team’s name (most people are only members of one team, so there will only be one name here)
2. You will be taken to Team  where you will see two sections:
   • Events
   • Team Members
3. Click the  at the bottom of the Events section to create a new event.
4. A dialogue box will pop up. Add the Event Name, choose a timezone for the Event and a subdomain for the event’s content portal, and click ‘Create Event’

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Event Settings

How do I edit my event’s name?

There are two ways to edit the event’s name:

1. Navigate to Team  and click on the  at the end of the relevant event’s row
2. Navigate to your event’s Event Settings  and click on the  next to the event’s name at the top of the page

How do I change the timezone for my event?

To change your event’s timezone, navigate to the relevant event’s Event Settings  and click the  next to Timezone.

How do I set the language for my event?

The admin interface of Lineup Ninja is only available in English.

However as an event planner, you can edit almost all of the text that is displayed in both the content portal and the Agenda App yourself.

Also, time and date formats, are determines by users’ browser locale settings. For example, if a speaker is browsing the content portal, and their browser locals is set to French, they will see the appropriate time and date settings for their session times.

What is an Event Date?

An ‘Event Date’ is a period of time in which you schedule sessions. Generally, you will configure one ‘date’ for each day of your event. For example, you might have:

• Tuesday 10:00 > 17:00
• Wednesday 09:00 > 17:00
• Thursday 10:00 > 16:00

When you are scheduling sessions within Agenda Planning , you will see a planning board for each of these days.

How do I add new dates to my event?

To add a new date at any point, navigate to Event Settings  and click . If you are just starting with your event, the change will be saved immediately. If you are adding the date after you have added speakers, locations or a Submission Flow, the Event Date Wizard will guide you through the options to update the existing content.

If you have a published Submission Flow with an ‘availability’ question, Lineup Ninja will ask you if you want to show the new date to submitters.

You can always change this later: just navigate into the Submission Flow form, edit the availability question and toggle off the visibility option.

Lineup Ninja will also ask you how you want to mark speakers’ and locations’ availability. You can:

1. Choose to mark the speakers/ locations as entirely available or unavailable for the new date
2. Copy their availability from an existing date (e.g. if you have configured breaks into your locations, you can copy this availability to a new date to save you from configuring it again)

How do I change the dates of my event?

To change a date/time, navigate to Event Settings  and click the  in the row of the date/time you are changing. If you are just starting with your event, the change will be saved immediately. If you are changing the date/ time after you have added speakers, locations or a submission flow, the Event Date Wizard will guide you through the options to update the existing content.

Changes you can make to event dates and times:

Changing to a new date

Sessions - For scheduled sessions, you can either have them scheduled at the same time on the new date, or unschedule them entirely.

Speakers - For speakers, you can choose whether their availability should be copied to the new date, or you can just mark them as available or unavailable for the new date. If you have asked an availability question on a Submission Flow, then their answer will also be updated to reflect this change.

Locations - For locations, you can choose whether the existing availability should be copied to the new date or you can just mark them as available or unavailable for the new date.

Changing the start time

If you are changing the start time of a day, you have two options for the scheduled sessions and speaker and location availability (including breaks):

1. Move to reflect the new start time (e.g. if you are changing a start time from 09:00 > 10:00, you can move all scheduled items forward by one hour)
2. Keep in all sessions their existing time. This will unschedule any sessions outside the new times.

Making the day longer

If the new is longer, we will expand the current availability (or unavailability) of speakers and locations into the new time. All scheduled sessions will remain unchanged.

Making the day shorter

If the new day is shorter, the sessions that no longer fit into the available time will be unscheduled. To avoid this, you can manually reschedule sessions with Agenda Planning so they will all fit within the new day duration before making the change.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Copy Event

If you are hosting an annual event or events with similar features, you may want to copy event settings from one event to another.

How do I copy one event’s settings to another?

1. Create a new event in the same way as you usually do

2. Once you have configured the dates, you will see this button:

3. When you click the button, you can choose which event to copy items from and which items to copy.

Some things to be aware of:

• We strongly recommend that you copy all the settings that you need in one go. This will ensure that everything remains linked together, for example sessions and tracks will remain linked to each other. If you copy sessions in one instance and tracks in another, they will lose their connection to each other
• You can copy settings from multiple events.
• If you don’t need all your Submission Flows from the previous event, copy them all and delete the ones you no longer need.
• If you copy the same settings twice it will duplicate it, i.e. you will end up with two of everything!
• Feel free to experiment, if you mess up, you can delete the new event and start over.
• If you get stuck please contact support!

How do I copy Speakers (from within the same event or from one event to another)?

Navigate to Agenda Planning  >  Speakers

To copy individual speakers:

1. Find the speaker you wish to copy
2. At the end of the row, click 
3. Choose which event you would like to copy the speaker to and click ‘Choose Event’
4. Select which Labels/Custom Fields/ Files you would like to copy and the speaker’s availability
5. Click ‘Copy Speaker’

To copy multiple speakers:

1. Tick the box next to the speakers you wish to copy
2. Scroll to the ‘Actions’ drop-down menu at the bottom of the list and select ‘Copy Speakers’
3. Choose which event you would like to copy the speaker to and click ‘Choose Event’
4. Select which Labels/Custom Fields/ Files you would like to copy and the speaker’s availability
5. Click ‘Copy Speaker’

How do I copy sessions within the same event?

Navigate to Agenda Planning  >  Sessions

To copy individual sessions:

1. Find the session you wish to copy
2. At the end of the row, click 
3. Fill out the new session name and number of copies you wish to make
4. Select the session relationships to items (Speakers, Tracks, Resources, Labels) and which attributes you would like to copy (Session Code, Description, Required Capacity, Duration and Notes)
5. Click ‘Copy Session’

To copy multiple sessions:

1. Tick the box next to the sessions you wish to copy
2. Scroll to the ‘Actions’ drop-down menu at the bottom of the list and select ‘Copy Sessions’
3. Fill out the new session names and number of copies you wish to make
4. Select the session relationships to items (Speakers, Tracks, Resources, Labels) and which attributes you would like to copy (Session Code, Description, Required Capacity, Duration and Notes)
5. Click ‘Copy Sessions’

How do I copy sessions from one event to another?

Lineup Ninja does not currently support this feature. If this is something you need, please speak to one of the team.

How do I copy submissions from within the same event?

Lineup Ninja does not currently support this feature. If this is something you need, please speak to one of the team.

How do I copy submissions from one event to another?

Lineup Ninja does not currently support this feature. If this is something you need, please speak to one of the team.

How do I copy a Submission Flow within the same event?

1. Navigate to  Submission Flows
2. Next to the Submission Flow you wish to copy, click 
3. Name your new Submission Flow and click ‘Copy’

How do I copy a Submission Flow from one event to another?

1. Navigate to  Event Settings  in the event you wish to copy data to
2. Click ‘Copy Another Event’
3. Choose the event you wish to copy items from and select ‘Submissions Flows’

​How do I copy reviewers from one event to another?

1. Navigate to  Event Settings  in the event you wish to copy data to
2. Click ‘Copy Another Event’
3. Choose the event you wish to copy items from and select ‘Reviewers’

How do I copy review stages from within the same event?

To copy Review Stages, you will need to copy the Submission Flow that the Review Stages exist under.

1. Navigate to  Submission Flows
2. Next to the Submission Flow you wish to copy, click 
3. Name your new Submission Flow and click ‘Copy’

How do I copy review stages from one event to another?

To copy Review Stages, you will need to copy the Submission Flow that the Review Stages exist under.

1. Navigate to  Event Settings  in the event you wish to copy data to
2. Click ‘Copy Another Event’
3. Choose the event you wish to copy items from and select ‘Submissions Flows’

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Delete Event

How do I delete an event?

1. Navigate to Team  and click  at the end of the relevant event’s row

2. Click on the  icon

3. Click the ‘Confirm’ button that appears

4. A confirmation pop-up box will appear, asking you to enter the event’s name before you confirm that you definitely want to delete it

   
   
   

5. Click ‘Confirm’

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Grip

Why would I want to import Grip data to Lineup Ninja?

If you are publishing your agenda into a Grip application then you can link your Lineup Ninja data with the Speaker, Sponsor and Exhibitor data in Grip.

This ensures that sessions are correctly linked to the right speakers, and that they have the right sponsors.

The data is linked by importing it into Lineup Ninja. Where possible the data will be matched automatically. You will also be able to make any manual tweaks and then publish your agenda into Grip.

How do I add Grip data to Lineup Ninja?

Start by navigating to Event Settings  > Data Sources  and choose ‘Add Source’ under the Grip logo.

You will now be presented with a screen of configuration. The fields are as follows:

• Name - This name will be used to show the data source in the left hand menu
• Icon - Choose an icon that will help you recognize this particular data source
• Event ID - The ID of you event in Grip. You can find this in your Dashboard or Grip can provide it to you
• Grip Type ID’s - This is a comma separated list of numbers. You should provide all Type ID’s that may be used to represent the thing you are adding. For example if you have Visitor and Exhibitor Representative types in Grip you should add the id for both separated by a comma.
• API Token - A token can be found in Grip at ‘App Settings’ / ‘API Tokens’. You should use the ‘Application Administrator’ token.
• What Lineup Ninja data will this source be linked to - If you are importing registrations to map Speakers choose ‘Speakers’. If you are importing companies to link sponsors or exhibitors choose ‘Sessions’.
• What kind of data are you importing - Choose Companies or Registrations as appropriate.
• Automatically refresh with new data is added in Grip - Turn this on to have the data source automatically update when a new registration or company appears in Grip.
• Attempts to Automatically Match Items - For speakers choose ‘By Email Address’. For Sponsors, you can tell Lineup Ninja to use the company name of a speaker to match to a sponsor.
• Enable fuzzy auto matching - If enabled speakers that do not have a match on email address will attempt to match the name of the speaker. For sponsors, the company name is used. The number here allows for tweaking of how exact a match should be before it is presented to you for review.
• Advanced: Things or Registrations - Choose ‘Both’ unless otherwise advised.
• Advanced: Specify a format for the name - See ‘How do I set the name of imported data in Grip’ below.

Now save the changes, then press ‘Fetch Source’ this will load the data from Grip into Lineup Ninja.

How do I find the Grip Type ID for my data?

In the Grip interface select your event then browse to ‘Data Types’ / ‘Type Settings’.

The type ID is one of the columns on the page. Copy this into the configuration in Lineup Ninja.

Does the data update automatically?

The data will automatically update if you tick the ‘Automatically refresh when new data is added in Grip’ checkbox in the source configuration. What this does is configure a ‘Webhook’ in Grip which means Lineup Ninja is notified whenever the data changes at Grip.

How do I set the name of imported data in Grip?

When you import data from Grip into Lineup Ninja the records will show the ‘Name’ of the Thing in Grip. You may wish to include additional information, such as Company Name, or Job Title to help you find the correct record.

To do this edit the Grip Data Source configuration and set the value for ‘Name Format’. You can use the following placeholders. They map directly to the fields in Grip.

• {{name}} - The full name of the Thing
• {{first_name}}
• {{last_name}}
• {{job_title}}
• {{company_name}}
• {{job_industry}}
• {{headline}}

So for example if you could set a Name Format of:

{% raw %}{{name}} is {{job_title}} at {{company_name}}{% endraw %}

Which will cause imported data to look like similar to this:

Gordon Johnston is Director at Lineup Ninja

You can update the Name Format at any time. If you make a change then re-run a Fetch to update any imported data.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Swapcard

Why would I want to import Swapcard data to Lineup Ninja?

If you are publishing your agenda into a Swapcard application then you can link your Lineup Ninja data with the existing registrations in Swapcard. This ensures that sessions are correctly linked to the right speakers, and that the headshots and bio data matches your expected content.

The data is linked by importing it into Lineup Ninja. Where possible the data will be matched automatically. You will also be able to make any manual tweaks and then publish your agenda into Swapcard.

How do I add Swapcard data to Lineup Ninja?

Start by navigating to Event Settings  > Data Sources  and choose ‘Add Source’ under the Swapcard logo.

You will now be presented with a screen of configuration. The fields are as follows:

• Name - This name will be used to show the data source in the left hand menu
• Icon - Choose an icon that will help you recognize this particular data source
• Event ID - The ID of you event in Swapcard. You can find this at the bottom of the ‘Event Settings’ page in Swapcard.
• API Key - Generate an API Key by clicking your name in the top right of the Swapcard interface and choosing ‘API Keys’.
• What Lineup Ninja data will this source be linked to - Choose ‘Speakers’ here unless otherwise advised by support.
• Attempts to Automatically Match Items - Choose ‘By Email Address’.
• Enable fuzzy auto matching - If enabled speaker’s that do not have a match on email address will attempt to match on the name of the speaker. You can specify a number between 0 and 100 for how accurate a match should be for it to be suggested to you. Generally around 70-80 is good.
• Automatically refresh when new data is added in Swapcard - When enabled new data in Swapcard will be automatically imported into Lineup Ninja. It is recommended to leave this option enabled.

Now save the changes, then press ‘Fetch Source’ this will load the current data from Swapcard into Lineup Ninja. Future changes in Swapcard will be automatically updated in Lineup Ninja.

How do I match the Lineup Ninja data to the imported Swapcard data?

Once the ‘Fetch Source’ has run you will see a new menu item in the Agenda Planning section. The name and icon will match your configuration. There are two tabs.

On the first tab ‘By Speakers’ you will see a list of all of your speakers and the current match with a person in Swapcard. If Lineup Ninja has found a possible match it will be presented to you to either accept or decline. You can bulk accept and decline all matches at the bottom of the page.

To change an individual match edit the row with the pencil and change the person.

On the second tab ‘By Swapcard People’ you will see a list of all Swapcard people. You can use this to validate the data that was imported and you can also create individual matches on this page.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

CSV

How do I add custom data to Lineup Ninja?

You can add multi valued fields to your speakers and sessions. Please speak to support for assistance with configuring this.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Invite Submissions

How do I invite a speaker to submit a Submission?

There are two ways to invite a speaker to submit a submission:

Via the Submissions Flow - Once you have published the Submission Flow, you can:

• Invite submissions from the Submissions list

Via Agenda Planning - This is useful if you need to gather a full submission that will be linked to a specific session.

• Navigate to Agenda Planning  >  Speakers
• Scroll to the bottom of the speaker list and click 
• Input the invited speaker/submitter’s details and click 
• Select the speaker by ticking the box on the left-hand side of their name
• Scroll to the ‘Actions’ drop-down menu at the bottom of the page where you can select ‘Invite speaker to [name of Submission Flow]’
• A pop-up box will open with the email template to be sent. You can make amendments to this email before it is sent.
• Click ‘Send Message’ to invite the speaker/submitter

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Manage Submissions

Where do my Submissions live?

Navigate to Submission Flows  > <submission flow name> for the list view of your Submissions.

To view a single Submission, click on the ‘Submission Title’.

How do I manually create a submission?

If you have received a Submission from outside Lineup Ninja, you can manually input it by creating a submission with your own account. You can then change the ownership of that submission to the actual submitter.

How do I prompt draft submissions to submit them?

There are two ways to prompt draft submissions.

Option 1:

1. Navigate to Submission Flows > Email Templates
2. Find ‘Draft’ under ‘Templates For Submission Stages’
3. Here, you can schedule an email to nudge all submitters in the ‘Draft’ stage to complete their submissions.

Option 2:

1. Navigate to Submission Flows > Submissions
2. Click the ‘Draft’ tab
3. Select all using the tick box on the left-hand side
4. Scroll to the ‘Actions’ drop down and select ‘Email Submitters’
5. Write the email and click ‘Send Message’

How do I create deadline reminder emails for Submission Flows?

You can create scheduled email templates for Submission Flow Stages that are sent at a specific time.

So for example, if you want to send a reminder to submitters that the deadline for the Draft Submission stage is approaching, create an email template for the Draft stage, and schedule it to be sent before the Deadline.

Here’s a step-by-step guide:

1. Navigate to / Submission Flows / <Flow Name> / Configuration /
2. Click on the Stage that you want to create a reminder for
3. Scroll down to the bottom of the page, you will find the Emails section
4. Create a new email template
5. This will open a dialogue popup offering two choices: Triggered or Scheduled email
6. Choose “Scheduled Email”
7. Use the date picker to choose when the email should be sent
8. Write the email copy, adding a link to their submission.
9. Save the template
10. You’re done!

Can a speaker edit their submission once it has been submitted/accepted?

This is highly configurable.

By default, submissions are locked when they pass from the Draft and Invited Submission Stages to the Submitted stage.

Also by default, if you move submissions from Submitted into the Rework Requested stage (if you chose to create this stage when you set up the submission flow), they will be unlocked again when they move into Rework Requested.

However, you can configure each question on the form to be unlocked (AKA editable), locked and hidden in each stage. Here’s the Job Title question as an example:

While the Submission is in the Draft or Invited Stages, the question is editable (AKA unlocked).

When it is in Submitted, it is locked. In Rework Requested it is editable again, and when the Submission moves into Accepted, Declined or Withdrawn, it will be locked.

If you want to change any of these settings, simply click the relevant button: if you want the question to be unlocked when it is in ‘Submitted (Maybe you want speakers to be able to update their own submission if they get a promotion), simply click ‘Editable on the relevant row’.

How do I unlock submissions so that submitters can edit them?

To unlock submission(s):

1. Navigate to the relevant Submission Flow

2. Find the submission in question

3. Move the submission it to a Submission Stage that will unlock the relevant questions, e.g.

   1. Invited
   2. Draft
   3. Rework Requested

4. Decide whether to use Lineup Ninja’s email template to notify them that the submission has moved into the new stage.

5. You’re done!

    

How can a submitter add an additional speaker to their session?

1. Navigate to Submission Flow’s configuration page. Click the blue “Configure” button to open the Configuration dialogue popup, and then toggle ‘Allow Multiple Speakers Per Submission’ on
2. Navigate to Submission Stages and move the submission to ‘Request Rework’
3. Open their submission and message the original submitter, telling them to update their submission by clicking on the blue ‘Add another speaker’ button, inputting the details, and clicking ‘Save changes’
4. Once this is done, if a session has already been created, navigate into the relevant submission and ‘Update Session/Speakers’ to add the new speaker to the session

Why are my submissions called ‘Created at date and time’?

By default, submissions take their name from the ‘Session Title’ question. If you have not included this question, or you have included it, but the submitter hasn’t answered this question, then the submission title will default to ‘Created at date and time’

You can configure where submissions take their name from in the Form Designer. Various questions contain an option: ‘Include answer in title of submission’  You can use multiple questions, for example if you wanted the submitters’ first and last names to be used for the Session Title.

How do I find a specific submission?

1. Navigate to the Submission Flow’s list of Submissions. 
2. In the submissions list view, you can click on various column headings to search , filter  or sort  .
3. Alternatively, you can use the ‘Advanced Search’ to build a query and find the specific submission

How do I change the submitter for a submission?

If a submitter changes, you can reassign the submission to someone new by navigating into the submission and clicking ‘Change Submitter’.

Lineup Ninja will then:

• If necessary, Create an account for the new submitter
• Change the ownership of the submission to the new account

We do not send notifications to the original or new account email addresses. If you wish to notify the new user you can click ‘Email submitter’ on the submission after making the change.

As the event manager, can I edit submissions?

Yes:

1. Navigate to the Submission Flow’s Submissions List, and click on the submission you want to edit
2. Scroll down to the ‘Submission’ and click  next to the field you wish to edit

How can I flag a submission for follow-up?

You can do this in one of two ways:

1. Create a ‘follow-up’ Label and assign it to the submission.
2. Set the in-app messaging flag for follow-up:
   1. Click into the submission and scroll to ‘Messages’
   2. Click on the blue ‘Flag For Follow Up’ button
   3. This will now set a flag that can be seen in the messaging column in the submissions list view

What happens when the organising team request a rework from a submitter?

When you create a new Submission Flow, the new flow setup wizard prompts you to decide whether to create a “Rework Requested” Submission Stage. The following answer assumes that you answered ‘Yes’…

To view what has been configured, navigate to the Submission Flow’s Configuration page.

By default, the following things happen:

• When the organising team move a submission into the ‘Rework Requested’ stage, an email to the Submitter is triggered, informing them that their submission has been flagged for rework.
• The submission moves into the ‘Rework Requested’ stage, and all answers in all sections are unlocked
• When the submission is updated and submitted by the submitter, the submission moves into ‘Submitted Stage’ and an email is triggered to both the Submitter and All Team Members, notifying them of a new submission in ‘Submitted’

How do I create a Session from a Submission?

Navigate to the Submission in question and click on its detail view. You will see Several buttons near the top of the page.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Filter & Sort Submissions

How do I see all submissions in a given stage?

Navigate to Submission Flows  > <submission flow>

Here you will see a table view of all your submissions, with different tabs for each Submission Stage

​

How do I edit which fields (headings) appear in the table view of submissions?

1.    Navigate to Submission Flows  > <submission flow>
2. Towards the top right of the table view of your submissions, click  button.
3. This will reveal a pop-up of the fields that you can add to (or hide from) this table. You can also re-order fields by using the ‘=’ drag handle.
4. You can also add a column for any question that you asked on your submission flow form in here.

How do I filter the list of submissions?

   Navigate to Submission Flows  > <submission flow>

Here you will see a table view of all your submissions, with different fields (headings).

Some of the headings have a filter button:

Click on the filter button, where you will be able to select a value to apply that filter.

Clicking minus sign in the box in the top-left will toggle between selecting all the options and clearing them all.

Clicking on invert will invert the current selection.

How do I sort the list of submissions?

   Navigate to Submission Flows  > <submission flow>

Here you will see a table view of all your submissions, with different fields (headings).

​​​Some of the headings have a sort button:

Clicking on the button will sort the list into ascending order. You can then click on the button to toggle between ascending and descending order.

How do I search the list of submissions?

Navigate to Submission Flows  > <submission flow>

Here you will see a table view of all your submissions, with different fields (headings).

Some of the headings have a search button:

Click on the button to reveal a text input box which will allow your to search accross submissions.

How do I find all submissions that match a certain condition?

If you’re looking for submissions with a given answer to a question in your Submission Flow, you have a couple of options:

• Add a column to the submissions list view for that question, then use the search tool on that column’s heading to filter out the list
• Use the advanced search tool to build a complex query with multiple conditions

Submissions & Reviews

How do I find the submissions with the highest scores?

1. Navigate to Submission Flows  > <submission flow>
2. The ‘Score’ column has a sort button
3. Click the button to sort the list into descending order (i.e. the submissions with the highest scores will appear at the top)

How do I find the submissions that most reviewers recommended for acceptance?

1.    Navigate to Submission Flows  >  Submissions
2. The ‘Recommendations’ tab will contain a sort button
3. Click the button to sort the list into descending order (i.e. the submissions with the most positive recommendations will appear at the top)

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Messaging

What is ‘Messaging’?

Lineup Ninja helps you communicate with your submitters and keep that communication in one place.

When a submitter is working on their submission, or after they have submitted it, they can send a message to your team via a field at the bottom of their form that looks like this:

When a new message has been received you will receive an e-mail to inform you and we will also flag this in the list of submissions.

How do I see submissions that have unread messages from submitters?

Submissions that have unread messages show   in the messages column, like this: You can filter all of your submissions to find the ones that have unread messages by clicking on the filter icon in the messages column heading:

​​​​Next: Numbering

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Submission Numbering

How are submissions numbered?

To help you reference submissions with a short identifier they are given a number when created. This starts with 1 and then goes from there.

Each flow will start the count from 1. To ensure identifiers are different for each flow a ‘Submission ID Prefix’ will be added to the number.

For example if the prefix is ‘ACME-’ and the submission number is 12, then the submission will be numbered ‘ACME-12’

How do I show the submission number in the list of submissions?

The number for the submission is not shown by default in the list of submissions. To add it, click  in the top right-hand corner, then click the eye next to the ‘Submission Number’ field to add it.

How do I change the submission id prefix?

• Navigate to  Submission Flows / <Submission Flow>
• Click on the name of the submission flow
• Set the value for ‘Submission id prefix’

Is the submission number included in the submission reports?

Yes, the number is included in the ‘Submission Number’ column. To change the order of the columns configure a custom report.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Create a New Submission Flow

This page explains the process of creating a new Submission Flow for a Call for Speakers or Call for Abstracts in detail. The process of creating an Awards Submission Flow is different and slightly simpler.

Within your event, go to Submission Flows and create a new Submission Flow:

Clicking on “Create Flow” will launch a dialogue box asking you to give the Submission Flow a name.

Call it something that will be easy for you and your submitters to understand.

If you want, you can set a deadline for the “Draft” Submission Stage here, or you can leave it blank. Either way, you can change this later if you need to.

Click the green “Create Flow” button to proceed.

This will bring up the New Flow Wizard, which will guide you through the process.

Public or Invited Submissions

The first step in the New Flow Wizard asks if the flow should be “open for public submissions or invited submissions only”.

If you choose “Public submissions”, the flow will be visible in the “Open Calls for Content” section of the Content Portal (although you can override this in the Portal configuration). This means that anyone with a login to the portal will be able to create a submission.

The new flow will also be created with its first Submission Stage called “Draft”. When submitters login and create a submission, it will begin in the Draft stage.

If you choose “Invited submissions only”, the flow will NOT be visible in the “Open Calls for Content” section of the Content Portal (although you can override this in the portal configuration).

The new flow will be created with its first Submission Stage called “Invited”, and an invitation email template will be created. This template contains a ‘magic link’ to the submission flow.

When you invite submitters to an “Invited Submissions” flow from the platform, Lineup Ninja will:

• Create a Portal account for the submitter, and
• Create a draft submission in the “Invited” stage for that submitter,
• Send the invitation email template will be used when you send invitations to submitters from the platform.

When invited submitters click on the ‘magic link’ in the email, they will be logged in and taken to the submission flow.

If you choose “Public and Invited submissions” your flow will be created with both of the above configurations / sets of functionality, and the flow will be visible within the Content Portal by default.

What content are you gathering?

The next step in the New Flow Wizard asks what type of content you want to gather in your flow.

If you choose “Session and speaker details”, the submission form in your flow will have two sections: one for questions about Session details, and another for Speaker details.

The form is split into two sections like this because this allows for submissions with multiple speakers to reuse the speaker section for each additional speaker.

If you choose “Speaker details only”, the form will be created with only one section: for questions about the speaker(s).

If you choose “Session details only”, the form will be created with only one section: for questions about the session.

You can add and remove both speaker and session sections later if you need to.

Speaker Data

The next step in the New Flow Wizard will ask you what data you want to collect about your speakers (or authors if you’re running a Call for Abstracts).

It presents Lineup Ninja’s standard speaker questions, with some of them already selected:

Choose the data you want to collect, and Lineup Ninja will add these questions to the form when the submission flow is created.

Once the flow has been created, you can edit these questions’ text, character limits, whether they’re mandatory, and more.

You can add more questions - including your own custom questions - later if you need to.

Session / Abstract Data

This section asks you what data you want to collect about the sessions (or abstracts, if you’re running a Call for Abstracts).

Again, you can edit these questions later, and add more - including custom - questions if you need to.

Waitlist Submissions?

This section asks if you will waitlist submissions.

If you choose “Yes” it will create a “Waitlisted” Submission Stage in the flow. If you choose “No”, it won’t.

If you’re unsure, choose “Yes”: it will be better to have the stage built and configured and not need it later, than to need it later and have to build it from scratch.

Rework Submissions?

This section asks if you might want to ask submitters to rework their submissions. This is useful if you are running a review process, and your reviewers ask submitters to make corrections or other changes to their submission before it is accepted.

If you choose “Yes” it will create a “Rework Requested” Submission Stage in the flow. If you choose “No”, it won’t.

If you’re unsure, choose “Yes”: it will be better to have the stage built and configured and not need it later, than to need it later and have to build it from scratch.

Submitter Confirmation?

This section asks if you will want to ask submitters to confirm that they still intend to deliver their session.

If you choose “Yes” it will edit the “Accepted” stage, adding a button to the form and asking submitters to confirm that they still intend to deliver their session.

The rationale for this feature is that it can potentially be several months between the submitter offering their session / abstract, and the decision about whether it will be accepted being made. During this time, the speaker’s circumstances may have changed, and they may no longer wish to speak at the conference.

Click the green “Next” button, and Lineup Ninja will now build the Submission Flow based on your choices.

When the new flow has been created, the “Flow Configuration” dialogue box will appear.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Configuring Flows

The Flow Configuration dialogue box allows you to set various configuration options for your submission flow. At the top of this dialogue box are the ‘general settings’.

Here you can adjust the following general settings:

• Flow Name: set the name of your Submission Flow. This is the name that will be displayed in the portal (although you can override that in the portal configuration).
• Icon: this is the icon for the flow that will appear in your left-hand menu (i.e. in the back end).
• Multiple Speakers per submission: If you enable “Allow Multiple Speakers per Submission”, Lineup Ninja will add an “Add another speaker” button to the form. Submitters can then click that button, which causes the whole speaker section to be repeated, so they can fill it in for as many speakers as they need to.
• Maximum Submissions per Submitter: set a limit on how many submissions any one submitter can create. If you set a limit, you will be prompted to write the message that appears when a submitter reaches the limit.
• Submission ID prefix: each submission receives a number that is unique within the submission flow: The first submission is number 1, the second is number 2 and so on. You can optionally create an alphanumeric prefix here. This is particularly useful if you’re running multiple Submission Flows in a single event, as it helps you to identify which flow a submission belongs to.
  
  For example, your event has two flows: one is a call for speakers, and another is an awards program. You set a prefix of “CFS-” for your call for speakers flow, and “Award-” for the awards flow. Your call for speakers submissions will be numbered: CFS-1, CFS-2, CFS-3 etc, and your awards submissions will be numbered: “Award-1, Award-2, Award-3” and so on.
• Do you want to perform reviews? This setting determines whether a Review Stages item will appear in your left-hand menu. If you choose “Yes, reviews will be performed”, you will need to click on that menu item and configure the review stage(s) for the submission flow.

Submission Flow Configuration: Deadlines

Below the general settings in the Flow Configuration dialogue box are the Deadlines settings:

This section allows you to set deadlines for any and all of the Submission Stages.

The first deadline in the list, “New submissions can be created by submitter until” does exactly what it says: after this date, submitters can no longer create new submissions.

The rest of the deadlines control the behaviour of the submission form in each of the Submission Stages. For example, if you set a deadline on the draft stage, before the deadline, the form will appear to users like this:

…and after the deadline, the form will appear like this:

You can edit the “Deadline Expired” notice by hovering over it to reveal the action buttons:

These action buttons allow you to:

• ^ reposition the notice to below/above the form.
• Delete the notice
• Add a new notice / information section
• Edit the title and appearance
  

Submission Flow Configuration: Stage Order

This section simply allows you to choose the order in which the Submission Stages appear in your admin view. It does not affect your submitters’ experience.

Can a submitter add multiple speakers?

Yes, if you choose to allow them to.

1. Go to / Submission Flows / <Flow Name> / Configuration

2. Click The blue ‘Configure’ button to launch the Configuration Dialogue popup

3. Switch on the “Allow Multiple Speakers per Submission” toggle:

   
   

Can I limit the number of submissions one person can create?

Yes.

1. Go to / Submission Flows / <Flow Name> / Configuration

2. Click The blue ‘Configure’ button to launch the Configuration Dialogue popup

3. Enter a number in the “Maximum Submissions Per Submitter” field:
   
   

    

Submission Flow Configuration: Advanced Settings

At the bottom of the Flow Configuration dialogue box are the ‘Advanced Configuration" settings:

Here you can see / change the following advanced settings:

• Submission Title: You can control how submissions’ titles are generated. By default, the submission title will be generated from submitters’ answers to certain questions:

  • If you chose to create your flow with a Session Details section, by default the Submission will take its name from the Submitter’s answer to the question: “What is the title of your session”? *
  • If you create a flow with only a Speaker section, by default the session title will be generated from the submitter’s answer to the “Speakers First Name” and “Speakers Last Name” questions.*

  You can change these defaults. When designing your form, each question has an option: “Include answer in title of submission”. Checking this option means that the submitter’s answer to this question will form part of the submission title:

  
  

  
  * You can edit the text of these questions, so for example, if you change the “What is the title of your session” question to read “Abstract Title”, you will see “Abstract Title” appear here.

• In which stage should public submissions start? This option allows you to set which Submission Stage new public submissions should be in when they are first created. By default, this will be the Draft stage, but you may have reasons to start submissions in another stage.
  
  If you leave this option blank, new public submissions will not be able to be created - this effectively makes the Submission Flow an invitation-only flow.

   

• In which stage should invited submissions start? This option allows you to set which Submission Stage new invited submissions should be in when they are first created. By default, this will be the Invited stage, but you may have reasons to start submissions in another stage.
  
  For example, if the Flow is both open for public submissions and for invited submissions, you may want all submissions to start in the Draft stage.
  

• Create Sessions In: When you create a session on the agenda from a submission, by default it will create that session in the same event.
  
  However, you can create the session in another event. This can be useful if, for example, you want to reuse a submission from an older event on the agenda for a newer event.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Copy Submission Flow

How do I copy a Submission Flow within the same event?

1. Navigate to  Submission Flows

2. Click  button next to the Submission Flow you wish to copy:

   

3. A dialogue box will prompt you to name your new Submission Flow and click ‘Copy’

How do I copy Submission Flows from one event to another?

1. Navigate to Event Settings  in the event you wish to copy to

2. Click ‘Copy Another Event’:

   

3. A dialogue box appears. Choose the event you wish to copy items from and select “Submissions Flows, Speaker and Session Tasks”:

   

    

Want more information about copying data within Lineup Ninja? Follow this link.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Delete Flow

How do I delete a Submission Flow?

1. Navigate to  Submission Flows
2. Click on the name of the Submission Flow you want to delete.
3. Click “Configuration” in the left-hand menu.
4. Scroll down to the bottom of the page, where you will find the ‘Delete’ button:
   
   
   
5. Click “Delete Submissions and Configuration”
6. A confirmation dialogue box will pop up, explaining what will happen, and asking you to enter the name of the Submission Flow before you confirm that you want to delete the Submission Flow:
   

Create & Manage Reviews

What are reviews and review stages?

In Lineup Ninja, running a review process facilitates gathering feedback on submissions and can be done at any time during the Submission Flow. You may want to gather feedback from committee members, subject matter experts, or other members of your team.

Within the review process, you can customise the form to ask reviewers to score submissions, recommend which ones to accept/decline and give feedback to submitters.

You can run multiple rounds, or ‘stages’, of review (e.g. you may want to run an initial wide review, then follow up round where your team reviews the results of the first round).

How do I start a review process?

A Submission Flow starts life without a Review Stage. To start one, follow these steps:

1. Navigate to Submission Flows  >  Review Stages
2. Click  next to ‘Stages’
3. Fill out the Review Stage Name and optional deadline in the pop up. The deadline will be used in email templates and shows to the reviewers in their list of reviews (this can be edited at any time)

What is ‘Answer Visibility’?

Answer Visibility allows you to decide which answers should be shown to the reviewer. This can be used to run a blind review or anonymising submissions by hiding the ‘Speaker’ answers.

Where do I configure review questions?

1. Navigate into the  Submission Flows and click on the menu item  Review Stages
2. Click on the tab for the Review Stage you would like to update
3. Scroll down to the section called ‘Review Questions‘​​​

What type of review questions can I ask my reviewers?

Lineup Ninja has five special types of review questions that are used in particular ways:

1. Score questions -  you can use as many score questions as you like, and weight them differently if you wish
2. Recommendation questions - by default the recommendations are “accept”, “waitlist” or “decline”, but you can edit these
3. Feedback questions that are shown to submitters - these questions allow you to capture feedback from reviewers and pass it to the submitter (the reviewers names are anonymised in the feedback)
4. Upload image
5. Upload file

Apart from these special question types, like the Form Designer, you can create a custom questions. You should only create a custom question if you can’t use one of the above options.

How do I make a question show (or not) depending on the answer to a previous question?

In the question that you would like to be displayed (or not), set up a ‘Display Rule’.

This allows you to choose from the list of valid previous questions, then choose some qualifying condition (e.g. ‘is at least one of’), and then supply the answers that must be matched.

How do I add labels to reviews?

You can assign Labels to submissions to help group them. These labels can be optionally shared with your reviewers. To add labels, navigate to the Review Stage and scroll to ‘Label Visibility’.

How do I configure the emails that are sent to reviewers?

1. Navigate to the Review Stage you wish to configure
2. Scroll down to Emails

You can configure emails to be sent when one of three things happen

• When Reviews Are Assigned
• When Reviews Are Requested To Be Repeated
• When Reviews Are Cancelled

By default, an email is sent to the reviewer, if you wish you can also add additional emails to send. These can be sent to your team or to specific e-mail addresses.

You can also schedule emails. This can be useful to nudge reviewers to complete their work.

How can I test my review stage?

The best approach would be to assign a test submission to yourself to review. This way you get to preview the whole reviewer experience process - email invitation, login flow etc.

1. Add yourself as a reviewer for the event
2. Assign a review for yourself
3. Complete the review
4. Browse to the the list of submissions and check the submission looks as you expect (i.e. correct score, recommendation etc)
5. Browse into the submission and check your test answers look as you expect
6. Browse to Review Stages, click the review stage and scroll to the bottom and click ‘Reset All Reviews’

How do I copy review stages from one event to another?

To copy review stages, you will need to copy the Submission Flow it exists under.

1. Navigate to Event Settings  in the event you wish to copy data to
2. Click ‘Copy Another Event’
3. Choose the event you wish to copy items from and select ‘Submissions Flows’

How do I copy review stages from within the same event?

To copy review stages, you will need to copy the Submission Flow it exists under.

1. Navigate to  Submission Flows
2. Click  next to the Submission Flow you wish to copy
3. Name your new Submission Flow and click ‘Copy’

Want more information about copying data within Lineup Ninja? Follow this link.

How do I delete a Review Stage?

To delete a Review Stage, scroll to the bottom of the stage and click ‘Delete Review Stage’. This will delete the stage and ALL assigned reviews.

How do I show the reviewer answers given in one Review Stage in another Review Stage?

When configuring multiple stages the reviewer questions added in other stages become available in ‘Answers Given By Other Reviewers’. For example, if you are running a two Stage review process, in the second Stage you may wish to share the answers given in the first Stage. To do this browse to the second Stage and toggle the ‘Answers Given By Other Reviewers’ for the questions in the first Stage.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Assign Reviews

How do I add Reviewers?

Navigate to the Submission Flows  homepage where you will see a section for ‘Reviewers’ and ‘Reviewer Groups’.

To add a Reviewer or Reviewer Group, click 

How do I assign submissions to individual reviewers or a group of reviewers?

1. In the ‘Submissions’ list, select the submissions you want to assign, then go to the Actions drop-down menu and click on ‘Assign Reviewers’ 
2. To assign the submissions to a single reviewer, choose them from the list, set a deadline if you wish, and click the Assign Reviewers button​​​​​​
3. To assign the reviews to everyone in a reviewer group, click on the ‘Reviewer Groups’ column heading to apply a filter to the list of reviewers. Select all currently filtered reviewers, set a deadline if you wish, and then click on the  ‘Assign Reviewers’ button

How do I set or change the deadlines for my Review Stages?

1. Navigate to  Submission Flows  >  Publish Flow
2. Scroll to ‘Review Deadlines’
3. Click  to edit the deadlines for each stage of your Review process

How do I track a single reviewer’s activity or progress?

You can see how many reviews are assigned, in progress and completed for each reviewer in the reviewer list in Submission Stages.

How do I send reminders and nudge reviewers to finish their reviews?

1. Navigate to the Review Stage you wish to send a reminder/nudge reviewer in.
2. Scroll down to ‘Emails’
3. In ‘Scheduled Emails’, you can add emails that will be sent at a scheduled time. For example, you may wish to use this to send an email one week, and then again one day, before the deadline for your review process. For each scheduled email one email will be sent to each reviewer who has incomplete reviews.

Still can’t find what you’re looking for? Submit your question here and one of the team will get back to you as soon as possible.​​​​​

Review Feedback

How do I view the review feedback?

Navigate to the Submissions . Click the Submission and scroll to ‘Reviews’ where you will see the reviews for each Review stage.

Can reviewers see the feedback given by other reviewers?

This depends on whether you have toggled on/off ‘Shown To Reviewers’. To check or edit, navigate to Review Stages  and scroll to ‘Answers given by other reviewers’.

Can I hide my reviewers’ feedback to submitters?

There is an option in the feedback question (called ‘Use For Feedback - Submitter will see the answers given by the reviewers’) that you can switch off. This will hide the reviewers’ comments from the submitters.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Submission Deadlines

How do I set or change the deadlines for my Submission Stages?

1. Navigate to Submission Flows  >  Publish Flow
2. Scroll to ‘Submission Deadlines’
3. Click   to edit the deadlines for each stage of your Submission Flow

What happens when a deadline has passed?

For each Submission Stage, you can configure what will happen once the deadline has passed:

1. Navigate to Submission Flows  >  Submission Stages
2. Under each Submission Stage tab, scroll to ‘View of a Submission’, where you will see two tabs: ‘Before Deadline’ & ‘After Deadline’
3. Click ‘After Deadline’ to configure what the Submitter will see once the deadline has passed

By default, all stages show this message:

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Submission Spreadsheet Report

How do I create a spreadsheet report?

A spreadsheet report contains sheets for your Submissions. There are multiple sheets available in the spreadsheet export. You can configure which columns are shown in each sheet, or use the default configuration.

• Combined Overview Sheet - This contains one row per submission and also includes all speaker and review data related to that submission on the same row.
• Speakers Sheet - This contains one row per speaker
• Sessions Sheet - This contains one row per session
• Review Stage Sheets - For each review stage in your flow one sheet is available in the report
• Table Sheet - This contains all answers to all tables questions in both submissions and reviews.

To create a spreadsheet report:

•    Navigate to Submission Flows  >  Submission Reports
• Click ‘Create Report’ on one of the spreadsheet formats. You can choose between ‘Excel’, ‘ODS’ (Open Document) or ‘CSV’.
• You will see a pop-up to configure the report. You can:
  • For CSV exports, choose the sheet you want to include in the report. CSV does not support multiple sheets per file. You can create multiple reports, one for each sheet type if you need. The CSV report does not currently include the Review Stage and Table sheets, if you need those, use ‘Excel’ or ‘ODS’.
  • For each sheet you can choose whether the sheet should be included, excluded, or it can be included with a custom configuration.
  • If you choose ‘Custom’ you will be presented with a list of available columns in the report. You can configure the column with these icons:
    • When checked the column will be included in the report. When unchecked the column will be skipped
    • Use this to drag the columns into the order you want in the report
    • Some column have this icon. When enabled it means the cell will link to the relevant session, speaker or location in Lineup Ninja.
    • Some items in the list represent multiple columns in the export. For example in the below screenshot you can see that ‘Session Details’ and ‘Speaker Details’ both contain columns within them. These represent sections on your Form. To configure the columns click ‘View Columns’ and you can then configure the columns in that group to your requirements. You can choose to include/exclude the entire section by clicking the checkbox next to the section name.
    • You can optionally include links to uploaded files in the report. One column exists for each file type that you have configured. When you enable a file type column you will see additional options to choose the filename that will be used when the file is downloaded from the link in the report.
• Once you are happy with the configuration press ‘Save’
• To run the report click ‘Run’, the report will generated and will appear in a list titled ‘Generated Reports’. Click the ‘Download’ button to download the report.

Can you explain the ‘Combined Overview Sheet’ some more?

The ‘Combined Overview Sheet’ is fairly complex because it is indented to show all information regarding a particular submission on one row.

By default the columns are:

• General Information about the Submission
• The answers to the questions on your Form Designer
  • If you have not enabled ‘Allow Multiple Speakers Per Submission’ then the order of the sections matches the order in the Form Designer
  • If you have enabled ‘Allow Multiple Speakers Per Submission’ then the order of the section is the order of the ‘Submission’ sections in the Form Designer, followed by the ‘Speakers’ section. The Speaker columns are then repeated as many times as necessary to show all speakers associated with a submission. For example if you have a submission with 3 speakers then the columns will be repeated 3 times.
• :Aggregated review scores for each review round. These include:
  • Counts of reviews that have given accept/maybe/decline recommendations
  • Count of pending review
  • Average scores given by all reviewers
• Answers given for each for each review round. These columns are repeated as many times as necessary to show all reviewer answers associated with a submission. For example if you have a submission with 3 reviewers then the columns will be repeated 3 times.
• The unique identifiers for the submission, the speakers and the reviews. These are useful if you are going import the data into another system, they are persistent identifiers, so you can use them to track changes.

If a speaker is submitted by the same submitter multiple times, how does they show up in the report?

A submitter may offer the same speaker for multiple submissions. If they do then

• The ‘Speakers’ sheet will only show the speaker once. The ‘Submission Titles’ column will contain a list of their Submission Titles separated with commas.
• The ‘Combined Overview’ sheet will show show the speaker multiple times, once for every time they are associated with a submission.

How do I change the letters that appears before the submission number?

Please see this page to learn about submission numbering.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Submission ZIP Report

What is a Zip Report?

A ZIP report places the files attached to your submissions in a ZIP file. You can use it to download files in bulk.

How do I create a Zip report?

•    Navigate to Submission Flows  >  Submission Reports
• Click ‘Create Report’ for the ‘ZIP’ option.
• You will see a screen to configure the report. This is similar to the Spreadsheet Report.
  • By default all uploaded files will be included.
  • You can choose to customize the report and only include answers to particular questions.
  • You can optionally choose the path and filename for the files in the generated report, by default the following patterns will be used:
    • Speaker Files: {{title}}/{{speaker}}/{{question}}/{{filename}}
    • Submission Files: {{title}}/{{section}}/{{question}}/{{filename}}
    • Reviewer Files: {{title}}/{{reviewer}}/{{question}}/{{filename}}
    • To choose a different directory structure choose ‘A custom filename’ and use the placeholders to specify your requirements
• Once you are happy with the configuration press ‘Save’
• To run the report click ‘Run’, the report will generated and will appear in a list titled ‘Generated Reports’. Click the ‘Download’ button to download the report.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Submission JSON Report

What is a JSON Report?

A JSON report contains your submission data in a format that is designed to be read by a machine. It is a good format to use when sharing the data with a developer.

How do I create a JSON report?

• Navigate to Submission Flows  >  Submission Reports
• Click ‘Create Report’ for the ‘JSON’ option.
• You will see a pop-up to configure the report. Only the name can be set for JSON reports. Click ‘Save’ to save the report.
• To run the report click ‘Run’, the report will generated and will appear in a list titled ‘Generated Reports’. Click the ‘Download’ button to download the report.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Scheduling

What is Scheduling in Lineup Ninja?

Lineup Ninja focuses on making scheduling easier through our smart Agenda Planning Board. Rule-based scheduling allows you to match sessions to Locations based on topic, anticipated audience size, AV requirements, session running order rules and more. It also monitors speaker availability and alerts you to scheduling issues and clashes.

There are so many possibilities and configurations to help you schedule your agenda with ease and keep track of all of the conditions and constraints of your speakers, sessions and locations.

To get started, we recommend watching this tutorial video to get orientated, then read on through this page to learn how to manage some common scheduling needs with Lineup Ninja.

Additionally, we have listed some additional documentation questions from other sections that we think may help!

• Agenda Planning Board
• Create sessions in Agenda Planning
• Create sessions from Submission Flows
• Default session duration
• Default session changeover time
• Scheduling sessions (drag and drop)

How do I ensure speakers are available?

Submission Flows - If you have asked an availability question in the Submission Flow, Lineup Ninja will use this data to ensure you can only schedule the session on a day/time when they are available.

Speaker Portal - If a speaker is added via the Speaker Portal, the speaker will be made available for the entire event.

Manually adding a speaker - If you have manually added a speaker in the Speaker section of the Agenda Planning, the speaker will be made available for the entire event.

If the speaker has informed you of their availability outside of Lineup Ninja, you can manually adjust the speaker’s availability.

How do I prevent clashes for my attendees?

When thinking about scheduling your event content is it important to consider what your attendees are looking for. If you’re running a conference on a diverse range of topics in a field, then it’s possible that attendees will largely be interested in only one or two different topics. If you schedule multiple talks on the same topic at the same time then an attendee won’t be able to see everything for their interest.

Lineup Ninja can help you here with a configuration called ‘Concurrency’. The dictionary definition of ‘Concurrent’ is ‘existing, happening, or done at the same time’, using the ‘Concurrency’ settings you can limit the number of things that are happening at the same time.

You can apply this limit to Tracks, Resources or Labels to best fit your needs.

Tracks

If you would like to limit the number of sessions running in the same Track then navigate to Tracks and select the name of the track. Then edit the ‘Concurrency’ setting to set the maximum number of sessions in this track that can run that the same time.

Resources

You can also limit the number of sessions requiring a particular Resource that run at the same time. Navigate to Resources and select the name of the resource. Then edit the ‘Concurrency’ setting to set the maximum number of sessions needing this resource that can run that the same time.

Labels

If you wish to put a limit on different criteria than Tracks and Resources, you can use Labels. Navigate to Labels and select the name of the label, or create a new one. Then edit the ‘Concurrency’ setting to set the maximum number of sessions with this label that can run at the same time. Then apply the label to the sessions you want to limit in this way.

How do I ensure sessions take place on a specific day or days?

If you have a group of sessions that needs to take place on a specific day or days then you can manage this with labels. A Label can be used to enforce scheduling to specific dates, you then apply that Label to the sessions you need to ensure are scheduled on that date.

To create a new Label, follow these steps:

1. Navigate to Event Settings  >  Labels
2. Click  to add a new label and name it whatever makes sense for your event
3. Click into the label and click  on the ‘Dates’ row to edit the dates
4. Choose the dates you want to restrict the sessions to and click save
5. You will see a toggle button underneath the dates you just configured. Toggle this on to make these dates a scheduling requirement

To add this Label to a session:

1. Navigate to Agenda Planning  >  Sessions

2. Select the sessions you wish to add this label to using the tick box  on the left-hand side

3. Scroll to the bottom of the page to the ‘Actions’ drop-down and choose ‘Add Labels’

4. Select the relevant label(s) and click save
   ​​​​​

   

The sessions will now be required to be scheduled on the selected dates!

How do I use Scheduling Windows to allow my submitters to request a particular time of day?

For more information, please follow this link.

How do I configure the running order of a group of sessions?

If you have a group of sessions that you need to ensure run in the right order then you can use Scheduling Rules to configure this. This can be useful when, say, you have a workshop that follows an introductory presentation.

Browse to one of the sessions and in the ‘Scheduling Rules’ section, click . You can then choose the relationship to another session. For example, if this session needs to run before another one then choose ‘Before’ and the name of the other session and click 

You can also set rules to ensure that sessions start after another one, at the same time as, or run immediately before or after another session.

Scheduling & Locations

How do I ensure a session takes place in a specific Location or Locations?

Sometimes you want to ensure that a session takes place in a specific Location such as a stage, or group of Locations, such as online conference rooms.

There are two ways to configure this in Lineup Ninja, depending on whether you want to configure this for just one or two sessions, or for a larger number of sessions.

I have a large number of sessions I want to ensure take place in a Location

If you have a group of sessions that needs to take place on in a specific Location or group of Locations, this can be managed with Labels. A Label can be used to enforce scheduling to specific locations, you then apply that label to the sessions you need to ensure are scheduled on that date.

To create a new Label, follow these steps:

1.    Navigate to Event Settings  >  Labels
2. Click  to add a new label and name it whatever makes sense for your event
3. Click into the label and click  on the ‘Locations’ row to edit the dates
4. Choose the dates you want to restrict the sessions to and click save
5. You will see a toggle button underneath the dates you just configured. Toggle this on to make these dates a scheduling requirement

To add this Label to a session:

1. Navigate to Agenda Planning >  Sessions
2. Select the sessions you wish to add this label to using the tick box on the left-hand side
3. Scroll to the bottom of the page to the ‘Actions’ drop-down and choose ‘Add Labels’
4. Select the relevant label and click save

The sessions will now be required to be scheduled in the selected locations!

I have just one or two sessions that I want to ensure take place in a Location

To ensure a session takes place in a Location set a ‘Scheduling Rule’ for that session.

1. Navigate into the session
2. Click  in the ‘Scheduling Rules’ section
3. Choose ‘In Location’, name the location and click save

How do I ensure a session does NOT take place in a Location?

To ensure a session does not take place in a Location set a ‘Scheduling Rule’ for that session.

1. Navigate into the session
2. Click  in the ‘Scheduling Rules’ section
3. Choose ‘Not In Location’, name the location and click save

How do I ensure that sessions take place in the same Location as each other?

Sometimes you want to ensure that two or more sessions take place in the same Location as each other, but you’re not actually concerned about which specific Location that is, only that the end up in the same one.

1. Navigate into the session
2. Click  in the ‘Scheduling Rules’ section
3. Choose ‘Location With’, name the other session(s) and click save

How do I keep sessions on the same track/theme in the same Location or group of Locations?

You may want to keep sessions on the same theme in the same Location. This can make it easier for attendees who are interested in a particular topic as they won’t have to move around from one session to the next.

Lineup Ninja calls themes or topics, Tracks. When you assign a Track to a session it will then need to be scheduled in a Location that has the same Track assigned to it. If you plan a session in a Location that does not have the Track of the session assigned to it, you will see a scheduling error. You can fix this by either adding the track to the location, moving the session to a different location, or editing that session to change or remove the Track.

How do I ensure the Location is large enough for the session?

Ensuring a Location is large enough is a combination of two things:

• The capacity of the location
• The capacity needs of the session

If the Location has a larger, or equal, capacity compared to the session then the session will be planned successfully. If it is smaller then you will see a scheduling error.

How do I ensure the Location has the right Resources to deliver a session?

For a successful session to be delivered the right equipment must be available for the presenter. Lineup Ninja uses Resource to track these requirements. When you assign a resource to a session then it can only be scheduled in a location that has the same resource assigned to it. If you plan a session in a location that does not have a resource that a session requires then you will see a scheduling error. You can fix this by either making the resource available in the location, moving the session to a different location, or editing that session to remove the resource from the session.

Next: Scheduling Windows

Still can’t find what you’re looking for? Submit your question here and one of the team will get back to you as soon as possible.​​​​​

Scheduling Windows

What are Scheduling Windows?

Scheduling Windows are a way to specify that a session, or group of sessions, must take place within a particular set of times.

When you plan your agenda our algorithm checks that sessions have been planned into a valid Window, and can use your Windows to auto-schedule your event.

Here are some of the ways that out clients have used Scheduling Windows to help plan their programmes:

• Requiring sponsored sessions take place in the early afternoon
• Allowing submitters to request a morning, lunchtime, or afternoon session when they submit their content
• Ensuring that a particular session takes place at noon, but on any day and in any location
• Keeping workshops scheduled in the breakout room, and only after lunch
• Preventing ‘sales pitch’ sessions from being scheduled during the peak morning and afternoon periods

What can Scheduling Windows be applied to?

Scheduling Windows can be applied to either a specific Session, a Label or a Track.

For example, for these Scheduling Windows:

• Monday 09:00 > 10:00 in ‘Main Hall’
• Tuesday 11:00 > 12:00 in any location

How do I create a Scheduling Window?

Navigate into the Label or Session you wish to add a Scheduling Window to

Scroll to ‘Scheduling Windows’ and click 

Complete the following details:

• Date - Choose the date you want the Window to appear in. Windows cannot span multiple dates
• Start Time - Choose what time the window start
• End Time - This is an optional field. If you choose a value, it restricts the size of the Window to the time you have requested. If you leave it blank the Window will automatically fit the length of the session. For example, if the Window starts at 09:00 and has no end time, then any session can be scheduled at 09:00 regardless of how long it is, but no later than 09:00.
• Location - You can restrict a Window to a particular Location, or leave it open for the Scheduling Window to apply to all Locations.

Click save!

For Labels, toggle on either:

• Require sessions with this label to be scheduled in one of these slots
• Block sessions without this label from being scheduled in one of these slots

Can a Scheduling Window span multiple locations?

If you don’t specify a Location for a Window then it will automatically span all Locations. If you want a Scheduling Window that spans a few Locations then add multiple Windows, one for each Location. The session will then be scheduled in one of those Windows.

How do I use Scheduling Windows to reserve ‘VIP’ or ‘Premium’ slots?

1. Create a Label for your VIP/Premium sessions
2. Add a Scheduling Window that describes your best slots
3. Toggle on the option to ‘Require sessions with this label to be scheduled in one of these slots’ and toggle on the option to ‘Block sessions without this label from being scheduled in one of these slots’
4. Add the Label to the relevant sessions and the agenda planner will ensure these sessions are scheduled in your best times

How do I use Scheduling Windows to allow my submitters to request a particular time of day?

Scheduling Windows can be useful for submitters to indicate their best availability for the session.

1. Create a Label for each time period you want to offer. For example, you could create an ‘Early’ Label with the Scheduling Window of 09:00 - 11:00 on each day of the event. If you want speakers to be able to choose the entire day, then also create a label that represents the entire day
2. Toggle on the option to ‘Require sessions with this label to be scheduled in one of these slots’ and toggle on the option to ‘Block sessions without this label from being scheduled in one of these slots’ when creating the Scheduling Rule for the Label
3. Add the ‘Labels’ question to a ‘Session Details’ section of your Submission Flow
4. Set it to ‘Choose One’ and toggle the visibility of the labels to show your time period labels

The sessions will now automatically have the labels assigned to them when you create the sessions from the submissions and the label will ensure the session gets scheduled in a time that suits the speaker

Next: Locations

Still can’t find what you’re looking for? Submit your question here and one of the team will get back to you as soon as possible.​​​​​

Speaker Roles

What are Speaker Roles?

Speakers may have different roles in sessions. For example you might have panel sessions consisting of a Chair and some Panelists, plus a Moderator to run the Question & Answer process. You may also have sessions with a solo Presenter.

Speakers may be involved in multiple sessions, and have different roles in those sessions. For example a speaker may be a Chair in one session, a Panelist in another, and a Presenter in a third.

Lineup Ninja allows you to define your own speaker roles, as well as the order in which those roles are listed in sessions.

How do I create Speaker Roles?

1. Navigate to Agenda Planning  >  Speakers
2. Scroll to the ‘Speaker Roles’ section at the bottom of the page
3. Click  to add a new role
4. You can then reorder the roles which will change the order the speakers are show in your Agenda

How do I assign speaker roles?

1. Navigate to Agenda Planning  >  Speakers
2. Click  next to the Speaker you wish to assign a role to
3. In the Session column, use the drop-down menu under the relevant session to choose a Role

How do I filter all speakers by role?

1. Navigate to  Speakers
2. Click the ‘Session’  and select the roles you want to filter by

How do Roles affect Speaker Ordering?

You can choose the order the roles will be shown. For example, you may wish to show ‘Chair’ before the ‘Panelists’.

Navigate to  Speakers and scroll down to ‘Speaker Roles’ at the bottom of the page. You can drag Speaker Roles up and down to change the order.

For more information about Speaker Ordering, please follow this link.

How do I indicate some roles will not be involved in the presentation of sessions?

By default, all speakers associated with a session are required to be available for the session to be marked green on the agenda planning board.

This means that:

• The speaker is not also speaking on another session at the same time (including the ‘Changeover time’ for both sessions). This ensures they are not doubled booked
• The speaker is available to be at the event as that time

You may have roles where you don’t require this check. For example you might have a role where the speaker is not actually involved in the presentation, such as a co-author, or nominator.

To turn off the availability check navigate to Agenda Planning  >  Speakers  and scroll to ‘Roles’.

You will then see this column, and can toggle the option on/off for each role.

How do I exclude some roles from requiring the Speaker to confirm?

If Speaker Confirmation is enabled, then by default, speakers with all roles will need to be confirmed in order for the session to turn green on the agenda planner.

However, you might have some roles that will not be presenting, or don’t need to be confirmed for every session. For example, roles like ‘Co-Author’. In such cases, you can configure the role to not require confirmation.

Navigate to Agenda Planning  >  Speakers  and scroll to ‘Roles’.

You will then see this column, and can toggle the option on/off for each role.

Do speaker roles show up in integrations?

Speaker Roles will only be shown in the Lineup Ninja Agenda App. They are not currently available in any of the integrations.

Speaker Roles & Submission Flows

How do I ask for Speaker Roles in my Submission Flows?

Once you have created a Submission Flow, navigate to  Form Designer

Add this question:

If, for example, you want your Submitters to create at least one Chair and two Panelists, you can enforce this by configuring the question. You can also hide roles from the submitter, in this example the ‘Moderator’ role is hidden.

Can I ask additional questions for specific roles?

Yes, you can do this with display rules. For example, when the submitter is adding their Chair you can ask them what prior experience they have of chairing sessions. To show that question to the Chair and not the Panelist’s you can add a ‘Display Rule’ like so:

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

Speaker Tasks

Lineup Ninja allows you to create tasks for speakers to complete.

There are templates for common tasks like collecting speaker’s details, asking speakers to accept a speaker agreement and collecting speakers’ hotel requirements which you can use and adapt. You can also create your own custom tasks.

On this page:

• How do I ask speakers to provide their profile information?
• How do I ask speakers to complete a Speaker Agreement?
• How do I ask speakers to provide their hotel requirements?
• How do I edit a question in a Speaker Task?
• How do I add a standard question to a Speaker Task?
• How do I add a custom question to a Speaker Task?
• How do I delete a question from a Speaker Task?
• How do I edit the buttons at the bottom of the form in a Speaker Task?
• How do I add a button to the bottom of the form in a Speaker Task?
• How do I add a confirmation popup to the buttons at the bottom of the form?
• How do I edit the email templates for a Speaker Task?
• How do I add email templates for a Speaker Task?
• How do I create deadline reminder emails for my Speaker Tasks?
• How do I copy a Speaker Task?
• How do I delete a Speaker Task?
• How do I assign Speaker Tasks to Task Owners (e.g. speakers)?
• How do I manage and track Speakers Tasks’ progress?
• How do I run a report of a Speaker Task’s status?

How do I ask speakers to provide their profile information?

You can collect speakers’ information in several ways:

1. Using the ‘Speaker Details’ Task template. This is recommended for B2B and producer-led conferences where you just want speakers’ details - and not session details.
2. As part of a ‘Submission Flow’. Recommended if you’re running a call for sessions/abstracts/papers and you want to collect speakers’ (or authors’) details at the same time as their session/abstract/paper submissions.
3. Manually adding the information yourself via the admin interface. It is common for producers to do this for VIP speakers who you don’t expect to interact with the platform directly.
4. Via the My Profile Section on the Home Page of the Content Portal. This is a ‘quick and dirty method’. We recommend that you only use this to let speakers double-check their profile info after it’s been added via one of the above methods.
   

How do I ask speakers to complete a Speaker Agreement?

You have a couple of options here.

1. Recommended: Use the Speaker Agreement Task template. This is designed specifically for this purpose. You can adapt the template to your specific needs. Using a speaker task for this allows you to track the speakers’ progress with this task from within the Speaker list.
   

2. Alternative: Use the Speaker Confirmation tool. This way, you can advise speakers of the times of their sessions and ask them to confirm:

   1. that they have seen their session times, AND
   2. that they accept the speaker agreement

   …at the same time.

How do I ask speakers to provide their hotel requirements?

We recommend that you use Lineup Ninja’s Hotel Requirements Speaker Task template for this.

How do I edit a question in a Speaker Task?

To edit an existing question in a Speaker Task, hover over the question, and then click on the blue pencil button. This will open the question for editing:



When you’ve made your changes, click the green ‘check’ button to save your changes, or the ‘circular arrow’ button to cancel your changes.

How do I add a Standard Question to a Speaker Task?

In this example, we’ll use the Speaker Details Task template, but the principle works for any speaker task:

1. Navigate to your Speaker Task’s Configuration:
   Agenda Planning / Speakers / Speaker Tasks / Speaker Details / Configuration

2. Hover your mouse over the form to show the “Add Questions” button:
   
   
   

3. Click the “Add Questions” button. This will bring up the list of standard questions:
   

   Warning

   IMPORTANT: You MUST use Standard questions for their intended purpose.
   
   For example, if you want to capture the speaker’s biography, USE THE BIOGRAPHY QUESTION for it.
   
   Why? Because these questions are mapped to corresponding fields in the database, and the answers to these questions will eventually be published on your event website.
   
   If you use the ‘First Name’ question to ask for Dietary requirements, your event website will end up with speakers called things like “Vegan Johnson” and “Gluten-free Smith”.
   
   You are not able to change this later.
   
   You’ve been warned!

   
   
   

4. Find the question you want to add, and click the blue ‘plus’ button. This will add that question to the bottom of your Task’s form, and open that question for editing.
   
   Here, we’ve chosen to add the Phone Number question to our Speaker Details task:
   
   
   
   

5. Make any changes to the question that you want to make, and click the green ‘check’ button to save your changes, and you’re done!

How do I add a Custom Question to a Speaker Task?

In this example, we’ll use the Speaker Details Task template, but the principle works for any speaker task:

1. Navigate to your Speaker Task’s Configuration:
   Agenda Planning / Speakers / Speaker Tasks / Speaker Details / Configuration

2. Hover your mouse over the form to show the “Add Questions” button:
   
   

3. Click the “Add Questions” button. This will bring up the list of standard questions:

   
   
   

4. Scroll down to the bottom of this list, and you will find the “Add Custom Question” button.
   

   Warning

   IMPORTANT: Only create a custom question if you are sure there isn’t already a standard question for the data that you want to capture.
   
   For example, if you want to capture the speaker’s LinkedIn URL, USE THE LinkedIn QUESTION for it.
   
   Why? Because these questions are mapped to corresponding fields in the database, and the answers to these questions will eventually be published on your event website, mobile app, signage etc.
   
   If you use the ‘First Name’ question to ask for Dietary requirements, your event website will end up with speakers called things like “Vegan Johnson” and “Gluten-free Smith”.
   
   You are not able to change this later.
   
   You’ve been warned!

   
   
   

5. Click on the ‘Add Custom Question’ button. This will add the new custom question to the form and open it for editing:
   
   
   

6. You can now choose which type of question this should be:
   
   
   

7. Once you’ve chosen a question type, you will need to map this to an existing Custom Field, or create a new one to store the answers:
   
   

8. Once you have mapped (or created) a Custom Field to store your new question’s answers, you can edit the other settings, such as:

   1. The question text,
   2. Help text
   3. Whether it is optional or mandatory,
   4. Character limits
   5. Question visibility in different Task Stages

   
   
   

9. Make any changes to the question that you want to make, and click the green ‘check’ button to save your changes, and you’re done!
   
   

How do I delete a question from a Speaker Task?

1. Open the question you want to delete for editing (like this).

2. In the bottom-right corner of the question you will find the delete button, which has a ’trash can’ icon:
   
   
   

3. You will be prompted to confirm that you want to delete the question:

   
   
   

How do I edit the buttons at the bottom of the form in a Speaker Task?

Editing buttons can happen in two ways: basic editing and advanced editing.

1. To edit a button in basic editing mode:

1. Go to the Speaker Task’s Configuration page and scroll down to the bottom of the form.
   

2. Hover your mouse over a button to reveal the edit button ,
   
   
   

3. Click the edit button. This will bring up the basic button editing popup:
   
   

   

4. Click the pencil icon. This will allow you to edit the wording on the button and the button’s color.
   
   

   

5. Make your changes and click the green ‘check’ button to save your changes, or the circular arrow button to discard your changes.
   

6. Now click the ‘OK’ button to close the popup:
   
   

2. To edit a button in advanced editing mode:

1. Go to the Speaker Task’s Configuration page and scroll down to the bottom of the form.
   
2. Switch on the “Show advanced editing options” toggle on:
   
   
   
3. Hover your mouse over a button to reveal the edit button :
   
   
   
4. Click the edit button. This will bring up the advanced button editing popup:
   
   
   
5. Here you have various options:
   1. Like the basic editing mode, you can change the button text and color.
   2. You can also toggle whether the form should have valid answers in order for the user to click the button. This is useful if you want to make sure speakers have completed all mandatory fields before they can press the button.
   3. You can change what happens when the button is pressed:
      
      
      
6. Make your changes and click the ‘OK’ button to save your changes.
   
   

How do I add a button to the bottom of the form in a Speaker Task?

1. Go to the Speaker Task’s Configuration page and scroll down to the bottom of the form.

2. Switch on the “Show advanced editing options” toggle on:
   
   
   

3. Now hover your mouse over the area around the buttons at the bottom of the form. This will reveal the Reposition, Delete, Add New Element and Edit buttons:
   
   
   

4. Click the blue plus button , and you’ll be given the option to add either a new button, or some text:
   
   
   

5. Click on “+ button”. This will create a new button, which you can edit in the usual way:

   
   
   

    

How do I add a confirmation popup to the buttons at the bottom of the form in a speaker task?

ANSWER COMING SOON!

How do I edit email templates for a Speaker Task?

1. Go to the Speaker Task’s Configuration page and scroll down to the bottom of the page. Here you will find the email templates for the task:
   
   
   

   Note

   Each Task Stage has its own email templates, because you will want to send Task Owners different messages at different stages of the process.

2.  To edit the existing template, click the pencil icon at the end of the row:
   
   
   

How do I add email templates for a Speaker Task?

1. 1. Go to the Speaker Task’s Configuration page and scroll down to the bottom of the page. Here you will find the email templates for the task:
      
      

      Note

      Each Task Stage has its own email templates, because you will want to send Task Owners different messages at different stages of the process.

   2. To add a new template, click the pencil icon at the end of the row:
      
      

How do I create deadline reminder emails for my Speaker Tasks?

ANSWER COMING SOON!

How do I copy a Speaker Task?

1. Go to Agenda Planning / Speakers / Speaker Tasks
2. Here you will see a table with a list of your existing Speaker Tasks.
3. At the end of each Task’s row is a ‘copy’ icon :
   
   
   
4. Click this icon. It will bring up a dialogue box asking for the name of your new Task:
   
   
   
5. Give the new task a name and click the Green “Copy” button. You will now have a copy of the original Speaker Task.
   
   
   

How do I delete a Speaker Task?

1. Go to the Speaker Task’s Configuration page and scroll down to the very bottom of the page. Here you will find the “Delete Tasks and Configuration” button:
   
   
   

   Warning

   This will delete the task configuration and all the data associated with it.
   
   If you’ve assigned the task to Task Owners and they’ve submitted responses, all of those responses will be deleted as well.

2. You will be prompted to confirm that you DEFINITELY want to delete the task by typing its name in a form and clicking another delete button:
   
   
   
   

How do I assign Speaker Tasks?

You can assign Speaker Tasks to Task Owners (usually the speaker themselves, but they can be other people) in a couple of ways:

1.  Individually
2. In bulk (i.e. several at the same time)

Go to / Agenda Planning / Speakers

Here you’ll see the list of your speakers, and (once you’ve set up some tasks) a column for each task.

In each task’s column is a ‘status button’ which shows you the status of that task for each speaker.

If you hover over the ‘Needs assigning’ button, it reveals an information popup. This popup tells you why the task needs to be performed for this speaker, and who the task will be assigned to (i.e. who will be the Task Owner) when you click the button.

To assign a task to an individual speaker, click the orange ‘Needs assigning’ button in that speaker’s row.

To assign a task in bulk (i.e. to assign the task to several speakers at the same time):

1. select all of the speakers who you want to assign the task to.
2. Scroll down to the ‘Actions’ drop-down menu at the bottom of the page
3. Click on ‘Assign Task For <Task Name>’:

Next you will see the email template that is associated with the Task’s “Requested” stage. If you like, you can edit it for this instance of sending:



Click ‘Send to Task Owner’ to send them the email.

You can also opt to NOT send the email to Task Owners if you wish, by clicking ‘Skip sending’.**

**In both cases, the task will be created and assigned to the Task Owner, which will make it visible to them in the ‘My Tasks’ section of the content portal.

Once the task has been assigned, the button in the Task’s colum in the speaker list will change to say ‘Requested’. If you hover over the button, you will see who the Task has been assigned to. In this example, it is simply the speaker themselves:

How do I manage/track Speaker Tasks?

You can track the status of speaker tasks and manage them in a couple of places: the Speaker list and the Task’s page.

The speaker list shows the list of all speakers, with a column for each task. This gives you a good overview of every speaker’s tasks’ status. You can also click these buttons to either assign the tasks or, once the task has been assigned, see the details of that task:

You can see more detail of a specific task by navigating to that task’s home page at: /agenda Planning / Speakers / Speaker Tasks / <task name>

Here you can filter tasks by stage, search for speakers, Task Owners, sort by Updated time, and perform a wide range of actions on tasks.

How do I run a report of a Speaker Task’s status?

Navigate to / Agenda Planning / Speakers / Speaker Tasks / <task name> / Task Reports

Here you will see the option to create new reports of various types. They all work exactly the same as their ‘Submission Reports’ counterparts:

• Spreadsheet Reports - export your data to spreadsheet & CSV formats

• ZIP Reports - export any attached files to zip archives

• JSON report - export your data in a machine-readable format

   

Duplicate Speakers

What causes duplicate speakers on the agenda?

A speaker can be duplicated on the agenda if the same speaker is submitter by two different submitters.

For example if these two submissions are received:

• Submitter: ‘Abi’
• Title: ‘Solo Session’
• Speakers: ‘Abi’

and:

• Submitter: ‘Joe’
• Title: ‘Panel Discussion’
• Speakers:
  • Chair: ‘Joe’
  • Panel Member: ‘Abi’
  • Panel Member: ‘Nick’
  • Panel Member: ‘Rachel’

When you create sessions on the agenda there will be two ‘Abi’ speakers on the agenda list.

This happens because the submissions are received from different submitters and we cannot expose personal information given by one submitter to another, as such they are not automatically linked. If one submitter makes multiple submissions with the same speaker then there will be no duplication.

How do I resolve duplicate speakers?

To resolve this issue you can mark a speaker as a duplicate of another speaker. What happens when you do this is:

• The speaker you choose replaces the duplicate speaker for all their sessions
• The duplicate speaker is removed

For the example above, if ‘Abi’ from the first submission was chosen to be the preferred speaker then de-duplication will:

• Assign ‘Abi’ to be a Panel Member on the ‘Panel Discussion’ session
• Delete the duplicate ‘Abi’ speaker from the agenda

To do this, navigate to Agenda Planning  >  Speakers  and click on the name of the speaker you want to retain. Then click this button: