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conferencetracker:2:administrator:manual:advancedoptions [2019/11/07 16:54] – [Microsoft Excel-Specific Reports] asher | conferencetracker:2:administrator:manual:advancedoptions [2019/11/22 13:47] – [Import Data] asher | ||
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{{ : | {{ : | ||
The Advanced Options section provides you with additional settings, features, and information to maximize your Conference Tracker experience. You can both import data to and export data from your conference, edit payment options, and much more! Here are the features included in this section: | The Advanced Options section provides you with additional settings, features, and information to maximize your Conference Tracker experience. You can both import data to and export data from your conference, edit payment options, and much more! Here are the features included in this section: | ||
- | * **Import Data** - The Import Data section allows you to import | + | * **Import Data** - The Import Data section allows you to import CSV files in order to expedite your conference setup. You can import your Attendees, Exhibitors, Administrators, |
* **Export Data** - With our Exports, we allow you to download all the information saved in your account. Exports include attendance logs, attendee information, | * **Export Data** - With our Exports, we allow you to download all the information saved in your account. Exports include attendance logs, attendee information, | ||
* **Discount Coupons** - In the Discount Coupons section, you can create coupons to give your attendees in order to provide them with discounts to your conferences. Coupons can be highly customized, letting you set expiration dates, number of usages, and who is allowed to use it. | * **Discount Coupons** - In the Discount Coupons section, you can create coupons to give your attendees in order to provide them with discounts to your conferences. Coupons can be highly customized, letting you set expiration dates, number of usages, and who is allowed to use it. | ||
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===== Import Data ===== | ===== Import Data ===== | ||
This is where you go to import your data for the conference. You will need to create CSV (Comma-Separated Values) files in order to import data, which we will go over below. Data you can import includes: | This is where you go to import your data for the conference. You will need to create CSV (Comma-Separated Values) files in order to import data, which we will go over below. Data you can import includes: | ||
- | * Administrators | + | * Administrators, Exhibitor Administrators, Exhibitor Representatives, Operators, Presenters, Moderators, Attendees, Tracks, Sessions, Session Registrations, Session Presenters, Session Tracks, User Groups, User Groups Members |
- | * Exhibitor Administrators | + | |
- | * Exhibitor Representatives | + | |
- | * Operators | + | |
- | * Presenters | + | |
- | * Moderators | + | |
- | * Attendees | + | |
- | * Tracks | + | |
- | * Sessions | + | |
- | * Session Registrations | + | |
- | * Session Presenters | + | |
- | * Session Tracks | + | |
- | * User Groups | + | |
- | * User Groups Members | + | |
Learn more about importing your **Attendees**, | Learn more about importing your **Attendees**, | ||
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==== File Format ==== | ==== File Format ==== | ||
- | Only **Comma-Separated-Values (CSV)** files are supported for **Conference Tracker** imports. | + | Only **Comma-Separated-Values (CSV)** files are supported for **Conference Tracker** imports. |
To make it as simple as possible we have defined an import sample for each type of import for you to follow. | To make it as simple as possible we have defined an import sample for each type of import for you to follow. | ||
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=== Administrators, | === Administrators, | ||
These **users** will be added to the system from this type of import and this is a quick definition of their role: | These **users** will be added to the system from this type of import and this is a quick definition of their role: | ||
- | * **Administrators** - This **User** type is the one that configures all the settings, import/exports | + | * **Administrators** - This **User** type is the one that configures all the settings, import/export |
- | * **Operators** - This **User** type is the one that helps scan attendees, input onsite registrants (**Attendees**), | + | * **Operators** - This **User** type is the one that helps scan attendees, input onsite registrants (**Attendees**), |
* **Presenters** - This **User** type is the one that will be the speaker at a session. | * **Presenters** - This **User** type is the one that will be the speaker at a session. | ||
* **Moderators** - This **User** type has the ability to delete messages on the **Attendee** app and use the **Moderate Messages** function on the **Conference Tracker** website. | * **Moderators** - This **User** type has the ability to delete messages on the **Attendee** app and use the **Moderate Messages** function on the **Conference Tracker** website. | ||
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=== Exhibitor Admin/Reps Import === | === Exhibitor Admin/Reps Import === | ||
These **users** will be added to the system from this type of import and this is a quick definition of their role: | These **users** will be added to the system from this type of import and this is a quick definition of their role: | ||
- | * **Exhibitor Administrators** - This **User** type is the one that configures the **Conference Leads** custom qualifying questions, can perform a random drawing from leads collected, and can mange the Exhibitor Reps for their company. | + | * **Exhibitor Administrators** - This **User** type is the one that configures the **Conference Leads** custom qualifying questions, can perform a random drawing from leads collected, and can manage |
* **Exhibitor Representatives** - This **User** type is the one that helps scan attendees at the exhibitor booths, use the **Conference Leads** app (if purchased a license), and e-mail leads to themselves. | * **Exhibitor Representatives** - This **User** type is the one that helps scan attendees at the exhibitor booths, use the **Conference Leads** app (if purchased a license), and e-mail leads to themselves. | ||
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<note warning> | <note warning> | ||
- | As an example you might currently | + | As an example, you might currently in your offices in New York City, but if the conference will take place in San Francisco, then you should select //" |
== Workshop/ | == Workshop/ | ||
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=== User Groups Import === | === User Groups Import === | ||
- | This import is optional, but allows you to create User Groups used for Badge/ | + | This import is optional but allows you to create User Groups used for Badge/ |
== User Groups Import Valid Headers == | == User Groups Import Valid Headers == | ||
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{{ : | {{ : | ||
Once you've got the CSV files prepared and ready, let's move on to uploading your files. To import the CSV file you created: | Once you've got the CSV files prepared and ready, let's move on to uploading your files. To import the CSV file you created: | ||
- | - Choose what you would like to import from the Drop Down menu | + | - Choose what you would like to import from the Drop-Down menu |
- Press the blue Upload a File button | - Press the blue Upload a File button | ||
- You will be presented with a Browse window. Search for your CSV file here and press the Open button. | - You will be presented with a Browse window. Search for your CSV file here and press the Open button. | ||
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**FIX: | **FIX: | ||
- | === There are Exhibitors with no company specified (This field is mandatory for this type of users). === | + | === There are Exhibitors with no company specified (This field is mandatory for this type of user). === |
**REASON: | **REASON: | ||
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=== Workshops have to start and end in the same date === | === Workshops have to start and end in the same date === | ||
- | **REASON: | + | **REASON: |
- | **FIX: | + | **FIX: |
=== RequiredPresencePctg field can only be set to nothing or a number between 1 and 100 === | === RequiredPresencePctg field can only be set to nothing or a number between 1 and 100 === | ||
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=== DataType mismatch VarChar not Recognized. === | === DataType mismatch VarChar not Recognized. === | ||
- | **REASON: | + | **REASON: |
**FIX: | **FIX: | ||
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===== Export Data ===== | ===== Export Data ===== | ||
- | Here at Conference Tracker, our policy is quite simple: Your data is yours. You can be sure of that. We allow users to download all the information saved in their accounts, including the attendance logs recorded, the attendees | + | Here at Conference Tracker, our policy is quite simple: Your data is yours. You can be sure of that. We allow users to download all the information saved in their accounts, including the attendance logs recorded, the attendee' |
In the Export Data section, you can export any of this data in the following three formats: **CSV**, **HTML**, or **Excel Spreadsheet**. To do this, click on any of the blue Download buttons {{: | In the Export Data section, you can export any of this data in the following three formats: **CSV**, **HTML**, or **Excel Spreadsheet**. To do this, click on any of the blue Download buttons {{: | ||
- | Below, you can find a list of all of the types of data you can download from Conference Tracker, as well as what each of them contain. | + | Below, you can find a list of all of the types of data you can download from Conference Tracker, as well as what each of them contains. |
==== Attendees ==== | ==== Attendees ==== | ||
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**Workshop Name | Start Time | End Time | Credits | Speakers | Room | First Name | Middle Name | Last Name | Email | Phone Number | Street Address | City | State | Zip Code | Title | Company** | **Workshop Name | Start Time | End Time | Credits | Speakers | Room | First Name | Middle Name | Last Name | Email | Phone Number | Street Address | City | State | Zip Code | Title | Company** | ||
==== # of Sign-Ins per Session ==== | ==== # of Sign-Ins per Session ==== | ||
- | This is one of the [[.attendance# | + | This is one of the [[.attendance# |
**Workshop Name | Start Time | End Time | Credits | Speakers | Room | # Of Sign-Ins** | **Workshop Name | Start Time | End Time | Credits | Speakers | Room | # Of Sign-Ins** | ||
==== # of Attendees per Session ==== | ==== # of Attendees per Session ==== | ||
- | This is one of the [[.attendance# | + | This is one of the [[.attendance# |
**Workshop Name | Start Time | End Time | Credits | Speakers | Room | # of Attendees** | **Workshop Name | Start Time | End Time | Credits | Speakers | Room | # of Attendees** | ||
==== Leads App Users ==== | ==== Leads App Users ==== | ||
This report shows you every **Exhibitor Administrator** and **Exhibitor Representative** that have purchased and used the **Conference Leads** app. This report includes the following information: | This report shows you every **Exhibitor Administrator** and **Exhibitor Representative** that have purchased and used the **Conference Leads** app. This report includes the following information: | ||
**Company | First Name | Middle Name | Last Name | Email | Leads Role | License Fee** | **Company | First Name | Middle Name | Last Name | Email | Leads Role | License Fee** | ||
- | ===== Microsoft Excel-Specific | + | ====Attendance Log Reports==== |
- | These are **Conference Attendance Log Reports** that can only be generated | + | Under the list of main Exports you can download, you will see a header titled Attendance Logs Reports. |
+ | If you have used any Custom Session Fields for your Sessions, you will also be able to download Attendance Logs Reports grouped by both attendee and each Custom Session Field used. | ||
===== Discount Coupons ===== | ===== Discount Coupons ===== | ||
{{ : | {{ : | ||
- | This section allows you to create discount coupons to distribute to your attendees. The discount coupons will be in the form of a code and registrants will be able to enter it upon checking out after completing our online registration form. The discount coupon can reduce the price of registration by any amount you want and can be a flat amount or a percentage. | + | This section allows you to create discount coupons to distribute to your attendees. The discount coupon can reduce the price of registration by any amount you want and can be a flat amount or a percentage. This is great to use if you have any VIP companies or attendees visiting your conference. The discount coupons will be in the form of a code and registrants will be able to enter it upon checking out after completing our online registration form. |
You can create a new coupon by clicking on **Create Coupon**. You will have these options for creating a new coupon: | You can create a new coupon by clicking on **Create Coupon**. You will have these options for creating a new coupon: | ||
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* **Description**: | * **Description**: | ||
* **Code**: This is the code that the registrant will use to activate the discount. You can put any combination of alphanumeric characters here. It's recommended that you randomly generate one and enter it here. | * **Code**: This is the code that the registrant will use to activate the discount. You can put any combination of alphanumeric characters here. It's recommended that you randomly generate one and enter it here. | ||
- | * **Type**: This is the type of discount. You can use the drop down menu to specify whether the discount will be a flat amount ( **Amount**) or a percentage (**Percentage**). | + | * **Type**: This is the type of discount. You can use the drop-down menu to specify whether the discount will be a flat amount ( **Amount**) or a percentage (**Percentage**). |
* **Value**: This is the value of the coupon. You can set it to any value between 1 and 100. | * **Value**: This is the value of the coupon. You can set it to any value between 1 and 100. | ||
- | * **Valid for**: This is where you designate what type of registrant can use the coupon. From the drop down menu, you can have the coupon be valid for **All Users**, only **Attendees**, | + | * **Valid for**: This is where you designate what type of registrant can use the coupon. From the drop-down menu, you can have the coupon be valid for **All Users**, only **Attendees**, |
* **Valid up to**: This is where you can set how many times the coupon code can be used. When set, the amount will automatically decrease each time it is entered and validated during check out. | * **Valid up to**: This is where you can set how many times the coupon code can be used. When set, the amount will automatically decrease each time it is entered and validated during check out. | ||
* **Expiration Date**: This is where you can set when the coupon will expire. The coupon will be usable until the date specified here. | * **Expiration Date**: This is where you can set when the coupon will expire. The coupon will be usable until the date specified here. | ||
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===== Email Delivery Logs ===== | ===== Email Delivery Logs ===== | ||
{{ : | {{ : | ||
- | This is where you can view your email delivery logs. These logs will display records | + | Whenever |
**You are able to filter the logs using these options:** | **You are able to filter the logs using these options:** | ||
- | * **Type**: Select the type of email you want displayed here. Using the drop down menu, you can select from **All** emails, **Badge**, **Certificate**, | ||
* **User / Email**: Search for an email sent to a specific user or email address in this text field. | * **User / Email**: Search for an email sent to a specific user or email address in this text field. | ||
+ | * **Type**: Select the type of email you want displayed here. Using the drop-down menu, you can select from **All** emails, **Badge**, **Certificate**, | ||
* **From**: Display logs starting from a date specified here. | * **From**: Display logs starting from a date specified here. | ||
* **To**: Display logs ending at a date specified here. | * **To**: Display logs ending at a date specified here. | ||
===== Staff Messaging ===== | ===== Staff Messaging ===== | ||
+ | {{ : | ||
+ | In this section, you can message any Operator or Administrators of your conference who is using the Conference Tracker app. Sending a message through here will show up on their devices as a notification. This feature is useful when you need to quickly contact your staff or if you notice one of them having an issue with the app. | ||
- | This is where you can send messages directly to your staff members. Any users with the **Operator** role or **Administrator** role and has logged into the **Conference Tracker** app will receive the message sent from this feature. | + | Write the message you want to be sent out in the **Text** field and then select who will receive it using the **Target Audience** |
- | + | ||
- | {{conferencetracker: | + | |
- | + | ||
- | Write the message you want to be sent out in the **Text** field and then select who will receive it using the **Target Audience** | + | |
===== Devices ===== | ===== Devices ===== | ||
+ | {{ : | ||
+ | In this section, you can view all of the staff devices that are currently logged into Conference Tracker. Each device will be listed by its device name. You can see the last time each device connected, the last time each device synced to the server, and if they have Push Notifications enabled. You also have some search filters that will allow you to filter out devices used per different Sessions. | ||
- | This is where you can view your list of devices the Operators are using and can also send messages | + | From this screen, |
- | {{conferencetracker: | + | ====User Sessions==== |
+ | {{ :conferencetracker: | ||
+ | In this section, you will be shown a list of all users who have logged into either the Conference Tracker App, Conference Leads App, Conference Attendee App, or the Conference Tracker website. It will show each user, their login date and time, and which app/website they used to log in. You are also given some search filters to condense your list. You can filter the list by searching for specific app/website logins, specific users, or a specific range of time. | ||
- | On the far right side notice the "Send Message" | + | At the far right end of each listed session, you will see a Three Dots button. Clicking on here will allow you to press the Delete |
- | + | ||
- | {{conferencetracker: | + | |
- | + | ||
- | If push notifications are not enabled you may recieve this error: | + | |
- | + | ||
- | {{conferencetracker: | + | |
- | + | ||
- | ====User Sessions==== | + | |
- | In this section, you can view all attempted/ | + | |
===== Settings ===== | ===== Settings ===== | ||
+ | {{ : | ||
+ | The Settings section under Advanced Options gives you the ability to fine-tune many aspects of your entire Conference. You will be able to change settings for the following categories: | ||
+ | * **General: | ||
+ | * **Attendee Registration: | ||
+ | * **Exhibitor Registration: | ||
+ | * **Payments: | ||
+ | * **Attendance: | ||
+ | * **Custom Fields:** Here you will be able to add Custom Fields to both Sessions and User profiles. | ||
+ | * **Attendee App:** Here you will be able to change settings for any users using the Attendee App. | ||
+ | * **Leads App:** Here you will be able to change settings for any users using the Leads App. | ||
- | This area allows you to customize the account-wide settings | + | Each of these Setting Categories will be explained |
- | {{: | + | |
- | | + | |
==== General ==== | ==== General ==== | ||
+ | {{ : | ||
+ | In the General settings, you can change the following: | ||
- | **How to Access:** **Advanced Options** > **Settings** > **General** | + | |
- | {{: | ||
- | |||
- | **Time Zone: | ||
- | |||
- | |||
- | ==== Attendance ==== | ||
- | |||
- | **How to Access:** **Advanced Options** > **Settings** > **Attendance** | ||
- | |||
- | **Require users to sign-out**: Enable this option if you want users to sign-out after each session. Users will be allowed to sign-out in the middle of a session and sign-in again when they come back. If this option is not enabled, users will only have to sign-in at the beginning of session. | ||
- | |||
- | **Required presence**: It's a value between 1 and 100 indicating the percentage of time that users must be in a session to gain the credits. | ||
- | |||
- | **Overwrite sign-out settings of existing workshops As these values can also be defined per workshop, if you check this all workshops will be overwritten using these values.** - Use this to quickly overwrite all workshops using the sign-out settings. | ||
==== Attendee Registration ==== | ==== Attendee Registration ==== | ||
- | + | {{ : | |
- | **How to Access:** **Advanced Options** > **Settings** > **Attendee | + | In the Attendee Registration settings, you can modify the following: |
- | + | | |
- | **Enable online session registration**: | + | |
- | + | | |
- | **Prevent | + | * **Clear Fields when Adding New Registration:** This option refers to any additional registrations |
- | + | | |
- | **Base Reg. fee**: Set an amount that registrants must pay upon completing the online registration form. Any fees included in the form will be added on to the **base fee** upon check out. | + | |
- | + | | |
- | **Base Reg. fee - Early Bird**: Set an amount that registrants must pay upon completing the online | + | |
- | + | | |
- | **Early Bird valid thru**: Set the date for the **Base Reg. Fee - Early Bird** to be valid for. | + | |
- | + | * **Payment Instructions | |
- | **Auto | + | * **Payment |
- | + | * **On Screen Confirmation:** This setting allows you to edit the message displayed at the end of the Attendee Registration form once the attendee | |
- | **Auto | + | * **Registration Confirmation Automatic Emails:** This setting allows you to enable and edit the email that sends out to an attendee |
- | + | * **Registration Approval Automatic Emails::** This setting allows | |
- | **Attendee payment instructions**: Change the contents of the email sent when using the **Send | + | |
- | + | ||
- | **Confirmation | + | |
- | {{: | + | |
- | + | ||
- | \\ **Sending Options**: | + | |
- | | + | |
- | * Send an e-mail | + | |
- | * Send an e-mail to the user when his registration | + | |
- | < | + | |
- | {{:conferencetracker: | + | |
- | + | ||
- | To add mail merge fields simply click on the blue "More Information" | + | |
- | </ | + | |
- | + | ||
==== Exhibitor Registration ==== | ==== Exhibitor Registration ==== | ||
- | + | {{ :conferencetracker: | |
- | **How to Access:** **Advanced Options** > **Settings** > **Exhibitor Registration** | + | In the Exhibitor Registration |
- | + | | |
- | **Exhibitor Categories**: This allows you to create categories for your exhibitors. These categories can be assigned in the company | + | |
- | + | | |
- | **Base Reg. fee**: Set an amount that registrants must pay upon completing the online | + | |
- | + | | |
- | **Base Reg. fee - Early Bird**: Set an amount that registrants must pay upon completing | + | |
- | + | | |
- | **Early Bird valid thru**: Set the date for the **Base Reg. Fee - Early Bird** to be valid for. | + | |
- | + | | |
- | **Free Reps per exhibitor**: Designate the amount | + | * **Payment Instructions |
- | + | * **Payment | |
- | **Additional Rep fee**: This is the fee charged | + | * **On Screen Confirmation:** This setting allows you to edit the message displayed at the end of the Exhibitor Registration form once the exhibitor |
- | + | * **Registration Confirmation Automatic Emails:** This setting allows you to enable and edit the email that sends out to an exhibitor after they complete | |
- | **Auto | + | * **Registration Approval Automatic Emails::** This setting allows |
- | + | ||
- | **Auto | + | |
- | + | ||
- | **Exhibitor payment instructions**: Change the contents of the email sent when using the **Send | + | |
- | + | ||
- | **Confirmation | + | |
- | {{conferencetracker: | + | |
- | **Sending Options**: | + | |
- | | + | |
- | * Send an e-mail | + | |
- | * Send an e-mail to the exhibitor administrator when his registration | + | |
- | * Send an e-mail to the exhibitor representative when his registration is accepted (This opens an additional template to be sent specifically for this option). | + | |
- | + | ||
- | < | + | |
- | {{conferencetracker: | + | |
- | + | ||
- | To add mail merge fields simply hover over the circled question mark symbol in the top right of each box to see what mail merge options you have available for that field ($Conference_Title$, | + | |
- | </ | + | |
==== Online Payments ==== | ==== Online Payments ==== | ||
- | + | {{ : | |
- | **How to Access:** **Advanced Options** > **Settings** > **Payments** | + | In the Payments settings, you can modify the following: |
- | + | | |
- | These options allow you to enable payments from credit | + | |
- | + | * **Enable | |
- | | + | * **Enable Invoice Payments:** Enabling this option |
- | * **Test using %%PayPal%%'s Sandbox:** This allows you to state that you are testing so no actual payments will be made in this mode. | + | * **Enable Cash Payments:** Enabling this option allows a user to choose to pay via cash. //**Note:** This option will not follow up with the user for payment. |
- | * **Merchant ID / Email:** This is where you would enter your %%PayPal%% | + | * **%%PayPal%%: |
- | * **Enable check payments**: This allows | + | * **Test Using %%PayPal%%' |
- | * **Enable invoice payments**: This allows payments to be accepted through an invoice. | + | * **Merchant ID/Email:** This setting |
- | * **Enable cash payments**: This allows payments | + | ==== Attendance ==== |
- | + | {{ : | |
- | **Newsletter- Send an email when a Payment for a Newsletter Ad is confirmed**: This option | + | In the Attendance settings, you can modify the following: |
+ | * **Required Presence:** This setting will change the default required presence for each session. | ||
+ | * **Require Users to Sign Out:** This setting will change the default requirement of users to sign out of each session they attend. | ||
+ | * **Overwrite Attendance Settings on Existing Sessions:** If you have already set up your sessions with other Required Presence and Sign Out Requirement settings, enabling this setting | ||
==== Custom Fields ==== | ==== Custom Fields ==== | ||
- | + | {{ : | |
- | **How to Access:** **Advanced Options** > **Settings** > **Custom Fields** | + | The Custom Fields |
- | + | ||
- | This are displays 5 new custom | + | |
- | + | ||
- | Additionally these **Attendee** | + | |
- | + | ||
- | Below is where you can enter the names of the **Custom Fields** you'll want to use for your **Attendees** | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | Once you have entered the names of your Custom Fields simply click the **Save Changes** or **Apply Changes** button at the bottom of this form. | + | |
==== Attendee App ==== | ==== Attendee App ==== | ||
+ | {{ : | ||
+ | In the Attendee App settings, you can modify the following: | ||
+ | //**Note:** These settings only make changes to the Attendee App.// | ||
- | **How to access:** **Advanced Options** > **Settings** > **Attendee App** | + | |
- | + | ||
- | These settings are related to the Attendee app only. Here are the options you can change: | + | |
* **Allow Attendees to update their avatar**: Enabling this option will allow attendees to upload their own profile picture to the **Attendee** app. | * **Allow Attendees to update their avatar**: Enabling this option will allow attendees to upload their own profile picture to the **Attendee** app. | ||
- | * **Show attendee contact information**: | + | * **Show attendee contact information**: |
* **Allow attendees to update their contact info via the attendee app**: Enabling this option will allow attendees to change contact information such as their address and phone number through the **Attendee** app. They will NOT be able to change **First Name, Last Name,** and **Email**. | * **Allow attendees to update their contact info via the attendee app**: Enabling this option will allow attendees to change contact information such as their address and phone number through the **Attendee** app. They will NOT be able to change **First Name, Last Name,** and **Email**. | ||
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==== Leads App ==== | ==== Leads App ==== | ||
- | |||
- | **How to access:** **Advanced Options** > **Settings** > **Leads App** | ||
These options are related to the **Conference Leads** app. Some of these options are specific to your **Conference Tracker Representative**. The options that are available to you are: | These options are related to the **Conference Leads** app. Some of these options are specific to your **Conference Tracker Representative**. The options that are available to you are: |