Advanced Options

This section describes the available options in Conference Tracker. To change the Conference Tracker options, you need to click the Settings, below the Advanced Options section from the home page. After changing the options you want, click Save button to apply the changes to your conference.

Import Data

This is where you go to import your data for the conference. At this point once you have the rooms entered in the Conference Tracker system you are ready to either import your Attendees or Workshops/sessions.

Learn more about importing your Attendees, Sessions/Workshops, and everything else to quickly get started. To make it as simple as possible we have defined an import sample for each type of import for you to follow. By creating a file, as explained below, you can directly upload the file to Conference Tracker so it can validate it and get your conference information ready for use in the system.

File Format

Only Comma-Separated-Values (CSV) files are supported for Conference Tracker imports. This format is broadly supported by many application including Microsoft Excel; it also can be created using any simple text editor (such as notepad). In the first line of the file the headers must be included (check the list of valid headers below) with commas separating each of the columns you want to include followed by the data/records separating each column by a comma. In the case you need to have a comma in the some of the data/records itself, you can prevent upload and file formatting errors by enclosing the full value in double quotes.

Administrators, Operators, Presenters, and Moderators Import

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 data, and runs the conference. They have the highest level of permissions on a Conference Tracker account.
  • Operators - This User type is the one that helps scan attendees, input onsite registrants (Attendees), and can print badges/qr labels. These Users have limited access to the system and are typically your volunteers/members helping at the conference.
  • Presenters - This User type is the one that will be the speaker at a session. This user is only imported typically to generate a special badge for them.
  • 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.

Admin/Operator/Presenter/Moderator Import Valid Headers

To import Administrators, Operators, Presenters and Moderators you need to specify the following headers:

Required:

  • FirstName, MiddleInitial, LastName, Email

Optional:

  • City, State, Address, ZipCode, PhoneNumber, Title, Company, CustomField1, CustomField2, CustomField3, CustomField4, CustomField5

Optional but helpful to provide information if using Conference Leads or the Attendee App:

  • CompanyDescription, CompanyEmail, CompanyPhoneNumber, CompanyStreetAddress, CompanyCity, CompanyState, CompanyZipCode, CompanyContactFirstName, CompanyContactMiddleName, CompanyContactLastName

Download the example file(.csv)

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:

  • 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. They have no access to your Conference Tracker account and only see the (Attendee) leads information they or their reps capture.
  • 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. They have no access to your Conference Tracker account and only the (Attendee) leads information they capture.

Exhibitors Import Valid Headers

To import Exhibitor Administrators or Exhibitor Representatives you need to specify the following headers:

Required:

  • FirstName, MiddleInitial, LastName, Email, Company, CompanyBooth, CompanyWebsite

Optional:

  • City, State, Address, ZipCode, PhoneNumber, Title, CustomField1, CustomField2, CustomField3, CustomField4, CustomField5

Optional but helpful to provide information if using Conference Leads or the Attendee App:

  • CompanyDescription, CompanyEmail, CompanyPhoneNumber, CompanyStreetAddress, CompanyCity, CompanyState, CompanyZipCode, CompanyContactFirstName, CompanyContactMiddleName, CompanyContactLastName

Download the example file(.csv)

Attendees Import

This import is for Attendees which are required to track attendance at your conference and are the folks who will be attending.

Attendee Import Valid Headers

To import Attendees, you need to specify the following headers:

Required:

  • FirstName, MiddleInitial, LastName, Email

Optional:

  • CardNumber, City, State, Address, ZipCode, PhoneNumber, Title, Company, CustomField1, CustomField2, CustomField3, CustomField4, CustomField5

Optional but helpful to provide information if using Conference Leads or the Attendee App:

  • CompanyDescription, CompanyEmail, CompanyPhoneNumber, CompanyStreetAddress, CompanyCity, CompanyState, CompanyZipCode, CompanyContactFirstName, CompanyContactMiddleName, CompanyContactLastName

Download the example file(.csv)

Sessions/Workshops Import

These are the Sessions or Workshops that your Attendees will have their attendance recorded in using Conference Tracker.

Before you import the conference Workshops/Sessions it's important that you select the correct Time-zone where the conference will be held. Bear in mind when setting up the Time-zone for the conference it may not necessarily the Time-zone of the place where you currently are.

As an example you might currently in in your offices in New York City, but if the conference will take place in San Francisco, then you should select “(GMT-08:00) Pacific Time (US & Canada)”.

Workshop/Session Import Valid Headers

To import Workshops/Sessions, you need to specify the following headers:

Required:

  • Name, StartTime, EndTime, Room

Optional:

  • Description, Credits, Speakers, Capacity, Fee, RequiresSignOut, RequiredPresencePctg, OnlineRegistration, CustomField1, CustomField2, CustomField3, CustomField4, CustomField5

Download the example file(.csv)

Sessions/Workshops Registration Import

Only use this import if you want to exclude non-registered Attendees from being able to sign-in or attend a Workshop/Session. We only use Session Registration if they must be registered to a Workshop in order to attend as anyone else who tries to sign-in to the Session will be rejected.

Session Registration Import Valid Headers

To import Session/Workshop Registration, you need to specify the following headers:

Required:

  • Session, Email

Download the example file (.csv)

User Groups Import

This import is optional, but allows you to create User Groups used for Badge/Certificate/CEU Report printing and emailing, export filtering, and more.

User Groups Import Valid Headers

To import User Groups, you need to specify the following headers:

Required:

  • Name

Optional:

  • Description

Download the example file (.csv)

User Group Members Import

This import is optional but allows you to assign Attendees to groups for Badge/Certificate/CEU Report printing and emailing, export filtering, and more.

User Groups Members Import Valid Headers

To import User Groups Members, you need to specify the following headers:

Required:

  • GroupName, Email

Download the example file (.csv)

Importing your CSV Files

Once you've got the CSV files prepared and ready, let's move on to uploading your files. To get here just click on the Import Sessions button from the Conference Sessions screen.

To import the CSV files you created you just have to select the import type in the dropdown and then click the upload a file button.

Browse your PC to find the CSV files and click open to upload and done!

A confirmation or error message will appear at the bottom of the screen (pictured above).

Troubleshooting Import Files

These are the possible error messages that you may receive trying to import your CSV files and possible solutions to fix them.

There's already another user in the system with the same email address.

REASON: This error is caused by duplicate e-mails in any of the User (Admin, Attendee, etc.) CSV import files. This can also happen if there are blank e-mails in the file.

FIX: Every User needs a unique e-mail in Conference Tracker. If you don't have an e-mail for the Attendee it is best practice to use a temporary fake e-mail in a format like “first.last@mydomain.org” However if they will not be scanning into Sessions/Workshops then simply delete their record in the Attendee CSV import file.

Headers not Valid in Import File.

REASON: Check the corresponding Valid Headers Section above to make sure that the Header row in the file is using the exact headers described. Many issues occur when you accidentally add spaces to the headings as this is the normal way you would read them.

FIX: Simply recheck and update any headers in the CSV import file to match what is required above.

There are multiple users with the same card.

REASON: When the import CSV file has a row duplicated (at least for the card number)

FIX: Use MS Excel's Find & Remove Duplicates option or the MS Excel Conditional formatting > Highlight Cells that are duplicates option to isolate and/or remove these rows.

There are users with no email address (Please add a bogus address at least).

REASON: Blank Email for some users being imported.

FIX: It is best practice to use a temporary fake e-mail in a format like “first.last@mydomain.org” if you do not have an e-mail for someone you are trying to import or find-out their real e-mail as you'll be able to use e-mail heavily during the conference.

There are Exhibitors with no company specified (This field is mandatory for this type of users).

REASON: Exhibitor's Company field is blank and this is a required field on their record.

FIX: Review the import CSV file and fill-out the Company information for each Exhibitor.

There are multiple users with the same email address.

REASON: This is a similar issue to the “multiple cards error” as there are multiple users using the same e-mail address. Since e-mail is used heavily in Conference Tracker this is considered every user's primary key. This means all e-mail addresses must be unique even if they all typically use a company shared e-mail address.

FIX: Make sure that the data is not corrupted meaning each user has their proper e-mail address (multiple people were using the same e-mail). It is best practice to use a temporary fake e-mail in a format like “first.last@mydomain.org” if you do not have an e-mail for someone you are trying to import or find-out their real e-mail as you'll be able to use e-mail heavily during the conference.

There are duplicated workshops in the file

REASON: The Name of the session is duplicated in the file

FIX: This means you need to adjust the names of the workshops so they are all unique. A good way to correct this would be to simply add the day/date and/or start time on the end of the workshop names.

Workshops have to start and end in the same date

REASON: Conference Tracker does not track session lasting multiple days.

FIX: Typically this is a mistake in the date/time but if you are having a session lasting several days simply break it up into multiple session for each day it occurs for as many hours you are open for that workshop/session.

RequiredPresencePctg field can only be set to nothing or a number between 1 and 100

REASON: This means you forgot to add at least a number between 1 and 100 in the RequiredPresencePctg field. Or you included the percent symbol which is not required.

FIX: You set the workshop to require Attendees to sign-out but did not specify the percentage of time (1% through 100% of the session) in the RequiredPresencePctg field. If you do not require them to sign-out of the workshop please leave this field blank or if no workshops require sign-out then exclude the column from the import.

DataType mismatch VarChar not Recognized.

REASON: This typically is if you try to upload a file that requires a date/time field. It can also happen when the fields are too long being imported. However if the dates in your import file look good then you may be trying to import too many characters for a field.

FIX: This means you must use the time format specified in the above sections like this “MM/DD/YYYY HH:MM” in military time so it understands this information. This can also happen if you accidentally leave the date/time field blank on even a single record. If that does not work it may be the length of the fields are too large. Below is a table of acceptable field lengths for all the imports:

User (Admins/Operators/Presenters/Moderators/Exhibitors/Attendee) Imports
Column HeaderType/Max # CharsRequired/Primary Key
FirstName70Required
MiddleName30Required (Can be blank)
LastName70Required
Email255Required/Primary Key
CardNumber100Optional
Address255Optional
City80Optional
State80Optional
ZipCode30Optional
PhoneNumber50Optional
Title100Optional
Company100(Required for Exhibitors)
CompanyDescription2000Optional
CompanyEmail255Optional
CompanyPhoneNumber50Optional
CompanyStreetAddress255Optional
CompanyCity80Optional
CompanyState80Optional
CompanyZipCode30Optional
CompanyContactFirstName70Optional
CompanyContactMiddleName30Optional
CompanyContactLastName70Optional
CompanyBooth10Optional
CompanyWebsite500Optional
CustomField1250Optional
CustomField2250Optional
CustomField3250Optional
CustomField4250Optional
CustomField5250Optional
Session/Workshop Imports
Column HeaderType/Max # CharsRequired/Primary Key
Name150Required/Primary Key
StartTimedate/timeRequired
EndTimedate/timeRequired
Room100Required
Speakers255Optional
CreditsdecimalOptional
RequiresSignOutboolean (Yes/No)Optional
RequiredPresencePctgintegerOptional
Description1000Optional
CapacityintegerOptional
FeedecimalOptional
CustomField1250Optional
CustomField2250Optional
CustomField3250Optional
CustomField4250Optional
CustomField5250Optional

Export Data

Tracking Conference has the ability to save your information to all the following file types:

  1. CSV
  2. HTML
  3. Excel Spreadsheet

To export click the Download link on the corresponding column for the file format you want and wait until it says your data is ready. Once the export generates click the View Report link which will let you download the file type chosen to your computer.

Conference Tracker will allow you to download the conference information for any of the sections you want:

Attendees

This export is a complete list of all of the Attendees that have been added to your conference either manually, via import, or through the registration process. Here is the information included in this export:

  • FirstName
  • MiddleName
  • LastName
  • Email
  • PhoneNumber
  • StreetAddress
  • City
  • State
  • ZipCode
  • Title
  • Company
  • CustomField1
  • CustomField2
  • CustomField3
  • CustomField4
  • CustomField5
  • Card

Attendees incl. Reg Info

This export is a complete list of all of the Attendees that have been added to your conference either manually, via import, or through the registration process. It also includes information completed if they registered through the online registration form or onsite (using the online registration form) then it will include the completed online registration form information. Here is the information included in this export:

  • FirstName
  • MiddleName
  • LastName
  • Email
  • PhoneNumber
  • StreetAddress
  • City
  • State
  • ZipCode
  • Title
  • Company
  • CustomField1, CustomField2, CustomField3, CustomField4, CustomField5
  • Card
  • RegistrationField1, RegistrationField2, RegistrationField3, etc. based on how many questions/fields created on the Attendee Online Registration Form.

Operators

This export is a complete list of all of the Operators that help scan attendees at your conference. Here is the information included in this export:

  • FirstName
  • MiddleInitial
  • LastName
  • Email

Presenters

This export is a complete list of all of the Presenters that taught or shared information at your conference. Here is the information included in this export:

  • FirstName
  • MiddleInitial
  • LastName
  • Email

Exhibitor Representatives

This export is a complete list of all of the Exhibitor Representatives that may be using Conference Leads at your conference. Here is the information included in this export:

  • Company
  • FirstName
  • MiddleInitial
  • LastName
  • Email
  • Conference Leads Enabled

Exhibitor Administrators

This export is a complete list of all of the Exhibitor Administrators that may be using Conference Leads at your conference. Here is the information included in this export:

  • Company
  • FirstName
  • MiddleInitial
  • LastName
  • Email
  • Conference Leads Enabled

Cards / ID Numbers

This export is a complete list of all of the Card Numbers showing the Attendees that have been assigned to the cards either manually or via import. These are the fields that are shown in this export:

  • CardNumber
  • FirstName
  • MiddleName
  • LastName
  • Email
  • PhoneNumber
  • StreetAddress
  • City
  • State
  • ZipCode
  • Title
  • Company

Sessions

This export is a list of all the Workshops/Sessions that occurred at you conference. Here are the fields that are shown in this export:

  • Name
  • StartTime
  • EndTime
  • Credits
  • Speakers
  • Room
  • RequiresSignOut
  • RequiredPresencePctg
  • CustomField1, CustomField2, CustomField3, CustomField4, CustomField5

Leads

This export is a complete list of all of the Leads collected for the Exhibitors using Conference Leads at your conference. Here is the information included in this export:

  • Date
  • ExhibitorFirstName
  • ExhibitorMiddleName
  • ExhibitorLastName
  • FirstName
  • MiddleName
  • LastName
  • Email
  • PhoneNumber
  • StreetAddress
  • City
  • State
  • ZipCode
  • Title
  • Company
  • Notes
  • CustomLeadsQuestion1, CustomLeadsQuestion2, CustomLeadsQuestion3, etc. for each Leads Custom Questions created by each Company's Exhibitor Administrators.

Raw Swipes

This export is all the Attendance Swipes information collected while the Attendees were scanned into their Sessions/Workshops at your conference. Here is the information included in this export:

  • Type
  • Time
  • Device
  • CardNumber
  • Room
  • Workshop
  • FirstName
  • MiddleName
  • LastName
  • Status

Attendance Logs

This export is all the Attendance Logs information collected while the Attendees were scanned into their Sessions/Workshops at your conference. The Attendance Logs are only showing the first time in and last time out of each Workshop/Session (i.e. one record per workshop). Here is the information included in this export:

  • Date
  • Workshop
  • Status
  • TotalMinutes
  • FirstName
  • MiddleName
  • LastName
  • E-mail
  • PhoneNumber
  • StreetAddress
  • City
  • State
  • ZipCode
  • Title
  • Company
  • Card
  • Credits
  • UserField1, UserField2, UserField3, UserField4, UserField5
  • WorkshopField1, * WorkshopField2, * WorkshopField3, * WorkshopField4, WorkshopField5

Attendance Logs (with details)

This export is all the Attendance Logs information collected while the Attendees were scanned into their Sessions/Workshops at your conference. The Attendance Logs are showing (multiple lines per session) all the the times the attendee swiped in and out of each Workshop/Session. Here is the information included in this export:

  • Workshop
  • Room
  • Status
  • TotalMinutes
  • FirstName
  • MiddleName
  • LastName
  • E-mail
  • Card
  • Credits
  • Sign-in time
  • Sign-out time

Check-Ins

This export shows a list of all Attendees that have Checked-in. Here is the information included in this export:

  • FirstName
  • MiddleName
  • LastName
  • Date
  • Notes

Check-Ins (with delivered handouts)

This export shows a list of all Attendees that have Checked-in as well as what and when they have collected Handouts at the check-in. Here is the information included in this export:

  1. FirstNamve
  2. MiddleName
  3. LastName
  4. Notes
  5. Name
  6. DeliveredOn

Conference Registrations

This is all the Answers for the Questions in the Attendees Online Registration Form that have completed when the Attendee registered through the online registration form or onsite (using the online registration form). Due to the customizable nature of the Attendee Online Registration Form this is only an example of the possible information included in this export (if the default fields are left intact):

  • First name
  • Middle name
  • Last name
  • Home Address
  • City
  • State
  • Zip Code
  • Phone Number
  • Email
  • RegistrationField1, RegistrationField2, RegistrationField3, etc. based on how many questions/fields created on the Attendee Online Registration Form.

Sessions Registrations

This export is a summary of all the Sessions/Workshops and the Attendees that are registered to them through the Attendee Online Registration From, enrolled via import, or manually registered in Conference Tracker.

  • Workshop
  • StartTime
  • EndTime
  • Credits
  • Speakers
  • Room
  • FirstName
  • MiddleName
  • LastName
  • Email
  • PhoneNumber
  • StreetAddress
  • City
  • State
  • ZipCode
  • Title
  • Company

# of Sign-Ins per Session

This is one of the Conference Analytics exports in which is displays the total number of Sign-ins for each of the Sessions/Workshops. Here is what fields are included in this export:

  • Name
  • StartTime
  • EndTime
  • Credits
  • Speakers
  • Room
  • # of Sign-Ins

# of Attendees per Session

This is one of the Conference Analytics exports in which is displays the total number of Attendees for each of the Sessions/Workshops. Here is what fields are included in this export:

  • Name
  • StartTime
  • EndTime
  • Credits
  • Speakers
  • Room
  • # of Attendees

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:

  • Company
  • First Name
  • Middle Name
  • Last Name
  • Email
  • Role
  • License Fee

Microsoft Excel-Specific Reports

These are Conference Attendance Log Reports that can only be generated in MS Excel (XLS) format as they are subtotaled by each attendees and formatted to look nice. If you have uploaded Workshop Custom Fields then you'll also have the option to see the Attendance Logs data subtotaled by each Custom Field too.

Companies

This is where you can see all the Companies information that are exhibiting at your conference.

Moderate Messages

This section allows you to see messages that have been flagged for review through the Attendee app. Users can flag posts made on the Attendee app as Must See or Inappropriate. When flagged, the posts will appear in this list.

You'll be able to see the name of the attendee who made the post, as well as the contents of the post. You'll also be able to see whether it was flagged as Inappropriate, Must See, or both. If it is a video or image post, you can select View Image/Video to see the media. You have two options for managing these posts:

  • Clear Flag: This option clears the flag. This removes the comment from the Moderate Messages list and will remain available to view on the Attendee app.
  • Delete: This option will delete the post from the Attendee app.

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.

You can create a new coupon by clicking on Create Coupon. You will have these options for creating a new coupon:

  • Name: This is the name of your coupon. This is for your reference only, so your registrants will not be able to see this name.
  • Description: This is the description of your coupon. This is for your reference only, so your registrants will not be able to see this 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.
  • 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.
  • 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, or only Exhibitors.
  • 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.

After you are satisfied with your settings, click Save to finish creating your coupon. It will appear in the main list, along with any other coupons you create.

Email Delivery Logs

This is where you can view your email delivery logs. These logs will display records of any email sent out through Conference Tracker. It will show the time and date of the email sent, the recipient, the type, and the subject of the email.

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, Transcript, or Broadcast.
  • User / Email: Search for an email sent to a specific user or email address in this text field.
  • From: Display logs starting from a date specified here.
  • To: Display logs ending at a date specified here.

Staff Messaging

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 drop box. You can send messages to all your staff members at once or to a specific staff member.

Device Messaging

This is where you can view your list of devices the Operators are using and can also send messages to them if “Push Notifications” were enabled for the app after the install process on the Apple device.

On the far right side notice the “Send Message” link on each device. Simply click this link and type a message (up to 100 characters only) and click the send button.

If push notifications are not enabled you may recieve this error:

Enable Push Notifications

Push notifications require an active Wi-Fi or cellular connection. If you’re not getting notifications for a specific app, try these steps:

  1. Go to Settings > Notifications to verify that the Conference Tracker app is showing up in the push notifications. If notifications do not appear in the Notification Center, make sure that the Notification Center setting for the app is enabled.
  2. Make sure you’re signed in to your Apple ID.
  3. If you’ve recently installed an app or restored a backup, open the app to start getting notifications.

Reference: About Notifications on iPhone, iPad, and iPod touch (Apple.com)

Settings

This area allows you to customize the account-wide settings in Conference Tracker.

General

How to Access: Advanced Options > Settings > General

Time Zone: Set your Time Zone that the conference is taking place in so when you import the data it will sync with Apple devices properly.

Upload banner: This allows you to change the banner on the top of the Online Registration Form and at the top of the pages of your Conference Tracker account.

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

How to Access: Advanced Options > Settings > Attendee Registration

Enable online session registration: This allows your Attendees to select which workshops they would like to attend and also keeps a running count of registrations to let them know if a session has reached capacity.

Prevent attendees from registering to overlapping sessions: Enabling this option will restrict attendees from registering to sessions whose times conflict with each other during the online session registration. Additionally, you can change the message that is sent to attendees if they happen to sign up for overlapping sessions.

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 registration form. Any fees included in the form will be added on to the base fee upon check out. This fee will override the first Base Reg. Fee depending on the date.

Early Bird valid thru: Set the date for the Base Reg. Fee - Early Bird to be valid for.

Auto accept paid registrations: Enabling this option will automatically confirm the registration if they paid successfully instead of sending the registration into pending.

Auto accept free of charge registrations: Enabling this option will automatically confirm the registration if there is no fee to be paid instead of sending the registration into pending.

Attendee payment instructions: Change the contents of the email sent when using the Send Payment Instructions option in the registration portion of Conference Tracker.

Confirmation Message: This is a brief message that you can complete using the word-like tools to confirm the users registration to the conference.

Sending Options:

  • Send an e-mail confirmation to the attendee once payment is received.
  • Send an e-mail to the user after he registered online successfully
  • Send an e-mail to the user when his registration is accepted (This opens an additional template to be sent specifically for this option).

If you choose either of the above Email options you'll be asked to customize the email subject and body of the message using the word-like editor below: 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 ($Conference_Title$,$Conference_Subtitle$,$Conference_Schedule$, $Current_DateTime$, $Payment_Url$, and $Registration_Info$). Then simply type or copy them from above to see how helpful these are when trying to personalize the message.

Exhibitor Registration

How to Access: Advanced Options > Settings > Exhibitor Registration

Exhibitor Categories: This allows you to create categories for your exhibitors. These categories can be assigned in the company profile. Attendees will be able to search for exhibitors by category using the Attendee app.

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 registration form. Any fees included in the form will be added on to the base fee upon check out. This fee will override the first Base Reg. Fee depending on the date.

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 of representatives that the exhibitor can register for free. Any representatives registered on the same form surpassing the amount designated will be charged.

Additional Rep fee: This is the fee charged for registering additional reps.

Auto accept paid registrations: Enabling this option will automatically confirm the registration if they paid successfully instead of sending the registration into pending.

Auto accept free of charge registrations: Enabling this option will automatically confirm the registration if there is no fee to be paid instead of sending the registration into pending.

Exhibitor payment instructions: Change the contents of the email sent when using the Send Payment Instructions option while viewing registrations in the registration portion of Conference Tracker.

Confirmation Message: This is a brief message that you can complete using the word-like tools to confirm the users registration to the conference.

Sending Options:

  • Send an e-mail confirmation to the exhibitor once payment is received.
  • Send an e-mail to the exhibitor after they registered online successfully
  • Send an e-mail to the exhibitor administrator when his registration is accepted (This opens an additional template to be sent specifically for this option).
  • 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).

If you choose either of the above Email options you'll be asked to customize the email subject and body of the message using the word-like editor below: 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 ($Conference_Title$,$Conference_Subtitle$,$Conference_Schedule$, $Current_DateTime$, $Payment_Url$, and $Registration_Info$). Then simply type or copy them from above to see how helpful these are when trying to personalize the message.

Online Payments

How to Access: Advanced Options > Settings > Online Payments

These options allow you to enable payments from credit cards through a PayPal account when Attendees and Exhibitors complete their online registration. Here are the options:

  • Enable PayPal Payments: This allows you to start taking payments via Conference Tracker's online registration process.
  • Test using PayPal's Sandbox: This allows you to state that you are testing so no actual payments will be made in this mode.
  • Merchant ID / Email: This is where you would enter your PayPal Merchant ID or if using a personal account your e-mail address. For more information on setting up a PayPal account visit www.paypal.com.

Send an email when a Payment for a Newsletter Ad is confirmed: This option will send a confirmation email to the exhibitor who purchased a newsletter ad.

Custom Fields

How to Access: Advanced Options > Settings > Custom Fields

This are displays 5 new custom text fields related to either an Attendee and/or the Workshop/Session. We offer quite a lot of standard information that can be stored on each Attendee and Workshop but in case you need more fields for special codes or information that is their purpose. For example, in regards to the Workshops these fields can be the Workshop “Category” that you might use to group Workshops in your exports or even a Session ID that may be required by your accreditation organization.

Additionally these Attendee and Workshop Custom fields can be imported into Conference Tracker or entered manually. These can be included in our New CEU Transcript which can be emailed to each Attendee in the form of a PDF document or you can optionally print them out to send out in the traditional mail service.

Below is where you can enter the names of the Custom Fields you'll want to use for your Attendees and Workshops:

Once you have entered the names of your Custom Fields simply click the Save button at the bottom of this form.

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.
  • Show attendee contact information: By default, this box is unmarked. If you enable this feature, anyone using the Attendee app will be able to access each person's contact information (such as email and phone number) by looking at the their profile. In an effort to keep each attendee's privacy, we leave it up to the event admin to decide whether or not to allow attendees to see each other's 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 view session registration list via the attendee app: Enabling this feature will allow attendees to see a list of who is registered for a certain session through the Attendee app.
  • Score social activity: After enabling this feature, you can give attendees points for engaging in the community within the Attendee app. Below the checkbox, you can manually set how many points to reward for performing certain actions, such as posting a video or liking a comment. These points are totaled into an overall Engagement Score, which can be seen on the Conference Tracker website by going to an attendee's profile. Conference Tracker will also display the attendee's rank based on what their score is relative to other attendees. You can also see an attendee's Engagement Score on the Attendee app by checking their profile.

Once you're done making changes, click on Save on the bottom of the page to finalize your changes.

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:

  • Lead Retrieval Start Date: Designate the date that your exhibitors can begin scanning for leads at your event.
  • Lead Retrieval End Date: Designate the date that your exhibitors will no longer be able to scan for leads at your event.
  • Conference Leads Flyer: You can click on Generate Flyer to create a promotional flyer that you can send to your exhibitors to promote the Conference Leads app.

Automatic Emails:

  • Send an email to the exhibitor administrator when their registration to Conference Leads is accepted.
  • Send an email to the exhibitor representative when their registration to Conference Leads is accepted.

The Conference Leads Fee section will be completed by your Conference Tracker Representative. You do not need to change any of these values.


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