Advanced Options

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:

• Administrators - This section will allow you to create, edit, and delete any users with the Administrator role.
• 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, Sessions, Groups, and much more! This section will show you how the importing process works and will provide you with examples of how to achieve this.
• Export Data - With our Exports, we allow you to download all the information saved in your account. Exports include attendance logs, attendee information, survey/poll responses, and much more! Exports can be downloaded in a variety of formats.
• Email Delivery Logs - If you have used Conference Tracker to send any emails to your Conference guests/staff, you can go to the Email Delivery Logs section in order to confirm if those emails were sent out.
• User Sessions - The User Sessions section allows you to view all successful sign-ins to either our Conference Tracker website or any of our Conference Apps. This allows you to verify that users have successfully signed in to their appropriate apps. You can also clear out any old logins in case any users are having issues signing into their accounts.
• Devices - The Devices section shows you a list of staff member's devices that are currently logged into the Conference Tracker app. This allows you to verify that all devices are working properly while tracking sessions. You can also choose to message any device to alert the user of any news or updates.

• Settings - The Settings section provides more advanced settings for you to maximize your conference functionality. You can alter conference fees, change payment methods, configure Leads and Attendee app settings, and much more!

In this section, you can create and manage Administrators for your conference. Users with the Administrator role have access to everything on the Conference Tracker website. They can change any settings and create any data.

• Create: Clicking on the Create button will allow you to create a new Administrator. For more information on how to create users, click here.

• Groups: Clicking on the Groups button will take you to the Groups section. For more information on Groups, click here.

To access the following options, you will need to click on the three dots at the far right of any Administrator's name. These options are specific for only the chosen Administrator:

• Edit: To edit any Administrators, click on any of their names on this page and it will take you to the Edit page.

• Send Login Info: This will send the selected Admin their Login Information.

• Send Profile Update Invitation: This will send the selected Admin an email inviting them to update their profile information.

• Groups: This option will show any Groups the chosen Administrator belongs to.

• Delete: This option will Delete the chosen Administrator.

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:

Only Comma-Separated-Values (CSV) files are supported for Conference Tracker imports. This format is broadly supported by many applications 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 some of the data/records itself, you can prevent upload and file formatting errors by enclosing the full value in double quotes.

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's info, and everything else you put in our system.

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 next to the type of data you would like to download. Within a few seconds, it will generate a file for you and the blue button will change into a green View File button . Clicking on this button will begin the file download.

Whenever you send out certificates, badges or CEU reports by email, Conference Tracker will record a log of this event happening. In order to view these logs, you can visit this section. This will help you confirm that your email through Conference Tracker did get sent out. You will also be able to view logs of any Email Broadcasts you have sent 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:

• 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 to be displayed here. Using the drop-down menu, you can select from the following filters:
  • Any
  • General
  • Contact Notification
  • Badge
  • Invoice
  • Certificate
  • CEU Report
  • Broadcast
• From: Display logs starting from a date specified here.
• To: Display logs ending at a date specified here.

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.

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 button, which deletes any of these Active Login Sessions. This is extremely helpful if you have any Exhibitors using Conference Leads. Each Conference Leads license is tied to only one device. If a Leads user is logged into a device and attempts to log in to another device, they will receive an error. To fix this, you can simply search for the user in question in this section and Delete their Leads session. They will then be allowed to log in to their new device.

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.

From this screen, you can choose to send a message to any of these devices by pressing on the Three Dots button at the end of each device row and pressing Send Message. This acts as a shortcut to the Staff Messaging explained previously.

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: Here you will be able to change your time zone for your account.
• Appearance: Here you will be able to change the Font, Font Size, and Colors for your account.
• Attendee Registration: Here you will be able to change settings based on Attendee Registration, such as payments and email confirmations.
• Exhibitor Registration: Here you will be able to change settings based on Exhibitor Registration, such as payments and email confirmations
• Payments: Here you will be able to edit general settings based on payment information, such as payment types and Paypal settings.
• Attendance: Here you will be able to quickly change attendance settings for your sessions.
• Streaming: Here you will be able to change the access window to your online sessions.
• Custom Fields: Here you will be able to add Custom Fields to both Sessions and User profiles.
• Attendee Portal: Here you will be able to change settings for any users using the Attendee App.
• Exhibitor Portal: Here you will be able to change settings for any users using the Leads App.
• Presenter Portal: Here you will be able to change settings for Presenters to view their own Session Evaluations.
• Need Help?: Here you can access our documentation for help or contact our friendly support team!

Each of these Setting Categories will be explained in further detail below.

In the General settings, you can change the following:

Time Zone

• Time Zone: This setting allows you to change the time zone for your account. Make sure this is set to the correct time zone, as Conference Tracker relies heavily on this setting!

Permissions

• Show Users Contact Information: By enabling this option, contact information such as email, phone number, and social media profiles will be visible to others using the Attendee app and on the Conference public site. Users can override this option in their profiles.

Update Profile Email Template

• Update Profile Invitation Email: Conference Tracker allows you to send an email to any of the users that are part of your conference informing them of how to update their profile information. This section allows you to edit the body of this email.

Widgets

• Session Widget Sorting: This option allows you to choose one of the following sort options to have the https://www.conftrac.com website sort the shown session:
  • By Schedule - This option simply shows the Sessions chronologically.
  • By Tracks - This option shows the Sessions first by track and then chronologically.
• Allow Users to Generate Certificate of Attendance - Enable this option to have the Certificate of Attendance (PDF) download show on the homepage for Attendees.
• Allow Users to Generate CEU Report - Enable this option to have the CEU Report (PDF) download show on the homepage for Attendees.
• Allow Users to Generate Badge - Enable this option to have the Badge (PDF) download show on the homepage for Attendees.
• Allow Users to Generate Registration Invoice - Enable this option to allow Attendees to generate their own Registration Invoice.

Social

• Hide Social Wall and Social Activities - Enable this option to remove all the social wall aspects from the Attendee app.

In the Attendee Registration settings, you can modify the following:

• General
  • Enable Online Session Registration: This setting allows your attendees to register for sessions while they are registering online for your conference. They will be allowed to pick which sessions they would like to attend. If this feature is turned on, you can add a Registration Limit and a Session Fee to each of your conference sessions.
  • Prevent Attendees from Registering to Overlapping Sessions: If you have Online Session Registration turned on, you can turn this setting on to prevent attendees from registering to sessions that are happening concurrently at your conference. You can also edit the message displayed when a registrant chooses a session that causes an overlap.
  • Allow Registering Multiple Attendees at Once: This option, enabled by default, allows attendees to add multiple registrants in one registration form. When they are in the checkout screen during registration, they will see a button that will allow them to add an additional registration. If this option is disabled, only one person can register per registration form.
  • Clear Fields when Adding New Registration: This option refers to any additional registrations an attendee may add when registering online. Once the first attendee has finished their registration form, they have the option to add an additional registration/attendee. If this option is enabled, the new registration form will be cleared out of any previously entered information from the first registration.
  • Allow attendees to edit their session registration: When enabled, this will allow Attendees to edit their Session Registration through the web portal.
• Registration Payments
  • Base Reg. Fee: This setting allows you to add a base registration fee for your conference. This fee will be added to all online attendee registrations.
  • Base Reg. Fee - Early Bird: This setting allows you to set a different price for any attendee registering for your conference before the Early Bird cutoff period. If the attendee is registering prior to the Early Bird cutoff date, then this fee will override the regular Base Registration Fee.
  • Early Bird Valid Through With this setting, you can change the cutoff date for all Early Bird registrations.
  • Auto Accept Paid Registrations: Turning this setting on will auto-accept all registrations that have successfully been paid for through the online registration form instead of leaving it in Pending status.
  • Auto Accept Free of Charge Registrations: This setting is similar to the previous setting, but in this case, any registration that has no payments due will be auto-accepted.
• New Registration Notification
  • Notify when new registration is received: This setting allows you to receive email notifications when new Registrations are submitted.
  • New registration target email(s): This is where you would list the emails you want to receive said notifications, separated by commas.
• Payment Instructions Email: This setting will allow you to edit the email sent out to attendees who have not paid their registration fees yet. You can choose to send this email to your attendees by going to Attendees → Online Registration on the left-hand Navigation Menu.
• Payment Confirmation Automatic Emails: This setting allows you to enable and edit the email that sends out when an attendee's payment has been received.
• On Screen Confirmation: This setting allows you to edit the message displayed at the end of the Attendee Registration form once the attendee has completed the form.
• Registration Confirmation Automatic Emails: This setting allows you to enable and edit the email that sends out to an attendee after they complete the registration form successfully.
• Registration Invoice Automatic Email: This setting allows you to enable and edit the email that sends out to an attendee when their invoice has been generated. It will include a copy of the invoice in the email as well.
• Registration Approval Automatic Emails:: This setting allows you to enable and edit the email that sends out to an attendee when their registration has been accepted by a conference administrator.

In the Exhibitor Registration settings, you can modify the following:

• Exhibitor Categories: This setting allows you to add categories that can be attached to any company that is part of your conference.
• Registration Payments
  • Base Reg. Fee: This setting allows you to add a base registration fee for your conference. This fee will be added to all online exhibitor registrations.
  • Base Reg. Fee - Early Bird: This setting allows you to set a different price for any exhibitor registering for your conference before the Early Bird cutoff period. If the exhibitor is registering prior to the Early Bird cutoff date, then this fee will override the regular Base Registration Fee.
  • Early Bird Valid Through With this setting, you can change the cutoff date for all Early Bird registrations.
  • Free Reps per Exhibitor: This setting allows you to set a number of free representatives included with any exhibitor registration.
  • Additional Rep Fee: If an exhibitor will be bringing any additional representatives to the conference, you can set the registration fee for these representatives through this setting.
  • Auto Accept Paid Registrations: Turning this setting on will auto-accept all registrations that have successfully been paid for through the online registration form instead of leaving it in Pending status.
  • Auto Accept Free of Charge Registrations: This setting is similar to the previous setting, but in this case, any registration that has no payments due will be auto-accepted.
• Booth Reservation - This setting allows Exhibitors to purchase Booth Reservations during Registration.
• New Registration Notification
  • Notify when new registration is received: This setting allows you to receive email notifications when new Registrations are submitted.
  • New registration target email(s): This is where you would list the emails you want to receive said notifications, separated by commas.
• Payment Instructions Email: This setting will allow you to edit the email sent out to exhibitors who have not paid their registration fees yet. You can choose to send this email to your attendees by going to Lead Retrieval → Exhibitor Registration on the left-hand Navigation Menu.
• Payment Confirmation Automatic Emails: This setting allows you to enable and edit the email that is sent out when an exhibitor's payment has been received.
• On Screen Confirmation: This setting allows you to edit the message displayed at the end of the Exhibitor Registration form once the exhibitor has completed the form.
• Registration Confirmation Automatic Emails: This setting allows you to enable and edit the email that is sent out to an exhibitor after they complete the registration form successfully.
• Registration Approval Automatic Emails:: This setting allows you to enable and edit the email that is sent out to an exhibitor administrator or an exhibitor representative when their registration has been accepted by a conference administrator.
• Registration Invoice Automatic Email: This setting allows you to enable and edit the email that is sent out to an exhibitor when their invoice has been generated. It will include a copy of the invoice in the email as well.
• Leads App This setting allows you to disable the question for Leads License purchase during the Exhibitor Registration process.
• Account Activation Instructions- Conference Leads: This setting allows you to customize the email that gets sent out to an exhibitor when their Registration to Conference Leads has been accepted.

In the Payments settings, you can modify the following:

• Payment Methods for Attendees/Exhibitors: The two main sections of this page will allow you to pick which payment methods you will provide to your attendees and exhibitors.
  • Enable Online Payments via PayPal: This setting enables online payments through PayPal. To find out more about using PayPal to accept payments for your conference, see below.
  • Enable online payments with credit/debit card: This setting allows you to use either Stripe or Authorize.net to accept credit/debit card payments. To find out more, see below.
  • Enable online payments with bank account debit: This setting allows you to use Authorize.net to accept bank account payments.
  • Enable Invoice Payments: Enabling this option allows a user to pay via invoice. To find out how to design your invoices in Conference Tracker, click here.
• Payment Gateways for Attendees/Exhibitors: If you are going to allow credit/debit card and bank payments at your registration, you will need to specify which service will be processing each of these. This is where you will select your preferred service. The two supported services for these payment options are Stripe and Authorize.net.
• PayPal:
  • To use PayPal as a method of payment, you will need to have an active PayPal account. All payments made to your conference will be deposited into this account. In order to use your account, you will input the email associated with your PayPal account in the Merchant ID/Email field of this section.
• Authorize.Net:
  • Authorize.net is one of the payment services supported by Conference Tracker. Authorize.net will allow your registrants to pay with their credit cards, debit cards, or bank accounts for your conference. You will need to have an account set up with Authorize.net in order to use their service. Once you have set up an account with them, you will be given the necessary information (API Keys) in order to link your Authorize.net account to Conference Tracker.
• Stripe:
  • Stripe is one of the payment services supported by Conference Tracker. Stripe will allow your registrants to pay with their credit or debit cards for your conference. You will need to have an account set up with Stripe in order to use their service. Once you have set up an account with them, you will login to your Stripe account in order to link your account to Conference Tracker.

• Payment Reminders: This will allow you to set automatic Payment Reminders to be sent out according to the settings below. Reminders will only be sent out 1 time, on the date specified.
  • Due Date: Specify a Due Date before your Event.
  • Send Reminders: Here you can mark how many days Before and After the due date that you would like these reminders to be sent.

In the Attendance settings, you can modify the following:

• Required Presence Percentage: This setting will change the default required presence percentage for each session.
• Required Presence in Minutes: This setting will change the default required presence in minutes 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 will overwrite those settings to the ones chosen on this page.
• Early Sign-In Window: This will allow you to set the early sign-in window for the Session Attendance Kiosks.
• Late Sign-Out Window: This will allow you to set the late sign-out window for the Session Attendance Kiosks.
• Enable Automatic SMS on Attendee Check-In: This setting, when Enabled, will send an SMS message to Attendees upon Check-in to invite them to download the Conference Attendee app.
• Message: Here you can customize the SMS message that goes out to Attendees upon Check-in.

In the Streaming settings, you can edit the access window for each of your online sessions. The access window determines how early an attendee can view a session before it starts, or how late they can access the session after it ends.

The Custom Fields setting allows you to add custom fields to either your user profiles or any of your sessions. While Conference Tracker does offer plenty of fields for both your users and sessions, we allow you to add any custom fields you may need to ensure that you are getting a perfect experience with your conference. Some examples of commonly used custom fields are ID Numbers for users and Category for sessions. You can add up to five custom user fields and five custom session fields.

In the Attendee App settings, you can modify the following: Note: These settings only make changes to the Attendee App.

• Main Screen: This section allows you to change the menu items that will be found on the Main Screen of the Conference Attendee app. You can add, remove, and reorder all of the available Menu Items to maximize the usage of the Attendee app at your conference.
  • Layout: The Layout drop-down menu will allow you to choose between two different layouts for your Attendee app's Main Screen: 2 columns with 6 menu items, or 3 columns with 9 menu items.
  • Menu Items: This section allows you to organize the menu items on the Main Screen. Depending on the Layout chosen, your first 6 or 9 menu items will be shown on the Attendee app. To reorder these menu items, you can simply click and drag any of these items and place them in the desired spot.
• Enable Self Sign-In: This option allows your attendees to perform a self sign-in through their Attendee app. If you have provided your Attendees with QR codes for their sessions, they will be able to open a scanner through their Attendee app and check themselves in and out of sessions.
• 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 contact information: 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.

• 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.
• Popup Ad Frequency: This setting allows you to set the number of seconds the Attendee app will wait until it shows a new popup ad. To find out more about Mobile Ads, click here.
• Enable Popup ads during Session Streaming: This setting allows you to show ads during the Virtual Streaming sessions prior to the video feed starting.
• Update Profile Invitation Email: This setting allows you to customize the Profile Invitation Email. The Update Profile Invitation Email allows the recipient to update their Conference Attendee profile so users can interact more efficiently.

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

In the Leads App settings, you can modify the following:

• Lead Retrieval Start/End Date: Designate the range dates that your exhibitors can 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.
• Push Notification Ads: Here, you can enable/disable the ability for your Leads clients to purchase Push Notification Ads to send to Attendees. You can also set the prices for each ad.
• Fees: The Fees section is handled by your Conference Tracker Representative.
• Flyer: In the Flyer section, you can generate a flyer in PDF format advertising the Conference Leads software. It will also include a link to register as an Exhibitor to your conference!
• App Registration Automatic Emails: In this section, you can customize the automatic emails that are sent out to your Leads clients once their registrations have been accepted. You can customize different emails for your Exhibitor Administrators and Exhibitor Representatives.
• Leads App Options: Here you can customize the behavior of the Leads app during certain scanning situations.

In the Presenter Portal settings, you can modify the following:

• Session Evaluation Access: Here you can choose whether or not Presenters can access the results from their Session Evaluations
• Number of Days Presenters can view their Evaluations: This controls how many days after your Event that Presenters can access these results.

As well, this is where you can enable, disable, or edit the Email Templates that are sent out during the Session Proposal process. The available templates are:

• Session Proposal Submission
• Session Proposal Accepted
• Session Proposal Rejected
• Session Proposal Revision Request
• Session Proposal Scheduling Details

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