You can use a simple way to set up authentication via the Attendee List. This allows you to control who has access to the platform or features within the platform.
Create a spreadsheet with your attendee list
Set up a spreadsheet (we recommend using Google Sheets as you can directly link to a Google Sheet CSV) with your attendee list with the following columns:
- ID Requited
this is a unique alphanumeric code that you define. If you have a membership system, it could be the member number. Ensure that this number does not change for an attendee once you have assigned it. It is your identifier for a particular person, just like a social security number does not change once assigned.
- Username Required
This is the username the attendee enters in the username field when logging in.
- Private Email Required
This email does not display in the platform for public access. It is used by the system for the following:
- set up the user's profile in the system
- send daily schedule reminders during the event
- if you use attendee messaging: send a notification if someone has tried to message the user
- trip report after the event with all notes
- if available in your project: PosterBridge (the users' email is automatically filled in)
- if available in your project: Contact Speaker form (the user's email is automatically filled in)
- if available in your project: ScanHunt Gamification
- Last Name Required
Enter the last name. Ensure you do not add extra spaces or commas. Do not include designations such as MD or PhD. The last name field turns int the user's password. It should match what you print as the last name on the attendee's badge. That way it's easy for anyone to determine what the password is and how it should be spelled. "Look at your badge"
- First Name Optional
- Title Optional
Include any designations and the full professional title.
- Organization Optional
Use the name of the parent organization e.g. the university name (avoid specific faculty associations as this kind of content would become too long to read).
- Description Optional
Include the attendee's bio if you have collected this information.
- URL Optional
Include the attendee's LinkedIn or social media URL. This is especially helpful if you have attendees that are looking for job opportunities at your event.
- Filter 1, Filter 2, Filter 3, Filter 4 Optional
You can add up to 4 filters for attendees which can make it easier for attendees to find each other. One filter is one column in your spreadsheet. Each individual filter can have one or more filter keywords. The keywords must be comma separated (you cannot have commas within a single keyword - the comma acts as a separator between the different keywords). These keywords also display visually in the attendee profile in the app and are interactive. We recommend the following filters:
Tip: Ensure you use the same terminology. For example, choose only one term for USA (you don't want to have US for one attendee, USA for another, and United States yet another attendee)
If there are medical specialties, list them per attendee in this field.
If you know of attendees who offer to be mentors for others, list that in this field.
If you collect personal interests during registration, you can list them. Attendees who like to go running in the early morning like to meet other attendees who love to run.
Import the Attendee List
In the CMS > Attendees > set up a new data source and import the attendee list.
Once imported or updated, a data publish is not necessary in order for attendees to log in. Displaying the attendee list I also not necessary in the platform. You can hide the tab.
The global search excludes
Check with your project manager to set up the connection for you.