Knowledge Base

Managing Disclosures or Related Forms

Frequently Asked Questions

#1 How do I create a disclosure form or another type of related form submission?

The 'Conference Form' feature allows you to create supplemental forms which are connected to either conference submissions (abstracts/presentations) or to the conference itself.

This process assumes that a user has created a conference submission. The primary submitter may have also added co-authors/presenters for that submission.

Depending on your conference needs additional data may be required to be collected. It is sometimes more ideal to collect this additional data on another form (as opposed to on the abstract/presentation form itself).

To collect additional information you must first create a new form. To do this, go to the form module. Please review this guide.

Once the form is created you need to adjust this form's settings:

Go to Settings -> Manage Settings and adjust:
Related Conference
Who Is Responsible

Who is Responsible indicates what users should submit this additional form. This assists in determining who is required to submit this form and therefore allows you to view progress and follow up related to this form.
In some cases the form must be completed by all authors once per conference. In others it may just be the primary submitter once per speaker submission (abstract/presentation). You must indicate this.

Once the form is configured properly, you then need to go back to your Speaker Submission module and configure where in the submission steps process this form is to appear, and to whom it is to appear for.

Please use this guide to add this disclosure form as a step in your submission process.

Related forms can be added before the submission process starts or can be made visible only to approved speakers. The choice and flexibility is yours.

#2 How do I pull a report of missing Disclosures or Forms?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Forms button
  4. Select a Form from the dropdown list e.g. Speaker Disclosure
  5. Click Download button next to Missing Forms
  6. Select the appropriate group(s)
    • To include additional data, click check box for Include Basic Author Submission Data
    • To filter on only Authors scheduled in a session, click check box for Only Include Authors in Session
  7. Click Process Download button

#3 How do I email individuals missing a Disclosure or Form?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Forms button
  4. Select a Form from the dropdown list e.g. Speaker Disclosure
  5. Select Compose button beside All Authors
  6. In the pop-up screen, compose the email message and click Send Email button

#4 How do I download completed forms?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Forms button
  4. Select a Form from the dropdown list e.g. Speaker Disclosure
  5. Click Download button next to Complete Forms
  6. If applicable, Select the group(s) and various options, format and fields to be included
  7. Click Process Download button
    • Please be patient, depending on your options selected, this may take a few minutes to generate the report.
    • This will save the report to your downloads folder on your computer.

#5 How do I connect an additional speaker form (eg. disclosure) to a speaker's submission?

This will allow you to connect an additional speaker form to a specific conference submission.

NOTE: You rarely need to do this. A speaker will submit their own disclosure or other additional form themselves via the front-end side. You only need to do this if you are assisting users or adding speaker submissions yourself - ie. invited speakers.

This guide assumes the speaker submission (abstract/presentation) already exists.
To see a guide about how to manually add a submission - click here.

To connect the additional speaker form to a speaker's submission:

  1. Click Dashboard
  2. Click Forms icon
  3. Click on the Form to open it
  4. Search for the individual's form that you wish to link to and click on it to open it.
  5. In the dropdown field for Module, select the conference where the submission resides.
  6. Enter the submission ID number to link the form to
  7. Click Update button
    • A message will appear indicating that the form has been linked to the submission ID

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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