Knowledge Base

Admin Email / Download


Frequently Asked Questions

#1 How to see who has uploaded a video or File / email missing?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Manage Files in left-side menu
  4. In dropdown, select Presentation Video (or relevant file field), click Select File Field
  5. If you wish to send and email, click Email/Download Missing button, and follow the on-screen steps
  6. Scroll down to see video files and duration information in the grid
  7. You may apply filters, click Only with Files checkbox to only show submissions containing a file in the grid or use Status or Value filters to further filter submissions displayed.

#2 How to download video files?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Manage Files in left-side menu
  4. In dropdown, select Presentation Video, click Select File Field
  5. Click Only with Files checkbox
  6. Click Download Zip File button
    • NOTE: The download may take a considerable amount of time to download all of the content due to the file sizes. Please be patient.

#3 How to send the Attendee Email with their virtual access info?

It is best practice to send the Attende Email at least 3 days BEFORE the start of the virtual conference.

The important item to include in the attendee email is the hotkey for the attendee's login link.

How to send to All Complete Attendees

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside Complete Attendees
  5. Click Send Email button
  6. Draft your Welcome message and ensure to copy and paste the hotkey [virtual_program_url]
    • Note: When the attendee receives the email message, it will contain a unique url that will auto-login the person to the virtual conference. The hotkey must include the square brackets.
  7. Click Preview Email button
  8. Select to Send Email now or schedule it to send at a specific date and time
  9. You may want to set this message up as a recurring message to re-send again the day before the virtual conference begins.

If you manually add an attendee after the email has been sent, you must individually email the new attendee.

How to email or re-email an individual attendee?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage button
  4. Locate the Registrant and click Manage button to open the registration
  5. In the horizontal menu, select Admin > Email Attendee
  6. Click Use Message from Email History button to locate the previously sent Welcome Email message to participants that contains the hotkey.
  7. Click Re-send button
    • This will pull the message subject and body into the draft email compose screen.
  8. Click Send Email button

#4 How to send the Zoom meeting link to Presenters?

For the individuals who are presenting in a live session, need to be provided the zoom meeting link for the live stream session.

IMPORTANT NOTE: Before you send this email, confirm with your X-CD Project Manager that your live sessions have all been linked to the live stream channels.

To send an email to your presenters:

  1. Click Dashboard
  2. Click Speaker module
  3. Click Reports button
  4. Click Presenters tab
  5. Click Go for Presenters in Session
  6. Select your live sessions in the listing
  7. Click Send Email button
  8. Compose your message and ensure to COPY & PASTE the hotkey for [LiveStreamMeetingURL]
    Note: ensure to include the square brackets.
  9. Click Preview Email button and check your inbox
  10. Send the email message.

#5 How to send the Zoom meeting link to Moderators?

For the individuals who are moderating a live session, need to be provided the zoom meeting link for the live stream session.

IMPORTANT NOTES:

  1. Before you send this email, confirm with your X-CD Project Manager that your live sessions have all been linked to the live stream channels.
  2. Ensure you have added your Session Moderators into the program. If you have not done this yet, refer to this article - CLICK HERE

To send an email to the Session Moderators:

  1. Click Dashboard
  2. Click Speaker module
  3. Click Reports button
  4. Click Chairs tab
  5. Click Go for Chair by Session
  6. Select the Chair Type that was defined for your Session Moderator in th e program
  7. Select your live sessions under Select Session(s)
  8. Click Advance button
  9. Click Send Email button
  10. Compose your message and ensure to COPY & PASTE the hotkey for [LiveStreamMeetingURL]
    Note: ensure to include the square brackets.
  11. Click Preview Email button and check your inbox
  12. Send the email message.

#6 How to obtain analytics for a Virtual Conference?

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. In the horizontal menu, click Statistics menu option
    • Note: Please be patient, as this data is being dynamically tallied
  4. Click DOWNLOAD EXECUTIVE SUMMARY to obtain a compliled report of the data that may be shared with others
    • Note: This will download a PDF file to your downloads folder.
  5. To see more detailed information for a specific area, click the More button

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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