The below document includes the role set up rules for Application and Activity/Session level roles.
Go to Applications> Person roles or Events/Sessions > click on 'Person Roles'
Click on the 'Add New Role' button
Enter the required fields and click 'Save' at the bottom
Role Field Definitions
Code: Unique identifier for Admin use
Name: Role Name will display in the Admin and on Front End website if no 'Public Label' is used.
Public Label: Role name that must be displayed on the Front End website.. If this label is not used the name under the Name field will be used.
Description: The Role Name for each Application, Event/Session and/or Presentation assignment in the Speaker Ready Room will be hyperlinked to a content window that will display the text entered in the 'Description' field.
Ask Many Forms: Select the Form(s) the Role is responsible for completing. The Form(s) will display for each Application, Activity, Session/Event or Presentation the Role is assigned to in the Speaker Ready Room.
Ask Many Forms Required: If yes, displays a required flag and controls if the form(s) are required to be completed before uploading a document/presentation.
Role field definitions continued:
Ask Once Forms: Select the Form(s) the Role is responsible for completing. The Form(s) will show up at the top of the Speaker Ready Room in a 'Forms' table.
Ask Once Forms Required: If yes, displays a required flag.
Display In Ready Room: Will include or exclude the Role assignments for Sessions/Events and Presentations in the Speaker Ready Room on the Front End Website. (NOTE: Admin Users will always see all of the Role assignments.)
RSVP: Turns on or off a feature in the Speaker Ready Room used to collect the Role's 'RSVP' for each Session/Event or Presentation assignment. Reach out to the Project manager for further set up involved with this
Document Uploads: Used with the Event/Session roles. Enables an 'Upload' option for the Role to upload necessary files each Session/Event or Presentation the Role is assigned to in the Speaker Ready Room.
File Type Key: to be used by the system programmer only to indicate what type of file uploads are allowed.
Media Uploads: Will only work if 'Document Upload = Yes'. Turns on an additional 'Upload' option used to associate referenced media files to the 'Document Upload'
Reviewer: This is flagged as 'Yes' only for a Reviewer role.
Include Documents: This is only used for Session level reviewer roles. Setting flag as 'Yes' makes Speaker documents available to the Session Reviewers.
Preview Rights: This field is used for Reviewer roles , controls what roles are shown in the previews for the Reviewer.
When used for Application roles -
- Full - Displays all the roles
- Blind - Displays only the submitter
- Double Blind - Does not display any role.
Public View: Will include or exclude the Role assignments for Applications , Activity, Sessions/Events and Presentations from the front end preview.
Program Inclusion: Will include or exclude the Role assignments for Sessions/Events and Presentations in the Program Guide Report (e.g., you have an admin role you do not want printed in your program)
Conflict Check Use: System will display Role schedule conflicts within the Edit Event/Session and Presentation screens. Conflicts will also display in the following report: Reports > People > Speaker Reports > Conflicts Report. Note: HM client do not use this.
Activity Credit Access: Only Registrant role has this flag set as 'Yes'. There are a few sites with customized roles for credit access and these roles are set as 'yes'.
Activity role: this field is flagged as 'Yes' only for Activity level roles
Notification Email: Emails that must be sent to the roles upon assignment are added here.
- Application roles: Emails are added here for the Application roles, only when the generic system email is not being, and each role has a role specific email.
- Activity/Event roles roles: This depends on the site configurations and customization. Only if the site is customized to send the Activity and Event level role notifications, and if customized to use the role specific emails as opposed to single email for all roles, use this field to specify those emails.
Sort Order: The order in which Roles are listed on the Person Roles page on the Admin side, and also how they are listed on the role assignment page on th front end.
Status: Can only be changed to 'Inactive' if the Role is not assigned to anyone.
NEXT STEP - Set up Event/Session Type Rules
Before you can associate people to a Role, you must set up the Event/Session Type Rules
Click on the 'Add New Event Rule' button
Set up rules for Application roles
Session/Application type: Select the applicable Submission typeRole : role for which the rules are being setAbstract Submission: This is 'Yes' for all the Application roles.Note: For Reviewer roles, if the Admin is assigning the roles from the back end, this is set to 'NO' and the Review form is selected.Abstract Submission Primary Role: If this is the primary role set 'Yes' otherwise 'No"Min Required: Minimum number of roles that must be assigned on the applicationMax Allowed: Maximum number of roles allowed.
Select the 'Session/Event Type' you want to associate the Role to
Session/Application type: Select the applicable Event type.Level: for Event roles, you ca specify if the role should be available for assignment at the Session or the presentation level. If you don't specify the role is available at both levels.Role : role for which the rules are being setActivity: Unless you would like to restrict the role assignment to a specific Activity, this field can be ignored.CEU Evaluation: If you are using the CE/CME module, you can mark the Role as CEU Evaluation = Yes if you want the Role to be evaluated when users claim credit.
Continue to add as many Event/Session Type Rules, as needed for all the Application and Session/Event level roles.
Note: Actroles do not have session type rules