The Users module contains the participants' records associated with the event. You can store information for each person's record such as first name, last name, company, phone number, email address and any other personal or contact details that are relevant to your event.
The People module lets you quickly create and locate people, as well as sort and filter people. You can also use this module to view and edit detailed information for each person.
You can enhance your traditional participant data with your participants' biographies, travel details, transfer arrangements, personal agenda or itineraries, and other custom information as well as a pre-loaded photo.
You can navigate easily through the module by simply using the different shortcuts under the module menu:
- Participants Finder - you can locate the people attending your event by searching them by first name, last name or by specific metadata you've created.
- Add Participants - to add a new participant to the event, select the Add Participants column in the People module. This will open a new participant view with blank fields. Enter the information for the new participant and click Save Item. This will add the participant to the event, and their record can now be found using the Participant Finder.
- Import participants - the bulk operations feature lets you manage participant information using Microsoft Excel spreadsheets.
In order to import participant data from a Microsoft Excel spreadsheet into Backstage, open the Participant Finder. In the menu on the right-hand side, there is a section labelled "Bulk operations". Click the Import XLS button to open the import wizard.
To start, you must choose the spreadsheet that you would like to import. Click Choose File and select the spreadsheet that you will use for the operation. Next, click Begin Upload. This will start the five steps involved to import a spreadsheet into Backstage.
The first step is to choose the row of the spreadsheet that contains the column headers. Click the bullet next to the row that has the column headers from the spreadsheet listed. Once you are ready to move on, click Next.
The second step is to align the column headers from the spreadsheet with the fields in Backstage. The left column contains the column headers from the spreadsheet and the middle column contains the participant fields available in Backstage. Align each column header in the left column with the corresponding field in Backstage by clicking the drop-down menu in the middle column and selecting the field that lines up accordingly. Backstage will automatically align each field that the column header from the spreadsheet matches the field name in Backstage. If Backstage cannot find a match, it will highlight the row in yellow and label the field as "Unmapped" in the drop-down selection. Note that if you do not wish to import a column from the spreadsheet, there is a "Do Not Import" option available as well. Finally, if you wish to have blank cells in the spreadsheet overwrite participant information for a given field, select the checkbox next to the corresponding field you wish this to be true for in the right column. Once you are ready to move on, click Next.
The third step is a check to ensure that you do not have duplicate information in the spreadsheet. Backstage will check that the fp_ext_id, or "Unique Identifier" field in Backstage, does not include duplicate information so that there is not conflicting information being imported into the participant's record. If the spreadsheet passes the check, a message stating "The reference check passed. All references appear to match with external items." will appear with a green background. If the spreadsheet does not pass the check, a message stating "Import data contains duplicate fp_ext_ids - Please correct these and try again." or "Some import data rows are missing fp_ext_ids - Please correct these and try again." over a red background. In this case, you must return to the spreadsheet and validate each record has a fp_ext_id, and it is unique to the participant. Once you receive the approval message and are ready to move on, click Next.
The fourth step is a summary of the changes that will be made by the import. The summary will specify how many records will be updated by the import, and the fields which will be updated by the import as well. Review the information provided for accuracy to make sure that unexpected information is not being updated during the import. You can also click the "Content Preview" tab at the bottom of the page to view what the participant records affected will look like in Backstage after the update. Once you are ready to move on, click Next. Note that clicking next at this step will proceed to import the information from the spreadsheet into Backstage and will not be able to be reverted. Please be sure that you are confident in the import before moving forward.
The fifth step is confirmation that the import has been completed. A summary of the changes that were made will appear at the bottom of this page. Once you are ready to move on, click navigate to the "Participant Finder" tab at the top of the People module.
All updated participant information will be available in Backstage and in the app at this time.
- Manage profile photos - There are a variety of ways to tie a profile photo to a participant's record.
You can directly add a photo to the participant's profile in the participant view in Backstage. To do this, navigate to the participant view of the person whose photo you would like to upload. In the left column of the participant view, you will see a space for the participant photo. To upload a photo to the record, click the Replace this photo button below the silhouette. When the photo preview window is open, click Choose File and select the photo from your desktop. Then, click Begin Upload. A preview of the photo will be shown in the preview window. Once you've reviewed and approved the new photo, click Accept Changes. The photo will be updated in the participant view in Backstage as well as in the participant profile in the app.
You can also complete a batch upload of the participant photos in Backstage. To do this, save all the photos that you would like to upload to your desktop and change each of the names to the participant's corresponding fp_ext_id. To view a list of fp_ext_id's for the participants, you can export an XLS of the participant records from Backstage and reference them there. Please visit the "Bulk Operations: Exporting Participants" help page to view information on how to export the participant list to a Microsoft Excel spreadsheet. Once all of the files have been renamed to the fp_ext_id of the participants, select all of the photos and compress them into a .zip file. Rename the .zip file to photos.zip. Then, navigate to the Manage Profile Photos tab in the People module in Backstage. Click on Choose File, select the .zip file of the photos, and select Begin Upload. Backstage will then automatically sort the participant photos to the corresponding participant records based on the fp_ext_id named for each photo. The photos will be updated in each participant view in Backstage as well as in the participant profiles in the app.
Attendees can also take their own profile photo in the app. Upon activation, the attendees will be prompted to take their photo. They can also retake their photo by navigating to the My Profile menu item in the app and selecting Retake Photo on the pop-up page view.
- Display Template - this option for the People module allows you to set default settings in Backstage for how the participant will appear in the app. There are two settings menus that you can use to customize the user experience within the app: Person Settings and Profile Settings.
The Person Settings allow you to customize how participant information displays in the app in the participant list view and participant profiles. The "Toolbar" section of the Person Settings allows you to select a number of different options related to the participant profile page, such as enabling the messaging functionality, notes functionality, and briefcase functionality. These are set by default, and can be turned off by unselecting the checkbox.
The LinkedIn Settings allows you to turn on or off the LinkedIn integration within participant profiles and the My Profile feature. The LinkedIn integration is turned on by default, and allows participants to sign in to their LinkedIn profile and import their information from their LinkedIn profile using the My Profile feature in the app. If you would like to turn this feature off, deselect the checkbox in the LinkedIn Settings menu. Once you have edited the LinkedIn Settings for the People module, click the Save this item button at the bottom of the page.
The last section of the Person Settings allows you to edit the template of the participant profile in the app. Note that this is a potentially dangerous operation, and should only be handled with the guidance of your SpotMe technical contact. When you click on wv.person.contact_information, in the Congifuration panel on the righ hand side of the page, several settings will appear.
You can enable or disbale the option to exchange business cards in the app, as well as select all of the details that you would like to be visible on the participants' profiles.
Note that whenever you make any changes related to the displayed information on the attendees' profiles, you need to export and re-import the participant list in Backstage in order for the changes to apply.
Once you have edited the Person Settings for the People module, click the Save this item button at the bottom of the page.
The Profile Settings allow you to choose which fields participants can edit in the My Profile feature in the app. By default, participants can edit their emaill address, phone and mobile numbers. You can delete the fields directly if the participants should not be able to edit any information.
In order to add a new field that is editable by the attendees, on the components side of the page, expand the "Form elements" and drag and drop the "Text Input" item to the main page. Click the new field, expand the "Advanced Settings" in the Configuration Panel and in the "Value Key" field, type the metadata that corresponds to the participant information that you would like to make editable. You can reference what the field type should be as it is listed in the Person Metadata Manager as well. Once you have edited the Profile Settings for the People module, click the Save this item button at the bottom of the page.
- Bulk operations - the bulk operations feature lets you manage participant information using Microsoft Excel spreadsheets.
In order to export the participant information for the event, open the People module. In the menu on the right-hand side, there is a section labelled "Bulk operations". Click the Export XLS button to export all participant information in theFor importing, please see above.
.xlsformat. You can now open the spreadsheet from your desktop to view the participant information.