In addition to the information provided in Adding speakers to the workspace, this article will provide more advanced information on the Speakers module.
The Speakers module is where the speakers at your event are added to the workspace, and is used to manage their profile information, pictures, as well as their settings or preferences (such as their visibility or activity).
As such, it contains all the speaker information associated with the event, including their name, company or organization, phone numbers, email address, linked pages or documents, etc.
Speaker information is fully customizable, as you can edit the information fields that are included for your speaker profiles or add new ones using the metadata manager.
The module also allows you to quickly find speaker profiles, as well as sort and filter through speakers.
There are four tabs available in the Speakers module that you can navigate to. Below we'll provide some information on each of these tabs.
The Speakers tab is the first one that appears when you go to the Speakers module.
This tab is used for the following:
- See the full list of speakers in the workspace, and perform certain individual or bulk actions.
- Find and access a speaker's profile, using the search field.
- Add new speakers to the workspace individually or via a bulk import.
- Export a list of all the speakers in the workspace.
Below we'll take a closer look at each of these uses.
The Speakers list is presented as a list of the speakers included in the workspace. Here we'll take a closer look at the information it contains, using the below example where there are three created speakers:
At a glance, we can see the following high-level information reading these speakers, as taken from their profile information: their photo, first and last names, and titles.
Clicking on a speaker's name in this list will display their profile information, wand allow you to make any necessary edits. More details on the information available in a speaker's profile is available in the Adding speakers to the workspace article.
Speakers list actions
You can perform a number of actions from the Speakers tab, via the following buttons:
Click on this button to add a new speaker manually to the workspace.
Click this button to export a full list of the speakers in Excel format.
Click this button to import a list of the speakers in Excel format.
In the Speakers tab, you can also select individual or multiple speakers, using the checkboxes to the left of their names in the list, in order to perform a number of actions that appear onscreen:
Clicking this button will delete the selected speaker(s) from the workspace.
Clicking this button will duplicate the selected speaker(s) from the workspace, copying over their information.
Select multiple (or all) items in the list and then click on this button to access a screen where you can make any type of changes, to all the selected items, in a single stroke.
More information is available in the Bulk editing article.
Speaker photos tab
The Speaker photos tab is used to manage all the speaker profile pictures. Here you can upload/download pictures to/from your speaker's profiles.
Uploading speaker profile pictures
Using the speaker photos tab you can bulk upload pictures to your workspace and then link them to their corresponding speaker profiles. This will be faster than uploading the pictures one-by-one in the individual speaker profiles.
Step 1 - bulk uploading the pictures to the workspace
- Export the speaker list that contains all the speaker IDs, using the EXPORT XLS button:
- Gather all the speaker pictures you want to bulk upload to the workspace into a folder.
- In the folder, rename each picture file based on the the ID for the speaker you wish to associate it to (the IDs are listed in the speaker export).
- Compress the folder containing the renamed pictures into a ZIP file.
- Upload it to the workspace using the IMPORT XLS button.
Step 2 - Associating the uploaded pictures to the speakers in the workspace
- Go back to the exported speaker list.
- Add a photo column to the export XLS file, and then for each speaker in the report add the following path in the photo column: presenter-photo.photoid/file.png.
You'll next need to replace the "photoid" text in the path for each speaker in the export file, with the specific name (in lowercase) of the corresponding speaker picture uploaded in step.
You'll also need to change the .PNG or .JPG at the end of the path based on the format of the picture. For example presenter-photo.speaker1/file.pngORjpg
- Save the speaker export and then re-upload it using the IMPORT XLS button
Important: If you are uploading PNG photos, the path is presenter-photo.photoid/file.png.
If you are uploading JPEG photos, the path is presenter-photo.photoid/file.jpg.
Remember that the recommended format for a speaker picture is a 400x400px JPG file.
Downloading speaker profile pictures
You can also download speaker profile pictures via the Speaker photos tab, by selecting the speakers in the list and clicking on Download. This will download a .zip file containing the pictures of the selected speakers.
The downloaded pictures will be named in the same way as they were when they were uploaded.
The Preferences tab contains a number of settings that can be applied to the speakers added to the workspace, as well as the speaker lists or links.
There are three main sections in the Preferences tab, that we'll explore in the sections below:
Here you can configure how you would like the speakers list to be displayed in the app.
You can group speakers to be displayed in the list based on a shared metadata (or field) from the speakers' profiles. To do so, check the List grouped? box, and in the List grouped by field, replace the text that says PUT_YOUR_FIELD_HERE with a metadata field, to use it as a grouping criteria for the speakers.
In the list, you can also choose which speaker fields will be used to filter the speakers in the list.
Speaker list filters
This field is used to configure the filters you'd like to make available to app users when they view the speaker list.
Here you can configure how the link to access the list of speakers will look.
You can configure the visible icon and text that will be displayed for the link.
Select the icon that will be displayed, or upload a new one and select it.
Here you can select or create the main text label for the link.
Here you can configure some secondary text to display, by selecting an existing label or by creating a new one.
List item appearance
Here you can specify how you would like the items in the list of speakers to appear (i.e. the actual speakers in the list):
Three lines are used to configure what speaker information will be displayed for each speaker in the list. Each line in these settings uses a metadata to pull information from the speaker profile in order to display it in the list:
These lines can be edited to use any of the metadata (or fields) available in the speakers' profiles.
Here you can create custom lists of speakers, or groups of speakers, based on the information present in their profiles. To be more specific, here you will actually be creating a link or item which, when tapped by the app users, will open a list of speakers.
This list (or link/item) can then be made directly accessible to your app users, for example via an app menu, quick link, or added to a page as a link. You could for example create a group of speakers from the same organization, and make the group accessible/visible to only users from that organization.
Add an icon for the user list item or link.
Add a title to the Speaker list. This will appear at the top of the list in the app.
Add rules here, based on metadata, to determine which speakers will be included in this list.
Select this is you would like the speakers to be grouped within this list, based on a metadata.
List grouped by
Replace the text that says PUT_YOUR_FIELD_HERE with a metadata, to use it as a grouping criteria.
Choose the metadata (speaker information fields) that will be used to sort the speakers in the list.
Check this box if you would like the search field to be available for use above the speakers list in the app.