J5 - Attendees and Attendee Manager

Session Attendees

Using the Attendees Page

Adding Attendees

Adding Groups

Attendee Manager

 

 


Session Attendees

The Attendees page contains a 2-pane view.  All available attendees are found on the left.   When setting up the session, the attendees moved from the Attendees Database to the Session Attendees (found on the right) will be invited to the session.

sessionattendeespage.png

 

 


Using the Attendees Page

 


Attendee Database

The Attendee Database is the left pane.  This is where all attendees are stored.

attendee_database.png

 

 


Active Attendees Filter

This drop down allows you to filter between active and inactive Attendees.
activeattendeebutton.png

 

It defaults to Show All.  Select Show Active or Show Inactive to filter Attendee Database.

activeattendeebuttonopen.png

 

 

  


Database Type

There are 2 types of Database options:  Private and Company.

database_type_button_open.png

 

  • Private - Can only seen by the Host who added it
  • Company - All Hosts within the company have access to the Participant or Group.

*It is recommended that you add Participants as Company and Groups as Private.

 

 


Filtering Attendees

1. To filter Attendees by a specific column, click the Filter icon

attendee_filter.png

 

2. Enter your search criteria in the text box.

attendee_filter_open.png

 

3. You can either search for everything that Contains or Does not contain your criteria.

 

4. Click Filter to filter the Attendees. Click Clear to clear the filter.

 

5. The Filter icon will flip upside down and turn red when active.

 

asset_filter_active.png

 



Add Attendee To Database

1. Use the Add attendee button to add a new attendee to the Database.

addtodatabasebutton.png

OR

alternate_add_button.png

 

2. Select between adding an Attendee or Group.

addnewattendeeopen.png

 

 


New Attendee

1. By selecting Attendee, the Add Attendee screen will open. Complete the information on the screen and click Add.

add_attendee_dialog.png

 

2. Enter the attendee's first and last name.

add_attendee_name.png

 

3. Enter the attendee's email address.

add_attendee_email.png

 

4. Select whether the attendee will be added to the Private or Company database.

attendee_available_to.png

 

5. Once done click Add to add the record or click cancel.
add_attendee_or_cancel_buttons.png

 

6. Once added you will be asked if you want to add another record.  Click Ok to add another record or click Cancel to go back to the Attendee page.

add_attendee_successful.png

 

7. The attendee has been added.

attendee_added.png

 

 


New Group

1. By selecting Group, the Add Group screen will open.  Complete the information on the screen and click Save.

add_group_dialog.png

 

2. Enter the name of the group.

group_name.png

 

3. Determine if this group will be added to the Private or Company Database.

group_available_to.png

 

4. All other functions to add and remove attendees are the same as in the session

 

Please refer to:

 

 


Remove Attendee from Database

*Please note:  You can only delete attendees you have permission to delete.  This usually only includes attendees you have added.  Please reach out to your Account Manager to determine who has access to delete Company attendees.

1. To remove a Database Attendee, first select the attendee select_attendee_delete.png

 

 

2. Click the Delete Attendee button

remove_from_database_button.png

3. You will be asked to confirm that you want to delete the attendee(s).  Click OK to delete the attendee(s).  Click Cancel to cancel the action.

remove_confirmation.png

 

4. Once done, removal will be confirmed.  Click OK to continue

delete_confirm_ok.png

 

 

 

 


Importing Attendees into the Database

The CSV import is a handy tool for adding a large number of users into your Participant Database and / or create or update existing Jigsaw account profiles.

The most critical step to ensure a successful import is a properly formatted source file.  Jigsaw provides two CSV templates that may be downloaded

To learn more about the CSV Import, visit How to Import a CSV File.

 

 


Exporting a list of Attendees from the Database

 1. First select Attendees to be exported.

select_for_export.png

 

2. Click the Export button

export_attendees_button.png

 

*Please note that using the Export button without selecting an attendee will export a list of all attendees and give you the following notificatio.

all_attendee_notification.png

 

3. Select the format you wish to export the list to.

export_button_open.png

Options available:

  • Excel
  • CSV
  • PDF

 

4. The system will process your request and give you a file to download.

 

 


Session Attendees

The right pane is the list of Session Attendees.  This is where all attendees who have been invited to the session are listed.

session_attendee_pane.png

 

 


Adding Attendees to a Session

1. To add an attendee, first find the attendee in the Attendee Database and check the box next to their name.

select_add_attendee.png

 

2. Click the Add arrow to add the attendee to the Session Attendees.

addarrow.png

 

3. The selected attendee will now appear in the Session Attendees.

attendee_added_to_session.png

 

 


Removing Attendees from a Session

1. To remove an attendee, first find the attendee in the Session Attendees and check the box next to their name.

select_attendee_remove.png

 

2. Click the Remove arrow to remove the attendee from the Session Attendees.

remove_arrow.png

 

3. You can also use the Minus button to remove the attendee from the Session Attendees.

remove_minus.png

 

4. The attendee has now been removed from the Session Attendees.

session_attendee_removed.png

 

 


Filtering Attendees

1. To filter Attendees by a specific column, click the Filter icon.

 attendee_filter.png


2. Enter your search criteria in the text box.

attendee_filter_open.png

 

3. You can either search for everything that Contains or Does not contain your criteria.

 

4. Click Filter to filter the Attendees.  Click Clear to clear the filter.

Filter.png

 

5. The Filter icon will flip upside down and turn red when active.

asset_filter_active.png

 

 

 


Presenter Indicator

You can designate an invited attendee as a Presenter.

Check this box next to the attendee's name to designate them as a Presenter.

presenter_role_checkbox.png

 

 


Captioner Indicator

You can designate an invited attendee as a Captioner.

Check this box next to the attendee's name to designate them as a Captioner.

captioner_radio_button.png

 

 


Add Guest to Session

You can add a guest to a session without adding them to the Database.

 

1. Click the Add guest to this session button to open the add guest dialog

add_guest_to_session_button.png

 

2. Enter the Attendee's First Name, Last Name, and E-Mail address

add_guest_to_session_dialog.png

 

3. Click Add to add the Guest or click Cancel to cancel

 


Import guests to session

Similar to the Database Import, with this option you can add a large number of guests using a CSV file.

*Please Note: These imports will not be added to the Database

 

1. First click on the Import guests button

import_guests_button.png

 

2. This will bring up the Import guest to this session CSV file dialog

import_guests_dialog.png

 

 


Formatting the CSV Import file

The Import Participants with Profile template must be properly formatted in order to ensure a successful import.

Sample Template

sample_template.png

Example

  1. First Name
  2. Middle Initial
  3. Last Name
  4. Email Address

 

Example of a Completed Template

Note - The import file DOES NOT use headers.

complete_guest_template.png

 

 

Once the CSV has been prepared, drag and drop it onto the Drag & Drop area or click the Browse for file button and select the CSV file.

import_db_drag_n_drop.png

 

 

 


Export Session Attendees

1. Select attendees to be exported.

select_export_session_attendee.png

 

2. Click the Export button.

export_session_attendees_button.png

 

3. Select the format you wish to export the list to.

export_button_open.png

Options available:

  • Excel
  • CSV
  • PDF

 

4. The system will process your request and give you a file to download

 

 


Invite Attendees

You can send email invites to attendees.

 

1. Select the attendees to send invites to.

select_export_session_attendee.png

 

2. Click the Send Invite button.

invite_attendees_button.png

 

3. You will see an invite sent successfully notification pop up as confirmation.

invitation_sent_successful.png

 

 


Attendee Manager

attendeemanager1.png

The Attendee Manager database works the same as the Attendee Database on the Attendees Page when creating a session.  You can refer to the section above, Attendee Database to see how to add, import, or export attendees.

 

 

 

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