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.
Using the Attendees Page
The Attendees page has a variety of tools that help you find or add new Attendees to the Database and your Session.
Attendee Database
The Attendee Database is the left pane. This is where all attendees are stored.
Active Attendees Filter
It defaults to Show All. Select Show Active or Show Inactive to filter Attendee Database.
Database Type
There are 2 types of Database options: Private and Company.
- 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
2. Enter your search criteria in the text box.
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.
Add Attendee To Database
1. Use the Add attendee button to add a new attendee to the Database.
OR
2. Select between adding an Attendee or Group.
New Attendee
1. By selecting Attendee, the Add Attendee screen will open. Complete the information on the screen and click Add.
2. Enter the attendee's first and last name.
3. Enter the attendee's email address.
4. Select whether the attendee will be added to the Private or Company database.
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.
7. The attendee has been added.
New Group
1. By selecting Group, the Add Group screen will open. Complete the information on the screen and click Save.
2. Enter the name of the group.
3. Determine if this group will be added to the Private or Company Database.
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.
2. Click the Delete Attendee button
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.
4. Once done, removal will be confirmed. Click OK to continue
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.
PLEASE NOTE: There is a limit of 1,000 rows in the CSV file.
Exporting a list of Attendees from the Database
1. First select Attendees to be exported.
2. Click the Export button
*Please note that using the Export button without selecting an attendee will export a list of all attendees and give you the following notification.
3. Select the format you wish to export the list to.
Options available:
- Excel
- CSV
4. The system will process your request and give you a file to download.
Please Note: The export feature allows up to 3000 rows to be exported in each filetype.
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.
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.
2. Click the Add arrow to add the attendee to the Session Attendees.
3. The selected attendee will now appear in the Session Attendees.
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.
2. Click the Remove arrow to remove the attendee from the Session Attendees.
3. You can also use the Minus button to remove the attendee from the Session Attendees.
4. The attendee has now been removed from the Session Attendees.
Filtering Attendees
1. To filter Attendees by a specific column, click the Filter icon.
2. Enter your search criteria in the text box.
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.
Roles
Co-Host Indicator
You can assign an invited attendee as a Co-Host. This person has the same in-session permissions as the Host and is able to join the session even when the Host has not yet joined.
Check this box next to the attendee's name to assign them as a Co-Host.
Presenter Indicator
You can assign an invited attendee as a Presenter. This allows the individual to join a session without a Host or Co-Host and will auto promote the Presenter to a Co-Host when a Host or Co-Host is not present.
Check this box next to the attendee's name to assign them as a Presenter.
Assignment vs. Promotion
Assignment occurs when a Host or Co-Host assigns a role (Co-Host, Presenter, Captioner) from the Attendees screen when creating or editing a session from the Session Attendees table on https://app.jigsawinteractive.com or as a Lead from the Breakout Room Manager. This is a permanent role until the Host or Co-Host removes the assignment from the Session Attendees table.
Promotion occurs in the session when a Host, Co-Host, or Lead changes an attendee's role under the Attendee List. This is a temporary role that is only in effect while the attendee is in the session and is removed once the attendee is out of the session for 2 or more minutes.
Promotions can be manual or auto within the session.
- Manual Promotions occur when a Host or Co-Host changes the role for an attendee by clicking the Attendee's name and updating the role.
- Auto Promotions occur when a Host or Co-Host assigned an attendee the role of Presenter when creating/editing a session and the Presenter joins a session where a Host or Co-Host has not yet joined. The Presenter is auto promoted to a Co-Host.
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
2. Enter the Attendee's First Name, Last Name, and E-Mail address
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
*PLEASE NOTE: There is a limit of 1,000 rows in the CSV file.
1. First click on the Import guests button
2. This will bring up the Import guest to this session CSV file dialog
Formatting the CSV Import file
The Import Participants with Profile template must be properly formatted in order to ensure a successful import.
Sample Template
Example
- First Name
- Middle Initial
- Last Name
- Email Address
Example of a Completed Template
Note - The import file DOES NOT use headers.
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.
Export Session Attendees
1. Select attendees to be exported.
2. Click the Export button.
3. Select the format you wish to export the list to.
Options available:
- Excel
- CSV
4. The system will process your request and give you a file to download
Please Note: The export feature allows up to 3000 rows to be exported in each filetype.
Invite Attendees
You can send email invites to attendees.
1. Select the attendees to send invites to.
2. Click the Send Invite button.
3. You will see an invite sent successfully notification pop up as confirmation.
Attendee Manager
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.