The Import Tool

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The import tool uses a spreadsheet to fill your event’s agenda with rooms, sessions and
presentations with speakers.

The Import Spreadsheet Template

An Excel spreadsheet template is available for download here. Please note that if you already have a spreadsheet (or are able to export one), it may be more convenient to make changes to that one instead.

The excel spreadsheet has a column for each of the inputs that the import tool is able to accept, with colour-coded headings:

  • Green: Important information, such as the session title or speaker name.
  • Blue: ID numbers that, if left blank, the import tool will automatically create (editing these is optional and generally not recommended).
  • Yellow: Optional fields that can be left blank, or filled in for additional information to display on digital signage or for moderators/session chairs to see. By default these columns are hidden, to show them click the ➕ icon above the column next to that section.
  • Grey: A hidden column, used to generate the correct Session type ID. Please do not edit this column.

What Information Can be Imported?

Below is a list of all the data that can be imported to your Slidecrew event using our tool, split into sections:

Session Information

  • Session ID – If left blank, an ID number will automatically be assigned for each session.
    However custom IDs can be entered, provided they are whole numbers
  • Session title (required) – the name of the session
  • Session type ID (do not edit) – A hidden column for assigning a session type within the event portal, please do not edit.
  • Session Type (required) – A dropdown list with 4 options to select from:
    • Breakout session – the default session, with presentations
    • E-poster session – presentations within this session will be allocated as E poster submissions
    • Rehearsal – Presentations will function as with the Breakout session type, but this session will not show on digital signage
    • Breakslide – Presentations will function as with the Breakout session type, but this session will not show on digital signage
  • Session date (required) – the event day of the session, this column
  • Session start time and Session end time (required) – these columns will only accept entries in an “HH:mm” time format. The end time must be later than the start time.
  • Session room ID – If left blank, an ID number will automatically be assigned for each room. However custom IDs can be entered, provided they are whole numbers with at least 3 digits.
  • Session room (required) – the name of the room the session will take place in.
  • Session subtitle (optional) – an optional subtitle for the session name.
  • Session topics (optional) – an optional field for listing topics covered in the session.
  • Session stream (optional) – a field to input the stream link for that session, currently only functions as a place for those with portal access to easily find stream links

Moderator (session chair) information

  • Chair ID – If left blank, an ID number will automatically be assigned for each session chair/moderator. However custom ID’s can be entered, provided they are whole numbers.
  • Chair first name (required) – session chair/moderator’s first name
  • Chair last name (required) – session chair/moderator’s last name
  • Chair title (optional) – session chair/moderator’s title, e.g. Mr. Mrs. or Dr.
  • Chair Job description (optional) – an optional field to provide the job title of the session chair/moderator.
  • Chair Company (optional) – an optional field to provide the company name of the session chair/moderator.
  • Chair City (optional) – an optional field to provide the City for the session chair/moderator.
  • Chair country (optional) – an optional field to provide the country of the session chair/moderator.
  • Chair email (optional) – Necessary if session chairs are going to receive a “moderator” email (see the email template page).
  • Chair Biography (optional) – an optional field to provide more information about the session chair/moderator, displayed in the moderator app.

Presentation Information

  • Presentation ID – If left blank, an ID number will automatically be assigned for each presentation. However custom ID’s can be entered, provided they are whole numbers.
  • Presentation title (required) – the name of the presentation
  • Presentation duration (required) – How much time is allocated to this presentation, please enter information in this column as in hours and minutes (H:mm)
  • Presentation subtitle (optional) – an optional subtitle for the presentation
  • Presentation order (optional) – the order (from first to last) the presentations within a session should appear
  • Presentation abstract (optional) – an optional field to add a presentation abstract
  • Presentation is panel (optional) – choose “true” or “false” from the dropdown. If a presentation is marked as a panel, then no files will be expected, and it will show as green (checked) on the agenda page.
  • Presentation is remote (optional) – choose “true” or “false” from the dropdown. If a presentation is marked as “remote” then it is assumed that the speaker is presenting remotely, and that speaker will receive the “Remote” email (see the email template page).

Speaker Information

  • Speaker ID – If left blank, an ID number will automatically be assigned for each speaker. However custom ID’s can be entered, provided they are whole numbers.
  • Speaker first name (required) – The first name(s) of the speaker
  • Speaker last name (required) – The last names(s) of the speaker
  • Speaker title (optional) – the speaker’s title, e.g. Mr. Mrs. or Dr.
  • Speaker e-mail (optional) – essential for sending the mass email to speakers with their upload links.
  • Speaker job description (optional) – an optional field to provide the job title of the speaker
  • Speaker company (optional) – an optional field to provide the company name of the speaker
  • Speaker city (optional) – an optional field to provide the City for the speaker
  • Speaker country (optional) – an optional field to provide the country of the speaker
  • Speaker biography (optional) – an optional field to provide more information about the speaker, displayed in the moderator app.

Adding Multiple Speakers or Moderators

For presentations or posters with more than one speaker, fill in additional rows with the same
session name and presentation name, but replacing the first speaker’s details with the next
speaker (see image).


Optional session, presentation and speaker information that was already added in a previous
row does not have to be entered again.
For example, in the image below, the “Speaking under Pressure” presentation has all its optional
fields filled out in the first row.

However, as long as the import tool has enough detail (e.g. identical session and presentation
names or IDs) to match to an already existing session and presentation, the additional details
can be left blank.
In the example image, a new presentation will be added, with the subtitle and duration, as the
three speakers listed on the right.

To Importing a New Dataset

1. Choose the “Imports” tab under the “Core” menu

2. Click the “select file” button and choose the spreadsheet you wish to import.

3. The import tool will display a preview of the first few rows of each column in your spreadsheet and will attempt to match the columns to the information it needs.
At the top of each column will be the spreadsheet’s column heading, with a dropdown menu of options for data that the tool can import.
If the tool has not matched up a column correctly or has not recognised a column in your spreadsheet as important, open the dropdown menu and select the relevant option.

4. Once you are satisfied that all relevant columns are matched, click the “Start import” button. The import process will show a readout of what it is doing and will inform you when it finishes or encounters an error.

If you are encountering an error when trying to import, and are unsure how to proceed, please contact us.

Timer Controller

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When a presentation file is opened via one of our file distribution Apps (Kiosk or Technician) a countdown timer is automatically triggered for the duration of the presentation. This is visible at the top right of the moderator app.

There are also a number of controls available for changing the time remaining, or displaying a message on the timer screen:

  • Set time – opens a pop-up for editing the amount of time remaining
  • Clock – When no presentation is live, the current time is shown instead of the countdown. Clicking this button will force the current time to show, switching the timer between automatic and manual control
  • Auto – forces the timer back to automatic control, where the countdown will start as a presentation file is opened.
  • Message – opens a pop-up with a selection of preset messages, and a text box to type a custom message. When the “Send” button is pressed, the message will appear on the timer screen. This is intended as a way to send a message discreetly to the current presenter.

Kiosk App

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The Kiosk app is designed as a stand-alone file management app, meaning that operating it should not require a technician in the room, apart from setting up. The simple interface is designed for speakers to be able to easily find and open their presentation files without assistance.

While the App is running, it will be constantly checking for new files or file versions and will download any updates.

Starting a Presentation

When idle, the App will list the sessions in that allocated room for that day. If two screens are used, the same list of sessions will show on both screens.

To start a presentation:

1. Click (or tap if using a touch screen) on the current session. This will change the screen from listing sessions to listing presentations within the selected session.

2. Click the presentation from the list.

3. If there is only one file uploaded to that presentation, the file will open, and if it is a PowerPoint, the Slideshow will begin.

4. If there are multiple files uploaded to the selected presentation, a pop-up will appear listing them. Click the desired file to open it. If the file is a PowerPoint, the slideshow will begin.

The Kiosk Interface

The sessions are ordered chronologically, and each block shows the start and end times for that session.

When viewing the presentations for a session, each block will show:

  • Presentation name
  • Start and end times
  • Name and profile image (if available) for each speaker assigned
  • The number of files downloaded for the presentation
    • If file download is still in progress, there will instead be a download icon and a percentage complete.

If a presentation has multiple files, the pop-up will show the following information or each:

  • File name
  • Uploader
  • File size
  • Date and time the most recent version was uploaded
  • Download state

Branding

As the Kiosk App is designed to be seen by both speakers and attendees of an event, the images, colours and font used are customisable. This is done by selecting a Style for the room, device or session. For more information, please refer to the Styles article.

Settings Menu

As the Kiosk app is designed for speakers to use directly, there is no hamburger icon to access the settings menu, as in the software manager.

Instead, the connection indicator (green circle to the right of the room name) is also the menu button. The available settings are the same as in the Software Manager, for more information, please refer to that article.

Technician App

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The Technician App is one of two file management apps and is designed for rooms operated by a dedicated room technician, where presentation files are opened by them, instead of the speakers. This means that the interface gives more information and control to the technician, compared to the Kiosk app.

While the App is running, it will be constantly checking for new files or file versions and will download any updates.

The main area of the app will list the current day’s presentations, ordered chronologically and divided by session. Along the top will be a row of buttons, one for each session, showing the starting times for each. Click one of these buttons to jump to that session.

Presentation Blocks

Each presentation within a session is shown as a block with:

  • start time
  • end time
  • duration
  • presentation title
  • speakers
  • File status indicator

The file status indicator will show the number of files currently on the device for that presentation. If one or more files are downloading the indicator will change from a page icon to a download icon and a percentage.

Each presentation block can be expanded to show more details on each of its files by clicking on the downward arrow to the left of the block.

Clicking on a file block will open the file, and if it is a PowerPoint, start the slideshow, ready for the speaker to take over.

Settings Menu

The hamburger icon at the top right opens the same menu as in the software manager. for more information, please refer to the Software Manager article.

Moderator App

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In the Slidecrew system, “Moderator” also encompasses the session chair. The App is designed to provide information about the presentations, speakers and files that will be happening in the designated room.

Presentation & Speaker Info

The main area of the moderator app will list the presentations for the day that will take place in the allocated room, ordered chronologically and split by session.

Clicking on a presentation will show more information about the speakers and files uploaded to that presentation along the left side of the screen.

File Previews

When a presentation file is uploaded to the Slidecrew system, a PDF version of it is generated for the moderator App. when clicking on a presentation in the moderator app, a list of the files uploaded to it will appear at the bottom left of the screen. Clicking on one of the files will open the file in our PDF viewer so that moderators can peruse the slides.

Timer Controller

A miniature version of the room timer is available to the Moderator at the top right of the screen, with all the same controls.

See more about how the timer works in the Timer App article.

SSC Queue Screen

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This is a digital signage display used to inform the speakers added to the SSC queue system.

Along the left side of the screen, all the users currently in the queue are listed, with additional notes by their name if there is some action for them to take, such as going to a check-in station.

On the right side of the screen is a list of the devices set up as SSC check-in stations, and who is currently assigned to them.

Speaker Service Centre App

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The Speaker Service Centre App (SSC App) is a self-check-in station. It is designed to work with one to two screens. The first screen is where the main user interactions will be, with the second screen operating as either signage indicating the station number or a preview of how the Kiosk App will look and behave in a presentation room.

SSC App Check-in Process

First, an SSC App device will pull the next available speaker waiting in the SSC queue to itself, updating the queue screen, and switching from an idle screen to a confirmation screen for that speaker.

To proceed, the speaker must confirm their identity by clicking the “That’s me!” button under their name (and profile picture, if one is provided).

SSC App – confirmation screen

Once logged in, the main screen will list the sessions in which they have presentations.

SSC App main screen – list of presentations

The secondary screen will also show a list of sessions and presentations but will be in the style of the Kiosk app. Clicking on a session will show the speaker’s presentation(s) for that session, and the files already uploaded to each presentation.

As the speaker confirms their identity, their files will automatically start downloading to the SSC device. download progress will be indicated in each file information box.

App Specific Settings

The SSC app has some settings not found in others. To make accessing the settings more discrete, the menu button is hidden as the connection indicator (the green circle at the bottom left of the screen) instead of the usual burger icon. The additional settings are:

  • Assign explicitly – if active, this station will not pull users from the SSC queue. Instead, they must be manually assigned to the station.
  • Allow uploading – enables or disables uploading new files through the SSC App at this station.
  • Allow editing – enables or disables File editing through the SSC App at this station.

Quick File Check

To skim through the file, click the “File scan” button. This will open a pop-up with a slide-by-slide or page-by-page preview of the file, with any potential issues highlighted on the right side of the window.

The colour of the “File scan” button will also indicate how severe the analysis tool thinks the potential issues for that file are:

  • Grey – no issues
  • Yellow – minor issues
  • Red – major issues

Editing a File

If file editing is enabled, click on the pen and paper icon at the top right of the file block. This will open the actual file, instead of a preview. Make sure any changes are saved before closing the file to ensure it is updated.

Uploading a File

If file uploading is enabled, a large drag-and-drop area will appear under the files already uploaded for each presentation. Speakers can either drag the file(s) they wish to upload over this area or click anywhere in the area to open the file explorer, from which they can select their files.

Deleting a file

The block for each file will have a button with a trash can icon at the top right. Click this button to delete the file.

Requesting Assistance

If a speaker needs help, they can request it by clicking the “Help” button at the top right of the main screen. This will highlight the App header in red and add a “Help required” message to both screens. Clicking the help button again will turn off the request.

Changing User Details

After logging in, the current user’s name and profile image will appear at the top left of the main screen. Clicking this will open a pop-up where the user can update their personal information. After changes have been made, the user should click the “save” button before closing the pop-up to keep them.

There is also an option in this pop-up to send another speaker upload email to themselves. This is for situations where using the upload link in the email would be easier than transferring their file to the SSC device.

Logout

Once the user is satisfied that all files have been checked, edited or uploaded, they can use the “logout” button at the top right of the main screen to end their session at the SSC station. This will return it to an idle state, and after a few seconds, it will pull the next user waiting in the SSC queue, if the option is enabled, and a user is available.

Inactivity Timeout

If the speaker does not have a file open and have not interacted with the app for 5 minutes after logging in, a pop-up will appear with the message:

“Are you still working? You will be automatically logged out in 60 seconds”

The 60 seconds will count down, and if the “confirm” button is not clicked in that time, the user will be logged out, and the station will return to an idle state. This is to prevent check-in stations from being kept busy when a speaker has already left.

Speaker Upload Page

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If either the {uploadlink} or {uploadlinks} tag is used in the email sent to speakers, then a link to a personalised file upload page will be included in the email. Each speaker gets a unique link that will let them upload and manage files for only the presentations that have been allocated.

As a speaker uploads their presentation files, they are given the option to allow publishing of their slides, or not. If permission is given, then a PDF version of their file will be made available on the publishing page for the event, if the feature if being used.

If changes are made to the programme, and the speaker is added or removed from a presentation, then this will also reflect on their speaker upload page.

Email Template Editor

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To set up an email template, choose “Event” from the portal header, and choose the “Email Templates” tab. Along the left side of the page will be a list of the already created templates (if any) and a red “+” button to add a new template.

The rest of the page will be the editor for the currently selected template, with the following fields and features:

  • Email name – This is the name that will be shown in the list of templates along the left side of the page and is for use within the portal only. email recipients will not see this name.
  • Subject – The subject of the email recipients will get.
  • From Address – The address that the email will be sent from. By default, this is a Slidecrew address but can be set to a more generic email that does not include the Slidecrew name, if opting for whitelabelling.
  • From name – The name that recipients will see the email coming from.
  • Reply-To address – When a recipient clicks “reply” to their email, their response goes to a slidecrew support account by default but can be forwarded to an email of your choice. We recommend using this feature to shorten the chain of communication between organisers and speakers with questions
  • Email Body Editor – This is where you will draft the email for your event, using Tags (see “Tags” section below) to fill in information specific to each recipient.
  • Sending Time – Sending of the mass email will begin at the date and time set here. We space out the sending of each email to avoid being marked as spam if, for example, several speakers use email addresses on the same mail server. Because of this, it may take some time before all emails are sent, depending on how many recipients there are, and if there are multiple emails queued up for the same day.
  • Send Email to – This section will filter who receives the email based on their user type or “role”. For more information, please see the Users page entry. Currently, the email will always only be sent to speakers, however in future updates, the sending options will include users with the following roles for the event:
    • Speakers
    • Technicians Moderators
    • Hosts
    • Panel Members
    • Attendees
    • Abstract Submitter (awaiting implementation of Abstracts into the v2 Portal)
    • E Poster Submitter (awaiting implementation of E posters into the v2 Portal)
  • “Delete” button – Will delete the currently selected email template
  • “Receive Test” button – sends an email based on the current template and its {tags} to the email address for the account you are logged in with.
  • “Save” button – saves any changes made to the currently selected email template. please ensure that you save your progress before switching templates, leaving the page to send yourself a test email.

Tags

Tags are specific words or phrases that must be contained in a set of curly brackets (braces), which the Slidecrew system will use to fill in specific information, such as the recipient’s name or the event name. Available tags include:

  • {fullname} Full name of the recipient (e.g. John Smith)
  • {firstname} Given name of the recipient (e.g. John)
  • {lastname} Family name of the recipient (e.g. Smith)
  • {eventname} Name of the event (Advancements in Integrated Healthcare 2023)
  • {uploadlink} The URL to the upload page
  • {presentations} The list of presentations for this user
  • {uploadlinks} Both the upload link and the list of presentations

The Software Manager

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The Software Manager is your starting point for all the Apps Slidecrew has available. The Apps are split into 4 tabs, each with one or more options:

  1. Rooms
    • Technician – File distribution, managed by a room technician
    • Moderator – Session, presentation and speaker information overview for moderators
    • Timer – Automated presentation countdown timer, with manual controls
    • Kiosk – File distribution, simple interface for speakers to start their own presentations
  2. Signage
    • Room signage – Displays the upcoming sessions for the designated room
  3. Speaker Service Centre
    • Speaker Service Centre – Self-check-in station for speakers
    • SSC Queue – Queue display showing which speakers are assigned to each station, and who is still on the waiting list.
    • Server – Sets this device as the local server for the event (server license needs to be set first).
  4. Custom
    • Screen matrix – Allows for custom, multiscreen setups

Settings Menu

There is also a menu button at the top right, which gives access to a number of settings and information readouts:

  • Server License – If this device will be acting as the local server, this is where the server license key is input (currently available on the Devices page in the portal).
  • Reset Device – If a device needs to be paired to a different room or event, this is how it is reset.
  • Timer Master – If multiple devices in the same room are being used to start presentation files, only the time master will automatically trigger the countdown timer.
  • Connected Devices – a list of other devices allocated tot he same room.
  • Event Day – This is an event day switcher. It will default to the device day, but this can be overridden by selecting a different event day from the dropdown. Useful for rehearsal days to getting a headstart on downloading files for the next day.
  • Caching Location – By Default, presentation files downloaded to the device are saved in a folder on the desktop, but this can be switched to a folder in “Documents”.
  • Connection information – Some information about the device and its connection to the server.

At the bottom right of the software manager is a bell icon. When the software has been updated to a new version, there will be a notification here.