Every Slidecrew event portal includes the import tool, a simple-to-use option for using a template, or even your existing spreadsheet to fill your event schedule with rooms, sessions, presentations, speakers and moderators, as well as filling out your ePoster roster. This guide walks you through the process, ensuring your event data is organized and ready to go. We will cover what information is needed, how to use the provided template, and what changes you may need to make to a previously existing spreadsheet so the tool can read your sheet correctly.
Getting Started: The Import Spreadsheet Template
Begin by downloading the Slidecrew Import Spreadsheet Template here. If you already have an existing spreadsheet or can export one from another system, you may prefer to use that and make adjustments as needed. However, having the template to refer to may make any changes easier to follow.
The template uses color-coded columns to guide you. Each column is a different input field that the import tool can use.
- Green: Mandatory fields, such as session title or speaker name.
- Blue: Auto-generated IDs (editable but generally not recommended).
- Yellow: Optional fields for additional details, such as topics or subtitles. Hidden by default, they can be revealed by clicking the icon above the relevant column.
- Grey: Internal system columns (do not edit these).
What Information Can be Imported?
The import tool supports a wide range of event data. The following sections are reference lists for each input and what it does, divided into the relevant categories.
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 ePoster submissions
- Rehearsal – presentations in the session will function as with the Breakout session type, but this session will not show on the Room Information displays
- Breakslide – Presentations will function as with the Breakout session type, but this session will also will not show on the Room Information displays
- Session date (required) – the event day of the session, the import tool will read the date in the MM/DD/YYYY format, so remember to place the month before the day.
- Session start time and Session end time (required) – these columns will only accept entries in an “HH:mm” time format and will be used to calculate session duration. 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 where 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, so no attendee-level users will see this.
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. If the presentation is part of an ePoster session, then this field will also be used for the “Poster Number”.
- Presentation order (optional) – the order (from first to last) in which the presentations within a session should appear.
- Presentation abstract (optional) – an optional field to add a presentation abstract, particularly relevant if the presentation is an ePoster.
- 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, the import tool will not be able to read multiple columns with speaker information. So for example, if there are columns for “Speaker 1” and “Speaker 2”, the import tool will only be able to import one of those.
Instead, to include multiple speakers or moderators, fill in additional rows below the first with the same session and presentation details, replacing the first speaker’s details with the next
speaker (see image).
If a row has speaker data but is missing presentation information, the import tool will add that speaker to the presentation in the next row above that does have presentation data.
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 Import a New Dataset
1. Choose the “Imports” tab under the “Events” 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.