Informing and confirming logic explained

After you decide which sessions make the final cut, and which don't, you should proceed to inform your speakers and ask for their confirmation

By design, Sessionize doesn't automatically inform your speakers of any changes to their session status. Because of that, you have the possibility to change your mind as many times as necessary and fine-tune your event's accepted session list until you're completely satisfied with it. 

Of course, there's no need to delay informing your speakers until your entire schedule is ready. For those you're sure about, you can inform them about their session status right away.

Session statuses as observed from the perspective of the organizer (left) and speaker (right). Until informed about their session status, the speaker will see it as “In Evaluation,” regardless of the status the organizer selected for it

Informing speakers about their session status by sending them a message via the Inform speakers page is very important. If you skip this step, your speakers will permanently see their session status as “In Evaluation” in their speaker dashboard, which some of them could find confusing.

After they've been informed, they will have the option to confirm their participation by clicking on the appropriate button in the email message you sent through the Inform speakers page.

While getting a confirmation is the best way to make sure you can count on the speaker and their session, please keep in mind that it ultimately comes down to the human factor. It's possible that some speakers will forget to confirm their participation while fully intending to participate in your event. Following up with a reminder might be required.

 

Customize the accepted/declined session message

On the Inform speakers page, you'll find two tabs containing a list of accepted and declined sessions. On the right, you can see a message that will be sent to speakers whose sessions have been accepted and/or declined. You can use our predefined message or edit it to your liking. 

You're welcome to use the variables listed below the message box to insert the respective values. The variables are slightly different depending if you're sending an accepted or declined message. You can quickly add them to your message by clicking on them to copy them to the clipboard and pasting them into the message.

The best way to check if the message you're about to send to your speakers to inform them about their session being accepted or declined is to send a test version of the message to yourself. To do so, use the Save & Test button found below the message box. 

 

Decide who to inform and send the message(s)

There are several ways to select who you want to inform about their session status:

  • Manually click the checkbox next to everyone you want to inform on both the Accepted sessions and Declined sessions tab
  • Quickly select or deselect everyone on the list by using the appropriate buttons above the list
  • Use the Only sessions in dropdown menu. This filters the sessions by single or multiple choice categories you added to your custom submission fields, additional fields, and internal fields when setting up your event. The filtering options are particularly useful for events with many submissions

To find out how to use custom fields to better manage your event, please read the following article: Submission fields, Additional fields, and Internal fields explained.

 

Once you're completely happy with your speaker selection and message, click the green Send # emails button ("#" being the number of selected speakers).

The session owner will only receive a single email informing him about their sessions being declined, even if they submitted multiple sessions. This is by design; you generally don't want to overwhelm them with multiple rejection emails, so it's more appropriate to have all declined sessions listed in a single message.

Contrary to that, the session owner will receive a separate email for each one of their accepted sessions.

 

_Embed Adding feedback to declined sessions

Adding feedback to declined sessions Before informing your speakers about their s

Adding feedback to declined sessions

Before informing your speakers about their session being declined, you have the option to explain such a decision. Your feedback will be added to the decline message and, in most cases, greatly appreciated by the speaker.

To add a decline reason/feedback, simply open the session you decided to decline and enter your feedback into the Decline reason/feedback box. The text is saved and included with the decline message automatically.

Inform and confirm manually

If you informed your speaker about their session being accepted or declined in some other way, you can manually mark that speaker/session as informed. 

First, visit the Informed & Confirmed tab on the Sessions page and click on the not informed button.

Afterward, click the Mark as manually informed button. Then you can use the same procedure to mark the speaker/session as manually confirmed.

Don't want to use our inform/confirm system?

If you don't want to use our inform and confirm logic, or you plan to inform your speakers but don't want to insist that they confirm their participation in your event, remember to adjust the API / Embed and App settings appropriately.

On the API / Embed page, open your desired endpoint and look for the Includes sessions dropdown menu.

  • If you plan to inform your speakers but won't ask them for confirmation, use the Accepted And Informed option
  • If you don't plan to inform your speakers (highly inadvisable), use the Accepted option

Similarly, in the Data tab of your App page, look for the Includes sessions dropdown menu at the very top.

  • If you plan to inform your speakers but won't ask them for confirmation, use the Accepted And Informed option
  • If you don't plan to inform your speakers (highly inadvisable), use the Accepted option

These steps are important to follow. Otherwise, your embeds and/or app won't have anything to show.

We don't recommend not informing the speakers about their sessions being accepted or declined. If not informed, speakers will permanently see the status of their sessions as “In Evaluation” in their speaker dashboard.

 
 
 

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