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Organization Administrator Features

Organization administrators ("admins") are responsible for overseeing organization-wide settings and user management within the web application. These privileges enable admins to streamline collaboration, enforce security policies, and provide a consistent experience for presenters and other organization members.

Overview

As an organization admin, you have access to the Organization menu, where you can:

  • Invite and manage users: Control who can access your organization's conferences.
  • Assign conference permissions: Define granular access levels for each conference.
  • Customize presenter communications: Configure welcome and consent messages.
  • Maintain security: Set a master password for emergency access to presenter accounts.

Each feature is designed to help you efficiently manage user access and communication, ensuring a smooth event workflow and maintaining organizational security.

Invite Organization Users

Admins can add new users to your organization, granting them organization-level access in advance of conference assignments.

Steps to invite a user:

  1. Navigate to Organization → Add Organization User.
  2. Provide the user's:
  3. First and Last Name
  4. Email Address (used for login and notifications)
  5. Initial Password (the user can change this after first login)
  6. (Optional) Select Send the new user an email checkbox to notify the user immediately.
  7. Click Add New User.

Note

After logging in, organization users may update their own name and password but cannot change their login email — only an admin can modify that.

Grant or Adjust Conference Permissions

By default, organization users have no access to conferences they did not create. To enable collaboration, admins must assign permission levels on a per-conference basis.

Permission Levels:

  • Read Only: View conference details, sessions, and presentation metadata.
  • Read & Write: Read access, plus the ability to edit conference settings, sessions, and presentation attributes.
  • Rea, Write & Delete: Read and write access, plus permission to remove sessions, presentations, or entire conferences.

Steps to assign permissions:

  1. Go to the conference's Conference Details page.
  2. Click Edit Permissions in the top-right toolbar.
  3. In the Edit Conference Permissions dialog:
  4. Choose the appropriate permission level from the dropdown for the organization users that you want.
  5. Click Update Permissions.

Info

Users without explicit permissions will not see the conference listed on their dashboard. Review your assignments carefully to avoid access gaps.

Note

To let a colleague help curate session schedules without deleting content, assign them Write access. Only grant Delete permissions to trusted managers who understand the ramifications of removing data.

Configure the Welcome Message

A custom welcome message appears at the top of every presenter's dashboard, offering a prime opportunity to communicate key information.

Use Cases:

  • Highlight upcoming deadlines or important dates.
  • Share links to support resources or FAQs.
  • Provide a brief event introduction or theme.

Steps to set the welcome message:

  1. Navigate to Organization → Edit Welcome Message.
  2. Enter your message in the editor. You can include:
  3. Bold or italic text.
  4. Hyperlinks.
  5. Bullet lists or numbered steps.
  6. Images.
  7. Optionally, use the styling toolbar to apply rich formatting.
  8. Click Save Template.

You can see a preview of how the message will be seen by the presenters, below the text editor where you write the welcome message.

The consent message feature ensures presenters explicitly agree to specific actions, such as public distribution of presentation materials.

How it works:

  • A banner appears between the welcome message and content sections.
  • Presenters click Give Consent to affirm their agreement.
  • Admins can reset consent statuses to re-request consent if policies, uses, or conferences change.

Steps to enable and configure:

  1. Go to Organization → Edit Consent Message.
  2. Toggle Enable Consent Message on (if the feature is disabled) and confirm the action.
  3. In the textarea, craft your consent request, clearly outlining:
  4. The action being requested (e.g., "Publish materials on our website").
  5. Any legal or usage implications.
  6. Click Save Message.

Info

You can view the consent status of each of the presenters in the Presenters page (if the consent message feature is enabled). You can also download an Excel report of the consent status of the presenters in the Reports page inside a Conference Details page.

Warning

If you need to update the consent terms or re-request approval (in case of a policy change or for a new conference), use the Reset Consent For All Presenters button to mark all presenters' consent status as Not Accepted. This ensures everyone can re-acknowledge the new policy.

Set or Update the Master Password

For emergency access or troubleshooting, admins can define a master password that allows them to log in as any presenter without knowing individual credentials.

Important Considerations:

  • This does not grant access to other admins or organization users — only presenter accounts.
  • The presenter's email still needs to be known to access their account.
  • Use sparingly and securely; maintain an audit log of master password usage if possible.
  • Rotate the master password periodically to uphold security best practices.

Steps to set/update:

  1. Navigate to Organization → Set Master Password.
  2. Enter the new master password, then confirm.
  3. Click Save.
  4. Distribute the password to authorized admins via secure channels.

Warning

Make sure the master password is secure and stored safely.