Introduction (00:00:02)
- Presenter: Janna Marks
- Overview: Janna introduced the session, mentioning it is the monthly MatrixMaxx Q&A session. She invited attendees to suggest topics for future 10-minute trainings, which are often based on recent user questions.
10-Minute Training: Uploading Meeting Documents (00:00:54)
- Topic: Different ways to add meeting documents in MatrixMaxx, including for both general meetings and committee meetings.
- Steps to Add Public Documents:
- Navigate to the meeting in the demo site.
- Go to the “Manage WWW Display” for public-facing meeting pages.
- Documents like agendas can be uploaded in the “Related Files” section.
- Uploaded documents are available for public download on the event’s webpage.
- Managing Documents for Microsite: More advanced setup needed for microsite-based meetings, but the process involves uploading documents through the staff-side “Manage Microsite” option and embedding files in HTML editors.
Handling Restricted Meeting Documents (00:08:43)
- Using My Meeting Maxx: A separate section where restricted or private documents can be uploaded. Access levels can be restricted based on registration status (paid or unpaid attendees).
- Options:
- Upload documents.
- Add web links or embed videos (e.g., from YouTube).
- Publish documents to make them available only to those with the correct permissions.
Committee-Specific Document Management (00:15:07)
- Document Uploads for Committees: Documents can also be uploaded directly for committees, viewable only by committee members in their “My Committees” section on their profiles.
Q&A Section (00:16:31)
- Attendee Substitutions (00:17:25)
- Question: Can attendees substitute themselves, and how do we track substitutions?
- Response: Yes, attendees can substitute in group registrations through the public-facing website. A report for substitutions is not built-in but can be queried. A note was made to explore adding a substitution report.
- Difference Between Guest and Companion Fields (00:22:14)
- Question: How are companions and guests managed?
- Response: Companions are limited to one per registration, while multiple guests can be added. Different fees can be set for each category.
- Confirmation Emails (00:24:56)
- Question: Why do some registration records show confirmation emails not being sent, though attendees receive them?
- Response: If registrations are done through the staff side, emails do not send automatically. Front-facing registrations send confirmations without issue.
- HTML in Conference Details (00:26:40)
- Question: Why is HTML not displaying in confirmation emails?
- Response: HTML is intentionally stripped from emails for compatibility, though URLs may still automatically link in most email clients.
- Substitutions for Attendees (00:32:50)
- Question: Are registrants unable to substitute after a certain period?
- Response: There may be limitations once registration closes. Further testing will be done to confirm specifics on substitutions post-deadline.
- Meeting Registration Issues (00:42:26)
- Issue: Participants fail to submit classic meeting registrations correctly.
- Solution: A review of the process is necessary. A report of unsubmitted registrations can be checked periodically to follow up with users.
Closing (00:45:55)
- Future Sessions: Users were encouraged to send feedback or requests for future 10-minute trainings and provide input on upcoming meeting page features.