Your speakers & event contacts all in one place!
Search, Invite, and Activate for your entire event marketing portfolio.
What is a CRM?
A CRM is a customer relationship management software that is meant to provide deep transparency into and maximize your network, improve communication, and reduce the time it takes to discover the ideal speaker for each event and activation.
Great for your conference, field events, webinars, case studies, and more.
Organization Overview
Dashboard: List of all events (past and upcoming). If an admin has access to a specific event, from the org dashboard, the admin will be able to complete the following actions:
Edit > Opens the 'Event Details' page to edit the event name, slug, date, time, logo, and background image.
Delete > Delete this event. Once deleted, the event cannot be restored and any data specific to the event (forms, sessions, etc.) will be lost.
Speakers: Contacts listed as a session speaker of any event within the organization.
Admins can add additional fields to their view by selecting 'Show/Hide Fields'.
NOTE: Admins can not create multiple views or save a view after adding or removing fields.
Speakers can be sorted by full name A-Z or Z-A, last updated, or newest to oldest.
Within 'Options' (to the right side of your screen) you can import or export data. Speakers can also be added one at a time using the orange 'Add+' button.
Contacts: ALL contacts associated with any event within the organization. This includes speakers, moderators, chairpersons, sponsor contacts, and exhibitor contacts. These individuals may not be associated with a session but are contacts within an event.
Admins can add additional fields to their view by selecting 'Show/Hide Fields'.
NOTE: Admins can not create multiple views or save a view after adding or removing fields.
Contacts can be sorted by full name A-Z or Z-A, last updated, or newest to oldest.
Within 'Options' (to the right side of your screen) you can import or export data. Contacts can also be added one at a time using the orange 'Add+' button.
Segments: Create and view dynamic segments and curated, static lists with contact data.
Fields: Create and manage fields and attributes that categorize your contact data.
Settings:
Organization Details: name, slug, logo image, and banner image
Organization team members can edit details to reflect their organization.
Organization Team: Add and view team members who have access to your organization and/or events.
Email Templates: Create templates to send contacts emails from the organization level.
Integrations: Manage the integrations you are using for an event.
Integration Partners: ASP Events, ExpoPlatform, Grip, Gleanin, Swapcard, and Swoogo.
Event organizers can utilize Sessionboard's Open API (contact [email protected]) to retrieve your API token.
Fields
NOTE: We recommend utilizing system fields first and modifying them (if applicable) before considering creating a custom field.
Field Types
Fields are assigned one of the following categories:
Custom: Any fields the org team member creates
Profile: Includes Name, Pronouns, Honorific, Job Title, Company Name, Headshot, Bio, etc.
Attribute: Includes Audience Type, Ethnicity, Languages, Speaker Fee, etc.
Communication: Includes Phone Number, Email, Address, etc.
Org team members can locate these fields within 'Contacts' and 'Speakers' when adding fields to their view as fields will be listed within each category they are assigned.
Renaming System Fields
Team members have the ability to edit the names of system default fields. System default fields are fields that are created by Sessionboard but can be modified including (but not limited to) Biography, Job Title, Audience Type, and Industry.
To edit a system field ensure the field has been added to your dashboard view within 'Contacts' or 'Speakers' and right-click on the field name. From the pop-up window, select 'Edit Column'.
Within the pop-up window, edit the 'Field Name' box. Ensure to click 'Save' once you are done.
NOTE: If you make updates to system/global fields, these updates will also be reflected within each event in the organization.
Create A Custom Field
Within 'Fields' select the orange '+Add New Field' button to the right of the page.
Within the pop-up window, provide a field name and field type (i.e. text, dropdown, checkbox).
Once completed, click the 'Save' button at the bottom of the window.
Managing Attribute Fields
For Attribute Fields that have a dropdown field type, you can adjust the dropdown options by adding new answer choices or editing the existing ones. To do this, ensure the field is added to your 'Speaker' or 'Contact' view and right-click on the field to edit the field options.
NOTE: The field type for an attribute can not be changed (i.e. if the field is a dropdown, you can not change it to be a text field).
View a spreadsheet of all the fields/attributes that can be edited by a user at the bottom of this article.
Advanced Search
Cast a wide net or drill down to find relevant contacts.
Using the search bar, team members can conduct a simple search for contacts and/or speakers using key terms that relate to a field (i.e. Contact Name, Company Name, or Job Title). By selecting 'SHOW ALL' next to a field name, the system will show you all of the contacts that match the keyword provided within the field you selected.
Advanced Search allows users to use a combination of attributes and fields that narrow the contact search down. Ultimately, this can be utilized to create segments.
By selecting 'Advanced Search' to the right of the search bar within 'Contacts' or 'Speakers', the user will be shown a list of fields and attributes grouped into categories for ease of navigation. These categories include Demographics, Relevance, Company, History & Connections, Sessions, and Custom.
NOTE: To exit Advanced Search, select the 'X' icon to the right of your view.
Within each filter (white box), users can select fields and attributes by typing a keyword to search by or selecting a field/attribute from the curated shortlist provided. Next to each field/attribute, users will be able to identify the number of contacts that are associated with them (i.e. CEO (560) > this indicates that there are a total of 560 contacts that have the title of CEO). Each filter acts as an 'AND' (i.e. Title = CEO AND Pronouns = She/Her) and each attribute/field within a filter acts as an 'OR' (i.e. Tile = CEO OR Chief Resident)
As fields and attributes are selected, users will be able to see the total number of contacts that match the search thus far at the top of the page within the green banner.
Once attributes and fields have been selected, click the blue 'Search' button at the top of the page to lock in the filters and view the list of contacts that match the advanced search.
Segments
Create and curate dynamic and curated/static lists for your campaigns.
Create A Segment
Once you have filtered down your list of contacts that you would like to add to a list, select 'Save Segment' at the top of the page.
A pop-up window will appear asking you to name the segment as well as identify if this segment is dynamic or a curated list.
Dynamic Segment: A list that will automatically update with contacts based on the matching filter criteria.
Curated List: A list that will save existing contacts and not update unless you manage them manually.
View Saved Segments
Once you have created a segment, it can be revisited in one of two ways:
Within 'Contacts' or 'Speakers' select the button 'Access Segments' at the top of the page. This will open a flyout bar that will allow users to search for segments based on keywords typed within the search bar. In addition, you will be able to see when the segment was created as well as how many contacts are within the segment.
In the left navigation panel, select 'Segments'. Segments can be filtered by contact type (i.e. speaker vs. contact) and alphabetically by segment name.
Remove Contacts From A Curated List
Within 'Segments' select the curated list you would like to remove a contact from.
Curated lists are identifiable by the following icon.
Select the contact you would like removed from the list by clicking the white square in the top left-hand corner of their contact image.
From the actions listed below the search bar, select 'Remove From Curated List'.
Add Contacts To A Curated List
From 'Contacts' or 'Speakers', search and select the contact you would like to add to a curated list by clicking the white square in the top left-hand corner of their contact image.
From the actions listed below the search bar, select "Add To Curated List.
Within the pop-up window, select the list you would like the contact assigned to and click the orange 'Add' button at the bottom of the page.
If you would like to create a new list to assign the contact to, click the button '+Create New List' from the bottom right-hand corner of the pop-up window.
You will be prompted to create a name for the list before it can be saved.
Delete/Duplicate A Segment
Within 'Segments, select the three ellipse dots to the right of the segment you wish to edit.
In the pop-up window, select the option to either 'Delete' or 'Duplicate' a segment.
