Creating and inviting judges

When managing an awards event, you may be inviting judges to participate in determining the results of your awards. Judges are added to your event as collaborators, as they help to manage your event.

📺For a video tutorial on how to create and invite judges, click here.

Creating judges

There are various ways to create a judge within your event

Creating an individual judge

To create an individual judge, go to Event > Collaborators and click +Create Collaborator.

When you enter the judges email address, Evessio will verify if there is an existing account with that address. If yes, the first name and last name will be auto-filled and will be uneditable; if no, you can complete these fields.

Then, you can either click Save which will just save the judge, or Save and Send Invite which will also send the invite email to the judge.

Importing a list of judges

If you have a list of judges you would like to import in bulk, you can choose the Import Collaborators button.

Here, you will be brought you the import tool, where you can upload your list of judges.

To upload the required file format, you can download the excel template available on this screen.

Once your excel file is ready for upload, click Browse and find your completed spreadsheet. Once selected, it will automatically upload and import your judge list.

If you wish to remove any line items that have been imported, you can select the trash can icon to do this.

Then, you can Save and Invite later, or Continue.

If you select Save and Invite later, your import list will be saved, and you will be brought back the Collaborators screen.

If you select Continue, you will be redirected to the Email template for inviting collaborators.

Once you are happy with your email, click continue again to reach the final step. If you are happy to send the invite to your new judges, click on Finish and Send Invite.

Creating a judge via a judge profile list on your website

You can create a judge profile list on your website to display your judge's photo, biography and other details. If you also include an email address, this will create a collaborator profile for your judge.

To ensure that your judge profile list on your website does not display your judge's email address, you can prevent this piece of information from being published.

To do this, go to Website > Forms > Public Profiles, and open the Judge Profile Form.

Then, find the form part labelled Email, and untick the option Use in published list?.

Preparing judge invite emails

To edit the email that a judge will receive, go to Website > Email templates > Emails. Here, there are two emails that a judge can receive:

1. Invite Existing Collaborator - collaborators who already have an Evessio account
2. Invite New Collaborator - newly created collaborators without an Evessio account

You can make a copy of these emails, and edit the email to have the look and feel of your event.

It is important to ensure these emails looks the way you want before inviting anyone to become a judge for your event, as they will be sent immediately as part of the invite process.

The most important part of these emails is the Invite/Activation link, which uses a variable for the URL. This variable can be added by selecting Variables in the email editor, and selecting Custom > Link with token.

When the email is sent, this variable will be replaced with a link created specifically for the recipient. The judge will need to click on this link in order to accept/activate the judge role, and if necessary, create a password.

Inviting your judges

Once you are ready to invite your judges, you can do return to Event > Collaborators to do so.

Simply select the option Select and Invite, and a pop-up will appear with all collaborators you can send invites to.

Select all of the collaborators you wish to, and click Send Invite to Selected.

What your judges will see

When your judge receives their email, they simply need to click on the invite link in the message.

Then , they will be directed to your event website to confirm their role as a judge. Once confirmed, they will be able to log in to your site and access their judging portal.