Creating and inviting collaborators
When managing an event, you may be including collaborators to help to manage your event.
You can add these collaborators, determine when they receive their invitations, and edit the invitation to meet the branding of your event.
In this article
Types of collaborators
When adding new collaborators, you can choose what role they will undertake.
There are various types of collaborators, which will be available to you depending on your event type and event features.
| Role | Function |
|---|---|
| Judge | Judges entries they are assigned to via the Awards Event website. |
| Nomination Receiving | Responsible for the receipt of physical items as part of an awards entry. |
| Nomination Processing | Responsible for the processing of physical items as part of an awards entry. |
| Speaker | Listed as a speaker on your Conference's Event Schedule. |
| Guest Check-in | Collaborators with this role can log into the Evessio Check-in App and scan QR codes on event attendance tickets. |
Creating collaborators
There are various ways to create a judge within your event
Creating an individual collaborator
To create an individual collaborator, go to Event > Collaborators and click +Create Collaborator.
When you enter the 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.
Finally, check the box(es) beside the role(s) you wish to assign to this new collaborator.
Then, you can either click Save which will simply save the collaborator to invite later, or Save and Send Invite which will also send the invite email to the collaborator.
Importing a list of collaborators
If you have a list of collaborators you would like to import in bulk, you can choose the Import Collaborators button.
Here, you will be brought to the import tool, where you can upload your list of collaborators.
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.
Preparing collaborator invite emails
To edit the email that a judge will receive, go to Website > Email templates > Emails. Here, there are two emails that a collaborator can receive:
- Invite Existing Collaborator - collaborators who already have an Evessio account
- Invite New Collaborator - newly created collaborators without an Evessio account
Tip 💡
You may wish to set up both templates identically as the instructions will be the same whether or not your event's new collaborator has 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 collaborator 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 collaborator will need to click on this link in order to accept/activate their role, and if necessary, create a password.
Note 🗒️
To read more about customising email templates, click here.
Inviting your collaborators
Once you are ready to invite your collaborators, you can 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 collaborators will see
When your collaborator 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 collaborator. Once confirmed, they will be able to log in to your site complete any actions assigned to them.
