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Invitations

Event Roles

As admin you will be able to assign different roles within Distantly to other users. This is done through invitations. Here is a Diagram showing what each role can do. Notice that every role can do what the Participant can. In addition to the event wide roles, a meeting moderator can also be assigned. The moderator can only affect the meeting they were assigned to.

Event Admin

The Event Admin is the coordinator of the Event. This role is able to invite all of the other participants to the event and manage their roles, through invitations The coordinator can manage nearly everything in the event, except private meetings.

Speaker

Similarly to a speaker at a live conference, being a speaker allows you to present in front of an audience. The speaker can not change the time of their session, but they can change everything else such as title, description etc. Additionally, the speaker has control over the stream of the session. You can choose to pause the stream, enable/disable video, share your screen and change the sessions you are assigned to from a speaker session to a panel session that can include other people.

Exhibitor

Those who have been invited to exhibit during the event will be able to create and edit booths. Booths are organization specific, so you will not be able to edit booths created by other organizations. As part of your booth, you can upload a short video that will play for people when they visit your booth.

Participant

This is the base role for all of the other ones, which means that everyone is a participant of the event in a way. The participant is free to enjoy the conference and attend various sessions, booths, meetings; however the participant can not make anything, except a private meeting.

How-to Invite Users

By Entering Emails

  1. Navigate to the Invitations tab in the sidebar invitation_tab
  1. Click on the role you want to invite (admin, speakers, exhibitor, participant).

  2. Click the INVITE button. A pop-up will show up prompting you to enter emails.

  3. Enter emails separated by either a comma, space, or semicolon. And push ENTER.

  4. The valid emails will be bubbled and you will be able to push SEND.

By Uploading a CSV File (Comma Separated Values)

  1. Navigate to the Invitations tab in the sidebar invitation_tab

  2. Click on the role you want to invite (admin, speakers, exhibitor, participant).

  3. Click the INVITE button. A pop-up will show up prompting you to enter emails.

  4. Click the UPLOAD CSV button on the pop-up.

  5. Next click CHOOSE FILE.

  1. Open you CSV file

Emails will be uploaded from the csv file and you will be prompted to remove invalid ones if there are any. We recommend having a file with only emails in it. If there is anything that doesn't qualify as a valid email address in your file (including headings), the red REMOVE INVALID button will be active. Click the button to remove the invalid entry.

  1. Once the list consists of only valid emails, click SEND. You will see the emails in the list with the Pending status next to them.

Notice that after you push the SEND button you will be able to see a list of the invited people with the status pending. An email invitation will be sent to the invited persons and a notification will show up on their screen if they have already registered for Distantly.

Once a person either accepts or rejects your invitation their status will change in the invitation screen. You can click the circular arrow to resend the invitation to them.

If you would like to delete an invitation you can click the red trashcan button next to a person's name. This will delete their invitation and remove them from the event if they previously accepted it.

Because events on distantly are always live, people will be able to see the event as soon as they accept their invitation. We recommend you finish setting up the details before inviting others.

Before you can make Booths and Sessions you should invite Speakers and Exhibitors.

Next: Creating Sessions