From submission to the website

What this is about

A contribution from your call for sessions stays in one system in iveo, from the public form to the event website. Along the way it passes through four pairs of hands: the submitter, the Producer, the person who maintains it as Programme Organiser, and the speakers who supply profile and presentation. This page shows you who acts in which step and points to the matching help pages for the details. An overview with graphics is on the page From submission to the website.

Who is involved

Role	What they do in this journey	More
Submitter	Submits their contribution through the public form without an account, confirms their email address and changes it through their personal link.	Submissions and calls for sessions
Producer	Sets up the form, reviews and decides, schedules on the calendar, promotes to the programme and publishes event and website.	Producer
Programme Organiser	Usually the submitter after promotion: maintains their programme item, brings in speakers and publishes it.	Programme Organiser
Speaker	Maintains their profile, uploads their presentation and answers the question about AI analysis.	Speaker

Step by step

Submit a contribution

Who: the submitter, without an iveo account. A Producer sets up the form beforehand.

1. A Producer creates the form in the submission settings: your own questions, an explanatory text per step and the submission deadline. The deadline ends at the end of the day in the event’s time zone.
2. You share the link to the form. Whoever submits needs no account.
3. The submitter fills in the form and sends it with “Submit”.
4. They confirm their email address through the link in the confirmation email. Only then is the contribution formally received.
5. Through their personal edit link they change the contribution for as long as it is in review. What they may see and change there, you set in the submission settings in the “Fields in the edit link” card.

More on the page Submissions and calls for sessions.

Review and decide

Who: Producer.

1. Under Submissions every contribution sits in a review list. You put together columns, filters and saved views yourself. Next to “Submissions” in the sidebar you see how many contributions are still awaiting a decision.
2. You change status, department and internal notes straight in the list.
3. If contributions are missing something, select them and click “Request completion”. Each selected submission gets its own email with its edit link.
4. You accept the contributions that fit with “Accept”. They are then on “In review”: accepted and ready for a place on the calendar.
5. A decline requires a reason, which goes to the submitter by email.
6. If contributions belong together, select them and combine them into a group with “Merge”. The submitters are not told about it.

More on the page Submissions and calls for sessions.

Schedule it on the calendar

Who: Producer.

1. Open the Calendar. The submissions sit in the side panel. Drag a contribution on “In review” onto a stage and a time; it is then on “Tentative”.
2. For many contributions at once, “Auto-Assign” computes proposals from the availability submitters gave. “Apply” puts them on the calendar.
3. A group is a single entry on the calendar: one drag places every member in the same slot.
4. With “Lock in place” you fix a slot so that it is not moved and auto-assign does not redistribute it.

More on the pages Programme and Calendar and Submissions and calls for sessions.

Promote it to the programme

Who: Producer. After that the programme item moves on to the Programme Organiser.

1. Once a contribution has its slot, click “Promote to programme” on the submission or convert it directly on the calendar. People, organisations and topics come along.
2. Leave the invitation tick set. The submitter then joins the team as Programme Organiser and, after accepting the invitation, lands straight on their programme item. Anyone already a member of the event joins the team without an email.
3. A group becomes a single programme item with “Create as one programme”.
4. You promote every submission with a calendar slot at once with “Promote all” in the calendar’s side panel. Each invited person then gets a single email listing all their programme items.
5. If a person from the submission is already in the event, iveo links them to the programme item instead of creating them twice.

More on the page Submissions and calls for sessions.

Maintain the programme item

Who: Programme Organiser. The speakers join in this step.

1. The invited person accepts the invitation, with the button in the email or in the lobby. Their programme item sits in the sidebar under My programme.
2. If the event requires a code of conduct, they read it to the end and accept it.
3. In Programme details they maintain title, subtitle, topics, description and the thumbnail, and in the Formats box the format.
4. In the Agenda they build the running order with “Add agenda point”, with durations and speakers.
5. They assign speakers in the Speakers box with “Add Speaker”. If a person does not exist yet, they create them from the search: with “Let the person enter their own details” an email address is enough, and “Invite” sends the invitation.
6. Date and stage stay with the Producer.

More on the pages Programme Organiser and Programme and Calendar.

Supply profile and presentation

Who: Speaker. What they supply reaches the Programme Organiser.

1. Invited speakers accept the invitation and land on My appearance.
2. Under My profile they maintain photo, short bio, job title, languages, social media links and organisations. That is also where they decide whether photo and short bio appear on the event website.
3. In their programme’s card, under “Presentation (optional)”, they upload their files or choose “I have no presentation”.
4. If the question about AI analysis is open, they answer it with “Allow AI” or “Decline AI”.
5. The files then appear in the programme item’s agenda, with the name and the date of the upload.

More on the pages My appearance for speakers and Uploading presentations. The whole path of a speaker is on the page From invitation to the stage.

Publish on the website

Who: Producer and Programme Organiser.

1. Under Website the Producer designs the event website and publishes the event. Before that, no programme item can be published.
2. If the Producer has set a date under Settings → Publishing, only Producers publish until then. A banner on every programme page counts down.
3. After that, the Programme Organiser publishes their programme item themselves. The dialogue shows it as it will appear on the website and marks the changes.
4. Set speakers to “Confirmed” as soon as they have said yes. Only confirmed speakers go online with the programme item.

More on the pages The public event website and Programme and Calendar.

Where things get stuck

• “Accept” does not work. As long as the submitter has not confirmed their email address, the submission shows “Waiting for email confirmation”. If the email is lost, send it again with “Resend confirmation email”. The old link stops working after that.
• Auto-assign leaves contributions behind. It only schedules contributions on “In review”. Anything still on “Submitted” is listed under “Not yet accepted”; accept those contributions first.
• “Promote to programme” is locked. Promotion needs a calendar slot; the button then says “Assign a calendar slot first”. “Promote all” also only takes submissions with a slot.
• A group member cannot be promoted on its own. A group only becomes a programme item as a whole, and only once every member is tentatively scheduled in the same slot.
• Submitters can no longer change their contribution. Once it is tentatively scheduled on the calendar, their edit link says that they cannot edit it themselves during planning. Changes then go through you, and “Request completion” skips such submissions.
• The Programme Organiser cannot publish. There are three reasons: the event is not published yet, the publishing date has not been reached yet, or they have not yet accepted the code of conduct.
• A speaker is missing from the website. They are still on “Unconfirmed” on the programme item. If the programme item is already published, they appear after confirmation only with the next publish.

Frequently asked questions

Who sees the submissions? Only Producers. Organisers and Programme Organisers see neither the review list nor the calendar. After promotion, the submitter sees only their own programme item.

What does “In review” mean? In iveo, “In review” means: accepted and ready for a place on the calendar. With “Undo acceptance” you set a contribution back to “Submitted”, as long as it has no place on the calendar yet.

Is the submitter told about a decline? Yes. A decline requires a reason and goes to the submitter by email. If they never confirmed their address, no email goes out; the reason is then optional and stays internal.

Why does an imported submission get no invitation? An import never sends emails on its own. When promoting, the invitation tick is therefore switched off, and “Promote all” never invites imported submissions.