FAQ

Conferences at UNIL

What are the links I should communicate for registrations and abstracts submissions ?

This application has been developed to handle several scenarios:

  1. You only have to handle registrations without abstracts submission:

  2. You need to handle registrations as well as abstracts submissions:

    1. You wish to have people register and only then submit their abstracts
      • Edit the registrations start and end dates.
      • Edit the submissions start and end dates.
      • Communicate the following address: https://conference.unil.ch/{your-conference-name}-registration/registration
      • People will now be able to register during all the registration period defined above.
      • Once registered, people will be able to submit abstracts, from their personal area, during all the submission period

    2. You wish that abstracts submissions happen before registrations:

How can I make sure a bank transfer was received ?

Upon a bank transfer payment, the payment status will not automatically pass to "paid" in the application, (it is only the case for credit card payment), this is due to the fact that there isn't an automatic way to acknowledge that a payment was received and is valid.

You therefore have to contact the UNIL finances services in order to receive a list of all payments made on your given fund.

After confirming payment on the payment list, you can then access the registration list on the administration part of the conference website and change the payment status in order to confirm the payment (this operation can be done via the button "Manual Payment" after selecting a registration). A confirmation email is then sent to the participant.

Upon which actions are mails sent ?

A registration confirmation email is sent to the following addresses upon registering:

  • To the participant.
  • As a blind copy (BCC) to the predefined conference email address.

An email containing all the information to change a password is sent to the following address upon password reset request:

  • To the participant (only).

An email confirming payment is sent to the following address when the payment status is changed to "paid (manual)":

  • To the participant (only).

An email confirming an abstract submission is sent to the following addresses when the participant submits an abstract:

  • To the participant.
  • As a blind copy (BCC) to the predefined conference email address.

An abstract acceptance email is sent to the following addresses when an abstract is validated from the administration interface:

  • To the participant (only).

A personalised email can be sent (at any given time) to the following addresses from the administration interface:

  • To all selected participants. A distinct email is sent to each of the participant (and not a unique mail regrouping all the participants)
  • As a blind copy (BCC) to the predefined conference email address.

INFORMATION: Except for the reset password email, all emails can be activated or deactivated from the administration settings.

SIDE NOTE: Emails sent from the application won't appear in your "sent" email box.

How to modify emails content ?

All emails can be modified (subject and body) on the "configuration" tab. Many variables can be used in order to replace dynamically some values before sending an email, tha available variables are the following:

  • %USER_FIRSTNAME%: User's first name.
  • %USER_LASTNAME%: User's last name.
  • %USER_EMAIL%: User's email.
  • %USER_CHANGE_PASSWORD_URL%: User's change password URL.
  • %USER_USERNAME%: User's username.
  • %REGISTRATION_START_DATE%: Registrations starting date (format: dd MMM yyyy).
  • %REGISTRATION_END_DATE%: Registrations ending date (format: dd MMM yyyy).
  • %SUBMISSION_START_DATE%: Submissions starting date (format: dd MMM yyyy).
  • %SUBMISSION_END_DATE%: Submissions ending date (format: dd MMM yyyy).
  • %REGISTRATION_HOME%: Registrations page URL.
  • %SUBMISSION_HOME%: Submissions page URL.
  • %ACCOUNT_PAGE%: Personal account page URL.
  • %ABSTRACT_TITLE%: Abstract's title.
  • %ABSTRACT_SUBMISSION_DATE%: Abstract submission's date (format: dd MMM yyyy).

What actions can be made by a user after its registration ?

  1. Payment A participant can pay his registration if:

    • Payment is activated, on the administration area.
    • Payment has not been already made for this registration, payment status = not paid.
    • Price is superior to zero.
    • The participant is not a guest.

  2. Registration modification:

    • A participant can modify his/her registration information by login into his/her personal area, but only before paying (guests don't have this restriction).

  3. Abstract submission:

    • If abstract submission is activated, the participant can manage his abstracts (consult, add, modify, delete).

Deleting a registration causes a participant deletion ?

Yes, the account of the participant is deleted and therefore the participant won't be able to login.

Conferences at UNIL is maintained by UNIL CI.

For any other questions, please contact us at the following address: helpdesk@unil.ch.

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Tél. +41 21 692 22 11
Fax +41 21 692 22 05