Within abstract events, event managers can control whether or not submitters can add co-authors as part of their abstract submissions. Eventsforce can accommodate up to 20 co-authors, however a limit can be set by the event manager.
A co-author is added as part of the abstract submission but is not created as a person in the database. This means that if the co-author have not registered for a previous event or was not added to a list of people, the co-author will not be asked for a password when registering.
Allowing and limiting co-authors
The event manager must first allow co-authors to be added to abstracts by taking the steps below:
- Go to Abstracts > Setup > Settings
- Find the “Maximum number of co-authors:” setting on the right hand side of the ‘Submissions’ panel
- Enter the maximum number of co-authors allowed per abstract
Tip: If you do not want to allow any co-authors to be added, enter a “0” as the maximum.
Adding co-author questions
Event managers can customize the data they collect from abstract co-authors by adding or removing co-author questions. By default, Eventsforce collects:
- First name
- Last name
Follow the steps below to customize the co-author questions:
- Go to Website > Content > Website Pages
- Use the dropdown box in the top left and visit the “Abstract Submission Details” page
- Scroll down to the bottom of the page to find the ‘Co-author’ section of questions
- Hover over ‘Add here’ and select “Registration Question” to add a new question
- Search for an existing question or create a registration question
Tip: The questions for co-authors are separate from the questions for main authors. We recommend adding the text “co author” as part of your database item name to make it easier to locate questions in reports. For example; if you add a question for main authors called “Designations”, you would need to create a new question for co-authors called “Designation co author”.
Adding co-authors to an abstract as a submitter
When the submitter is creating an abstract in Eventsforce, they will see the co-author fields available for the maximum number of co-authors. For example, if you are allowing “5” co-authors to be added, the co-author questions will be repeated “5” times.
The submitter does not need to enter data for any co-authors if co-authors are not needed. Alternatively, the submitter can enter data just for the co-authors needed, while leaving other co-author fields blank.
Note: If data is entered into one of the co-authors questions, the submitter must add data for all mandatory questions for that specific co-author. Fields can be left blank for any co-authors not being used.