Fourwaves

Organizers

How to publish your event, or unpublish it to take its website offline.

Publish an event

Choose your event's acronym, which sets the address of its website and forms.

Define your event's acronym

How to clone an event on Fourwaves. Cloning an event is a quick way to reuse the structure of a past event without starting from scratch.

How to clone an event

Create your event

Set your event's reference time zone, and see how times display on the event website and the virtual platform.

Define the event's reference timezone

Offer your event website in French, English or both, and edit the text of each language.

Manage a multilingual event

Use your own domain name for your event website.

Domain name

An AI-powered feature to help you polish your event and catch issues before your participants do.

Event Assistant

Delete one of your events from the Actions menu of its Overview page.

Delete an event

Set up your event

If you've been added to an event as a Program Chair, this article covers everything you can see and do on the event's dashboard.

Program Chair

Give other people access to your event dashboard as an organizer, a program chair or a track chair.

Add an organizer to your event

If you were added to an event as a Track Chair, see what you can do on its dashboard for your tracks, and where to do it.

Track Chair

Large events are often organized by tracks. A track usually represents a theme, topic, or even a presentation type.

Manage tracks

Committee and roles

Choose which registration and submission fields show on the participant and presentation pages of your event website.

Select what data is visible on the participant or presentation pages

Add a File block to a page of your event website so participants can download your files.

Add files in your event website pages

Add, rename, reorder, hide and delete the pages and page groups of your event website's navigation menu.

Manage pages and page groups of your event website navigation menu

Add a full-width banner image to a page of your event website, and adjust its height, overlay and alignment.

Add a banner to your event pages

Add images to your event website pages with the Text & image and Gallery blocks, and make an image larger.

Add images on your website pages

Show sponsor logos on your event website with the Logos block, each linked to the sponsor's website.

Add sponsor logos on your event website

Customize the header of your event website's home page, the first thing visitors see, to match your event's look and feel.

Customize your home page header

Add a Speakers block that shows people with their photo, name, affiliation and bio, such as your speakers or your committee.

Add speaker photos and bios on your event website

Add, edit, move, copy and delete the content blocks of your event website pages, and crop their images.

Add and arrange content blocks

Upload an MP4 video of up to 1 GB to a page of your event website with the Video block.

How to add a video to your event website

Let visitors filter the presentation and participant lists of your event website by the answers to your form fields.

Add filters on the participant or presentation list

Event website

Add, edit and delete form fields, and see what each field type and field setting does.

Managing fields: adding, editing, and deleting

Set a maximum number of submissions or registrations for your event, and see what happens when it's reached.

Set a submission or registration limit

Show or hide a form field depending on the options a participant selects in other fields.

Add conditional form fields

Add a cost to a form option, and increase it automatically at a later date for early bird pricing.

How to add costs to items on your forms

Group your form fields into sections, move fields between sections and reorder the sections.

Managing form sections

Charge taxes on the costs in your forms, added to the cost or included in it, by country or province.

Specify tax rules to costs in your forms

Build your submission, registration and review forms: fields, sections, conditions, costs, taxes and limits.

Forms

Edit the submission form and its fields, set the submission period, and allow several submissions or deadlines.

Customize submissions

Create a submission for a submitter or invited speaker, edit it after the deadline, upload files and keep it linked to their registration.

Add or edit a submission on behalf of a submitter

Let submitters edit their accepted submission after the deadline, to send a revised abstract or a full paper.

Let submitters edit accepted submissions after the deadline

Withdraw a submission instead of deleting it, give a reason, and see what changes for the submission and its authors.

Withdraw a submission as an organizer

Export your submissions to Excel, with one sheet for submissions, one for authors and one for presentations.

Exporting submission data

How to quickly export your submission files

Mass export files

Change the number of a submission, which sets the order of presentations on your event website.

Edit submission number in the submission table

See how Fourwaves decides that a submission shows the Unregistered presenter flag.

"Unregistered presenter" flag in the submission table

Export your submissions to a Word abstract booklet, with an author index, groups, sorting and editable styles.

Create an abstract booklet

Submissions

Build the review form, set the reviewing period and the assignment rules, and choose which fields reviewers see.

Customize reviews

Assign submissions to reviewers manually or automatically, notify the reviewers, and replace a reviewer.

Assign submissions to reviewers

Add reviewers to your event with their email address, and select their tracks.

Add reviewer

Accept or reject submissions for each presentation type, one at a time or several at once.

Change the decision of one or more submissions

Email submitters and authors their acceptance or rejection from the submission table, with one message for each decision.

Send decision notifications and acceptance letters

Let authors see their review results, choose which review fields they see, and hide reviewer names.

Share review results to authors

Create, rename and delete the presentation types, such as Oral or Poster, that your decisions apply to.

Create, edit and delete presentation types

Peer review and decisions

Cancel an item a participant already paid, refund all or part of it with taxes calculated, and switch to another item.

Cancel a paid item

Register a participant, such as a speaker, with paid options selected, without charging them.

Add a participant and ignore payment

Open and edit a participant's registration form from the Registrations table, including its file uploads.

Edit an existing registration

Edit the registration form, set the registration period and the maximum number of participants, and choose which profiles are public.

Customize registrations

Send a payment request to a participant, so they can complete the transaction later on their own.

Forward payment

Withdraw a registration instead of deleting it, give a reason, and see what changes for the registrant.

Withdraw a registration as an organizer

Open a waiting list when registrations reach their maximum, and accept participants from it.

Manage the registration waiting list

Registration

Open, download and export the invoices of your event, and see which emails participants receive.

View and download invoices

Export the transactions of your event to Excel to build a financial report of your registration revenue.

Export your transactions for a financial report

Full vs. partial refunds, the Fourwaves service fee, reversing a refund, and what happens to the registration.

Refunds: Full, partial, service fee, and undoing a refund

Let participants pay by cheque, bank transfer or cash with an invoice, and mark their transactions as paid.

Activate payments by invoice

Guide participants to enter their organization's name in the billing address, and see what to do when an invoice shows the wrong name.

Help participants enter the correct billing information

Create percentage or amount coupon codes, limit their use and their form options, and edit or stop them.

Create, edit and delete coupon codes

Activate an option to pass the platform service fee to participants.

Pass Fourwaves service fees to participants

Link an event to a payment gateway in order to collect payments by credit card.

Link an event to a payment gateway

Edit the seller details and tax IDs that show on the checkout page and on invoices.

Edit billing information and tax IDs

See the difference between the Paid, Revenue and Pending amounts on your event's Overview page, and why they don't match.

Understanding "Paid" vs. "Revenue" in your Overview dashboard

Payments

Add sessions to your program, assign them a track, and upload video recordings.

Add sessions to your program

Add livestream links to the rooms of your program, so participants can join online sessions at a hybrid or virtual event.

Creating livestream links

Add submissions to the sessions of your program, and remove them from a session.

Add presentations to your program

Create rooms, assign them to sessions, link them to a livestream, and edit or delete them.

Create rooms and assign them to sessions

Export your program to Word or PDF, with sessions only or with presentations and presenters.

Program mass export

Give the presentations of a session equal or unequal lengths, and change their order.

Set presentation times

Email presenters their presentation times and rooms with the Presentation time and room variable.

Sharing presentation times with presenters

Check why assigned presentations don't show in your program: page visibility, decisions, sessions, withdrawals and mobile app delays.

Troubleshoot presentations not showing in your program

Tags let you categorize your sessions so participants can easily filter the program and find what interests them most.

Creating and using tags on sessions in the program

Program

Email registrants, submitters or reviewers from a data table, with variables that personalize each email.

Send mass emails

Save an email you send often as a template, with its subject, message, button and attachment, then reuse it in a few clicks.

Create and manage email templates

Edit the subject and message of the automatic email registrants receive after they register, and resend it to one registrant.

Customize your registration confirmation email

See the emails sent from your event under Communication > Emails, what each status means, and how to resend an email.

Email communication status meaning

Create, schedule, and manage event announcements sent to registered attendees on the event website, the virtual platform and the mobile app.

Create and manage announcements

Choosing specific recipient types such as submitters, presenters, or non-presenting authors when sending emails from the Submission tables.

Select recipients for submission emails

Customize your emails with a header image, a logo, and a footer text.

Customize email header and branding

Communication

Generate personalized certificates for participants and presenters.

Generate certificates

Check in your registrants at the event or at a session with the Fourwaves mobile app, by QR code or by name, even offline.

Check in participants with the mobile app

See how changes in your event dashboard reach the Fourwaves mobile app, and how long they take to show for participants.

How the Fourwaves mobile app syncs with your event

Create a session in a Virtual poster session room so participants can start video conversations in front of posters.

Set up virtual poster sessions

Generate a PDF of name badges for Avery sheets, with form variables, logos and a QR code.

Generate name badges

Run a practice virtual poster session before your event so participants know what to expect.

Set up a virtual poster session practice

Show a banner on your event website that takes participants to the virtual platform during your event.

Activate the virtual platform banner

During and after the event

Mass edit your submission and registration table entries.

Mass edit

Show or hide certain columns of the data table to make data browsing more efficient.

Select column visibility

Export an Excel file of your event's participant, presentation and website statistics, and see what each column means.

Download statistics about your event

Data tables

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Create your workspace and invite the people you work with.

Set up your account

Build your first workflow and watch it run end to end.

Ship something

Connect the tools your team already uses to bring data in.

Connect your stack

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Create your account and invite the first people to your workspace.

Pick the right role for each person you add.

Update your plan, payment method, and invoices.