This page is intended for administrators and managers who are preparing
workshops. For the participant-facing view, see
The Participant Area.
Goal #
When you involve a large number of stakeholders, you want each
action to be visible only to the right people: those in the right
geographic area, with the right qualifications, or who meet any other criteria.
That’s what contact lists are for.
The concept is simple: you link a list of people to an
event. Only those who meet the criteria on that list will see
the event in their account and will be able to register for it. Each event can
be linked to a different list.
Step 1 – Describe your stakeholders #
Enter your contributors in the People module, using the fields that will help you
segment them: geographic area, skills, availability,
status… The more specific your segmentation criteria are, the more relevant your lists will be
.
Step 2 – Create contact lists #
In the People module, create lists (filtered views) that meet
your needs, for example:
- a list titled “Stakeholders – Northern Region”;
- a list of "Qualified Contractors";
- a list titled "Available on weekends."
A list is defined by certain criteria: anyone who meets these
criteria is automatically added to the list, without any manual intervention.
To make a discussion open to everyone, simply link it to a
list that includes all the participants.
Step 3 – Attach a list to a task #
On the project task (the event), select the list of authorized participants
and specify that registration for the event is open via
the speaker portal. Indicate the desired number of spots.
From there:
- Only the people on the list can see the post;
- They can register as long as there are still spots available;
- Other people won't see anything about this intervention.
Important: A post without a list is not visible to anyone. This is
intentional: until you specify who can view a post,
it remains private.
Real security, not just a display filter #
The list of participants is not just a display filter: authorization is
rechecked with every registration and every cancellation. A participant cannot
therefore bypass the rule to register for an event that is not
open to them.
Notify the relevant parties #
When a shift is opened, Kafinea can send an email to the
people on the approved list so they can sign up quickly, which is
useful when you need to staff a shift on short notice.
Hold the load #
This system is designed for high volumes: thousands of speakers and
presentations, with spikes in registrations when many people
log in at the same time. The lists remain easy to navigate even on a large
scale, and seats are assigned without overbooking.