Task templates

Define the speaker tasks that are generated when proposals are accepted.

Why templates matter

Task templates under Admin → Settings → Task templates define the checklist speakers receive after accept. Good templates make readiness honest. Noisy templates train speakers to ignore the portal.

Write templates for a cold speaker on a phone, not for staff who already know the process. Clear titles and short instructions beat attached PDFs that never open.

Design a template set

List the real work you need before show day: headshot, bio confirmation, slide deadline, AV needs, travel forms if in scope of program ops. Map each to a task type the portal supports. Set due offsets relative to event dates when available.

  1. Open task templates for the event.
  2. Add templates for each required speaker action.
  3. Order templates so speakers see critical path first.
  4. Accept a test submission and confirm tasks appear in the portal.
  5. Tune titles and instructions until a cold speaker can complete them.
  6. Align due dates with comms reminder schedule.

Operational tips

Freeze template changes before mass accepts when possible. If you add a template late, plan how existing participations receive the new task. Prefer clear owner instructions inside the task text over side-channel PDFs.

Accept side effects create speaker_tasks from templates. Portal completion clears them. Readiness aggregates remaining work. Comms can remind speakers with outstanding tasks when templates and audiences are configured.

  • Templates → tasks on accept
  • Portal completion → readiness
  • Comms target outstanding owners
  • Critical templates reviewed weekly near show day

Anti-patterns

Thirty low-value tasks ensure nothing important gets done. Vague titles like Misc force speakers to email staff. Tasks that require offline legal review without a file upload type create dead ends. Design the happy path first, then exceptions.