Overview
In Converia, you can define different contact persons for different areas. Depending on the configuration, these contacts are used, for example, in the contact box in the frontend, in system emails, on documents and during the submission and review process.
You can assign the same person to several areas or use separate contact persons for each area. A suitable person record must already exist or be created.
Prerequisites
Access to Configuration → Basic Settings → Configuration
For attendee registration, additional access to Configuration → Attendee Registration → Configuration
For paper submission and review, additional access to Configuration → Paper submission → Configuration
Existing person records or access to Management → Person
To control the contact box in the frontend, access to CMS → Navigation → Page structure may be required
Configuration / Procedure
Set up the general contact person
Open Configuration → Basic Settings → Configuration → General settings.
Click the person icon next to the Contact person field.
Select the required record in the person browser.
Apply the record using the blue arrow.
If no suitable record exists:
Click Add person.
Create the person record.
Apply the person using Select at the bottom of the page.
Tip: Mark the person record as “not synchronizable” to prevent unintended changes during duplicate checks.
How the general contact person is used
The general contact person is used in the following areas, among others:
in the contact box in the frontend
in automatic system emails, e.g. for Request password or Forgot password
If the corresponding details have been entered in the person record, the contact box can display the following information, among other things:
Title
Name
Occupation
Company
Address
Phone/fax
Email
Website
Control how the email address is displayed in the contact box
Open Configuration → Basic Settings → Configuration → General settings.
Find the Show contact email address option.
Select the required display format.
The following options are available:
Hide email address
Show email address spam filtered (without a link, e.g. “info [at] …”)
Show the full email address with a link (also protected against spam)
Show or hide the contact box in the frontend (homepage and other pages)
The system contact box is displayed on pages that use a three-column page template. You can control whether the contact box is shown or hidden through the page template used.
Open CMS → Navigation → Page structure.
Edit the required page.
Switch to the “General” tab.
Select the required page template.
Available page templates:
With contact box: Frontend3Columns
Without contact box: Frontend2Columns or Frontend1Column
Note: Article content is not lost when you change the page template.
Contact person for attendee registration (Registration contact)
Open Configuration → Attendee Registration → Configuration → General settings.
Assign the required contact using the person icon.
Use a separate contact if this contact person differs from the general contact person.
How the contact person for attendee registration is used
The assigned Registration contact is used in the following areas, among others:
Booking confirmation as a document and by email
Invoice as a document and by email
Email templates for manually sending information emails from attendee management
The following also applies:
The email address of the Registration contact is the sender address for emails from attendee registration and attendee management.
A copy of the emails sent during attendee registration is also sent to this email address.
Note: The location shown in PDF templates refers to the location of the relevant assigned contact, e.g. the location of the Registration contact on invoices.
Contact person for paper submission and review
Open Configuration → Paper submission → Configuration → Basic Settings.
Assign a contact for Paper submission and a contact for Review.
Use the same person in both fields if the responsibilities are the same.
If no suitable record exists, click Add person.
Create the person record and then apply it.
Tip: Also mark these person records as “not synchronizable” to prevent unintended changes during duplicate checks.
Notes
The same person can be used in several contact fields.
Different areas can be configured with different contact persons.
Whether the general contact box is displayed in the frontend is controlled by the page template of the respective page.
FAQs
Does every contact person have to be an individual?
Does every contact person have to be an individual?
No. The general contact person can also represent, for example, a committee or a shared mailbox.