Panel Q&A

A single QR code goes up in the room. A participant scans it and writes a question for whichever session is active at that moment. The question does not go straight to the stage: a rapporteur reads it first, filters out what is unsuitable and picks what reaches the moderator.

The flow

1. 1
   A participant scans the QR code and writes a question. Name and company are optional.
2. 2
   The question lands live in the Rapporteur Console.
3. 3
   The rapporteur reads it and marks it Hide or Spam if needed.
4. 4
   For a good question they press Select for moderator, editing the wording so it reads well on stage.
5. 5
   The question is added to the Going to the moderator list. When the rapporteur presses Send to moderator the list goes to the moderator's board; the moderator asks it on stage.

Setup — organizer

1. 1
   Open the event's Agenda tab and press Set up Q&A. If your in-room Q&A privacy notice is not published yet, follow the link in the warning to Settings → Legal texts; Q&A cannot be turned on without it.
2. 2
   Add the sessions (panels, talks, workshops). Each session is its own pool of questions.
3. 3
   Download the QR code (PNG or SVG) and have it printed for the room.
4. 4
   On the day, mark whichever session is on stage as Active. Sessions that do not take questions (breaks, "other" sessions) cannot be made active.
5. 5
   Assign a moderator to the panel and send them the generated link.

Editing sessions

You can enter a start and end time when you add a session; both are optional, but an end time needs a start time. Change an existing session with Edit on its card: title, type, times, subtopics and the Accepts questions switch. Sessions added in the panel and sessions that came from a template are edited the same way.

• Changing the type does not change whether the session accepts questions; check the switch separately.
• If you stop accepting questions on the session that is active right now, there is no active session left and people scanning the QR code cannot send questions; the dialog tells you before you save.
• A session without a time, and a session that starts before the event start or more than 7 days after it, is not carried over when you save the event as a template; the dialog tells you in advance and the session is still saved. What counts is the start time, not the duration: a session that starts before the event time is not carried over even on the same day. A single session lasting several days is carried over, but its duration is cut to at most 12 hours in the template; you are told when you save the template.

Speakers

Every session card has a Speakers section. The list is kept in the admin panel; it is not shown on the question screen in the room.

• Add speaker → Existing person: pick one of the event's participants.
• Add speaker → New person: full name, email or phone and an optional title. If you enter an email or phone, the person is matched to their existing record; if both are empty, a new person record is created and the panel warns you about it. If the email and phone belong to different people, nothing is added; pick the person with Existing person instead.
• The person gets the Speaker role on the event's participant list. The same person is not added to a session twice; their existing entry and title stay unchanged.
• Reorder with the up/down arrows on each row. If the list was changed elsewhere in the meantime, the new order is not saved and the list refreshes; reorder again.
• The remove button on a row takes the person off this session only. Their person record, speaker role and place in other sessions are kept. It asks for no confirmation; the speaker's title and position in this session are removed.

Regenerating the QR address

If the QR address leaks — for example it was shared outside the room — press Regenerate code in the QR box on the Agenda tab to get a new one. The panel asks for confirmation first.

• The old code and QR stop working immediately: printed posters, badges and any shared address become invalid. You need to download and print the new QR code.
• If the address was regenerated elsewhere in the meantime, nothing happens and the screen shows the current address; check it and try again if needed.
• If your plan no longer includes this module, the QR code is suspended: it does not accept questions, it cannot be regenerated and the Q&A switch is shown as disabled. When the plan is restored the same QR code works again; if you think the code has leaked, press Regenerate code as soon as the plan is back.

The rapporteur console

Open it with the Console button on the session in the Agenda tab. Questions drop in live; there is no need to refresh.

• Hide — the question does not reach the moderator and fades in the list. Reversible.
• Spam — for adverts, abuse and repeat submissions. Collected in a separate section.
• Select for moderator — adds the question to the Going to the moderator list; it reaches the board only when you press Send to moderator.
• Restore — brings a hidden or spam-marked question back into the list.

If many questions arrive from one network, the console shows a warning. On venue wi-fi this is normal — everyone appears to come from the same IP. The warning is information, not an accusation; the rapporteur decides.

The moderator board

The moderator opens their own link on a phone or tablet. The board is read-only: the moderator cannot delete or reorder questions, and sees no personal details.

• Only the questions the rapporteur selected are shown.
• Raw, hidden and spam-marked questions never appear.
• The name and company of whoever asked are not shown to the moderator.
• The board is a snapshot: it updates when the rapporteur presses Send to moderator; questions selected afterwards do not appear on their own. A set number of questions (20 by default) is sent at a time.

Managing the moderator link

The buttons on a moderator row change with the state of the link. A generated link is shown only once; copy it and send it to the moderator. New links do not expire: access ends through one of the actions below.

Create link

Creates the first link.

Regenerate link

Creates a new link; the old one and the moderator's open board close immediately. For a working link you are asked to confirm first.

Revoke link

Closes access at once. It asks for no confirmation so you can act fast on a leak, and it works even if your plan no longer includes the module.

Reinstate

Shown on a revoked row. After you confirm, it creates a new link; the revoked old link still does not work.

Remove assignment

After you confirm, removes the person as this panel's moderator and closes their link. The person record and their assignments on other panels are kept.

Common situations

The moderator link does not open

The link may have been regenerated or revoked, or the assignment removed. The organizer should create a new link from the moderator row and send it: Regenerate link, or Reinstate on a revoked row; if the assignment was removed, add the person again and press Create link. The old link stays invalid in every case.

Participants see "no questions are being taken"

No session is active, or the Q&A module is off. Mark the active session in the Agenda tab.

A selected question is missing on the moderator board

It may have been hidden after being selected. A hidden question is never sent to the moderator even if selected; the console warns about this separately.

The connection dropped

The console reconnects on its own. If too many changes were missed, a Resync button appears.