Speaker management: one profile per speaker, on the right sessions, shown without their email.
In WebMobi your team keeps each event’s speakers on one page: their profile, the sessions they are on and their role in each. The public event page and the WebMobi app show those profiles — never the speaker’s email address — and a spreadsheet import recognises speakers by email so nobody is created twice.
Profiles shown on the event page and in the app · emails never shown publicly · imports matched by email
What it is
Speaker management in WebMobi is the Speakers page of each event on events.webmobi.com, together with the speaker list on every session. You add a speaker once; their profile is what your public event page and the WebMobi app show, and linking them to a session puts them on that session in the agenda.
It is built for the person collecting bios and headshots from thirty speakers in a spreadsheet: what a profile holds, how a spreadsheet import treats people who are already there, how speakers get onto sessions, exactly what the public sees, and what WebMobi does not do for speakers.
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What a speaker profile holds
| Field | Where it shows |
|---|---|
| First name and last name | Everywhere the speaker appears. Required. |
| Your team only. It is how WebMobi recognises the speaker on the next import. | |
| Title and Company | Under the name, for example “Senior Engineer, Acme Corp”. |
| Short Bio (1–2 sentences) | On speaker cards. |
| Full Bio | On the speaker’s profile page. |
| Photo | A web address of the headshot. |
| Expertise Tags | Topics, comma-separated in the dialog. |
| LinkedIn, Twitter/X and Website | Links on the profile. |
| Featured Speaker | A flag you can set on the speakers you want to mark out. |
Three ways to add speakers
By hand
On the event’s Speakers page, Add opens the speaker dialog. Fill the profile and save; the speaker appears on your event immediately, even if they are not on a session yet.
From a spreadsheet
- On the Speakers page, choose Import. Start from the template so the headings are ones WebMobi reads.
- Required columns are first_name and last_name. Include email — it is how a speaker is recognised.
- Photos and logos are web addresses in columns such as avatar_url; the import does not upload image files.
- Read the result on the page: Created, Updated, Already present (skipped) and Failed, with row numbers for anything that failed.
- Matched by email. A speaker whose email is already known is updated from the file and added to this event if needed. Change someone’s name in the file and they are edited; change their email and you get a second person.
- Every column is written. Updating a speaker writes every column in the row, so a blank bio cell clears the bio. Keep the full row when you re-import.
- Never deletes. Taking a speaker out of your spreadsheet does not take them off the event. Removing a speaker is done on screen.
- Limits: .csv or .xlsx, up to 10 MB and 500 rows, first sheet only.
From an AI assistant
If you connect Claude or another MCP-capable assistant to WebMobi, it can add, update and remove speakers on the events you manage. Adding reuses an existing speaker with the same email rather than creating a second one. See API and AI assistants.
Putting speakers on sessions
A speaker on the event and a speaker on a session are two different things, and WebMobi keeps them apart on purpose: you can publish your speaker line-up before the agenda is settled, then place people on sessions as the programme firms up.
| How | What it does |
|---|---|
| Session → Manage speakers | Choose a speaker from your event and give them a role: Speaker, Moderator, Panelist, Host, Presenter or Facilitator. |
| Sessions file: speaker_emails or speaker_names | Links speakers already on the event to each session row — several per cell, separated by semicolons. |
| AI assistant | Can create a session with its speakers attached, in one change. |
The order matters for imports: speakers first, then sessions. A sessions file links people who are already on the event and never creates them — a name that matches nobody is reported as an error on that row, so a misspelt speaker is caught rather than invented. Emails must match exactly; names match as “First Last”, ignoring capitals. If the import missed someone, link them on the session’s Manage speakers view: re-importing the session row would be skipped as already present.
Building the sessions themselves — tracks, rooms, times and the agenda export — is covered on the agenda builder page.
What the public sees — and what it never sees
Your speakers are shown on your public event page, each with a profile page, and in the WebMobi app for attendees who open your event. A speaker appears as soon as they are on the event, before they are linked to any session, so an early line-up announcement does not have to wait for the agenda.
When you change a profile, the change is what the page and the app show from then on. Every change to a speaker is also recorded in the event’s History, with what each field was before and after.
Your team and your speakers
The event’s creator, your organization’s owners and admins, and teammates you invite to the event with the Edit event permission can add, edit, import and link speakers — not only the person who created the event. Someone helping only at the door does not need that permission; see team permissions for how to give each person just what they need.
Once the event is running, the sessions your speakers are on are also what staff scan people into, so you can see who attended each speaker’s session afterwards. That report is described on session check-in.
What it does not do
Written down here so you find out now, not on event day.
No speaker portal and no call for speakers
Speakers do not sign in to WebMobi to submit a talk or edit their own profile. Your team collects their details and enters or imports them.
The sessions file never creates a speaker
Names and emails in a sessions file only link speakers already on the event. Import speakers first.
A changed email makes a second speaker
Speakers are recognised by email. Change the name freely; change the email and the import creates a new person.
Re-importing writes every column
A blank cell in a matched row clears that field, so keep complete rows when you re-import speakers.
Photos are links, not uploads, in an import
The import does not upload image files; give each headshot as a web address.
Imports and Speakers-page edits show “The system” in History
The change and its before and after are recorded, but not yet the person who made it.
Removing is one speaker at a time
An import never removes anyone. Remove speakers on screen.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
Build the program
Sessions, speakers and sponsors — by hand or by spreadsheet, and what an import never does.
Bulk import sessions, speakers, sponsors, exhibitors and attendees
An import adds and updates but never deletes; matching, file limits, column mapping, the Event Info sheet.
Import troubleshooting
What each import message means: skipped rows, duplicates, unlinked speakers, shifted times, file errors.
Event History and check-in audit trail
Who changed the event and who checked in whom — staff member, device, offline or not, repeat scans.
What each plan includes is on the pricing page.
FAQ
Do speakers’ email addresses appear on the public event page or in the app?
No. Visitors and attendees see a speaker’s name, title, company, bio, photo and links, never their email address. Your team sees the email in the dashboard.
Can I show speakers before the agenda is ready?
Yes. Speakers you add or import appear on your event even before they are linked to a session, and their profile pages open.
Can I import speakers from a spreadsheet?
Yes. The Speakers page imports .xlsx and .csv files up to 10 MB and 500 rows. First name and last name are required; include the email, because that is how a speaker is recognised the next time.
What happens if I import the same speakers again?
A speaker whose email matches is updated from the file and added to this event if needed, so the same person is not created twice. A row without an email is always added as a new speaker.
How do I put a speaker on a session?
Open the session’s Manage speakers view, choose a speaker from your event and give them a role such as Speaker, Moderator or Panelist. Or add a speaker_emails or speaker_names column to your sessions file.
Is there a speaker portal where speakers submit talks or update their own profile?
No. WebMobi has no speaker portal and no call-for-speakers form. Your team adds and edits speaker profiles, by hand or by spreadsheet.
Can my colleagues edit speakers too?
Yes. The event’s creator, your organization’s owners and admins, and teammates you give the Edit event permission can add, edit and import speakers.
Can I upload speaker photos in the import file?
No. An import does not upload images. The headshot column takes a web address of a photo that is already online.
Put your speaker line-up online once.
Create your event, import your speakers from the spreadsheet you already have, and link them to sessions as the agenda settles.