Session Display Options (Registration Form)

Access

Access: (Event) > Plan > Forms > (form) > Sessions > Session Display Options

Where the window appears

This pop-up window opens when you click the Session Display Options button on the fixed button bar at the end of the Forms > Sessions page.

The button is only visible when you are viewing the lists of session sections and templates.

The button is not visible when you are editing one.

This is where you can customize the display of the contents of the Session Sections in your forms.

Apart from the Other Options described at the end of this topic, you only need to edit these customization fields when you do not want to use the default values.

> Note: The settings apply to all session sections in the form. > Many of the settings apply to localization of forms. > The forms include different languages.

Search & Filters

Enable Search?

If the Enable Search check box is selected, a Session area is shown at the top of any form page that includes a Sessions Section.

The registrant uses the session area to search for or filter sessions that have been published for their attendee type.

If the event has a long list of sessions, the session area makes it easier for the registrant to find the sessions. The list of sessions displayed is limited to those returned by the search or filter.

Notes about searching

The registrant can enter any part of a Session Name, Session Description, Speaker's First Name, or Speaker's Last Name.
The registrant first enters the text to search on.
The registrant then presses Enter or clicks the search icon to list the matching sessions.
A search is not case-sensitive.

Example: Searching for "JONES" or "jones", or even "jon", would retrieve sessions with the speaker "Matilda Jones".

Notes about filters

The registrant selects the values for one or more fields on which the registrant can filter.
The registrant then clicks the filter icon to list the sessions that match.
A filter only shows information included in the unfiltered records.
A filter can limit filter choices to values that exist in the records being listed.

Example: If the registrant chooses to filter on Tags, the only tags the registrant can choose to filter on are those in use in records on the sessions being listed.

If the registrant applies more than one filter, the logic is an "OR" within each filter.
The logic is an "AND" between filters.

Example: The first filter is on dates. The second filter is on tags. The records returned match any of the selected dates. The records returned match any of the selected tags. A session is not returned if the session only matches a date but not a tag. A session is not returned if the session only matches a tag but not a date.

These further configuration fields are displayed when you select the Enable Search check box:

Header Text – Default: "Session Search"
Text Below Header – Default: blank

Filter Details

Select the check boxes for the filters to be available.
Customize the labels where you do not want to use the defaults:
Dates
Tracks
Tags
Start Times
Speakers
Locations
Levels
Job Functions
Industries
Types
No Results Message – Message shown if the search or filter returns no sessions.

Default: "No sessions found. Please select a different day or adjust your filters."

Placeholder Text – The prompt text in the unlabeled Search field at the top of the form page.

Default: "Search"

Check All – The label of the check box for the attendee to select all of the sessions returned by a filter.

Default: "Check All"

Apply Button – The label on the button for the attendee to apply the filter(s) selected.

Default: "Apply"

Clear Button – The label on the button for the attendee to clear the filter(s) selected, probably so the attendee can select different ones.

Default: "Clear"

Button Labels

The text of the buttons lets the registrant add a session to their schedule or remove it.

Add/Remove Button Labels

Add to Waitlist – Shown for full sessions that have waitlist capacity available.

The number of attendees on the waitlist is less than the number on the Waitlist Limit set for that session on Manage > Speakers and Sessions > Sessions.

Default: "Add to Waitlist"

Add to Schedule – Shown for sessions that are not full.

Default: "Add to Schedule"

When a registrant adds a session, the button changes to "Remove from Schedule".

The session is included in the My Sessions panel.

Remove from Schedule – Shown for selected sessions.

Default: "Remove from Schedule"

When a registrant removes a session, the button changes back to "Add to Schedule".

The session is no longer included in the My Sessions panel.

Session Messages shown instead of button text

The form shows message text to the registrant instead of the button when the session is not available.

The form also shows message text instead of the button when the registrant is already waitlisted for the session.

Waitlist Full – Shown for a full session that has attendees on the waitlist totalling the number on the Waitlist Limit set for that session on Manage > Speakers and Sessions > Sessions.

Default: "Waitlist Full"

Waitlisted – Shown for sessions for which the registrant is on the waitlist.

Default: "Waitlisted"

Sold Out – Shown for full sessions that do not have waitlisting enabled.

Waitlist Limit = 0.

Default: "Sold Out"

Session Display Formats

Date Format – Select the format to be used for all date fields.

Examples: "4/16/18", "Monday, April 16, 2018", etc.

Time Format – Select the format to be used for all time fields.

Examples: "4:30 PM", "16:30", etc.

Fee Format – Select the format to be used for all fee fields.

Examples: "1,000.00", "1000", etc.

My Sessions Panel

Show My Sessions – Label for link that shows the list of the registrant's selected sessions.

The link displays only if the list of sessions is hidden.

Default: "Show My Sessions"

Leave blank if you do not want the link to be displayed.

Hide My Sessions – Label for link that hides the list of the registrant's selected sessions.

The link displays only if the list of sessions is shown.

Default: "Hide My Sessions"

Leave blank if you do not want the link to be displayed.

No sessions to display – Text of message shown if no sessions have been selected.

Default: "No sessions to display"

My Sessions: Verify & Confirm

Types – The types of sessions to be included on the Verify and Confirm pages.

Default: all standard types: Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.

Add any custom session types you want to include.

Delete any types you do not want to include.

Example: You can simplify the registrant's experience by hiding pre-assigned sessions.

Statuses – The statuses of sessions to be included on the Verify and Confirm pages.

Default: all statuses except Cancelled.

The default includes Registered, No Show, Attended, and Waitlisted.

To add Cancelled, click the Statuses field to display that status.

Then click Cancelled to select it.

You can delete any statuses you do not want to include.

Fields to display – Select the values for the eight fields displayed in each column of the My Sessions section shown on the Verify and Confirm pages.

The fields list the sessions the registrant has selected.

1. For Field 1 to Field 8, select one value from the drop-down list. Or accept the default values. 2. Examples: Title, Start Date, Start Time, etc. 3. Add to Calendar – One of the fields you can select is Add to Calendar. When included, the My Sessions section on the Verify and Confirm pages displays an "Add to Calendar" link.

The registrant clicks the link to launch an .ics file.
The .ics file adds the session the registrant registered for to the calendar.

> Note: Each session has its own "Add to Calendar" link. See Add to Calendar below for how to configure appointment settings. 4. For sessions linked to a webinar, one of the fields you can select is "Join URL". The attendee can click Join URL to join the webinar.

> Note: If attendees may use browsers that will not render the URL as clickable, include the "Full Join URL".

The Full Join URL is a plain text version of the link.

The attendee can copy and paste Full Join URL into a browser.

Group by Date? – If selected, the sessions are grouped by date.

Select the font class to apply.

Default = "Title".

Order By – Choose to order the sessions by up to three fields.

Choose from the same list as Fields to display.

Select the order to sort each field:

Ascending (A-Z)
Descending (Z-A)

> Note: If Group by Date is selected, the Order By sorting happens within each date grouping.

Replace Table Layout with Session Template – If selected, choose the Session Template to use to display sessions on the Verify and Confirm pages.

> Note: Selecting this option removes the Fields to display and Group by Date? fields.

The removed fields are used only for the standard table layout.

Do not display Sessions that occur in the past – With a series of digital events managed using sessions, selecting this option suppresses the display of any sessions that have already taken place.

Add to Calendar

Complete these details if Add to Calendar is selected as a dynamic data field (DDF) in any of the eight fields.

> Note: Your administrator sets the "Add to Calendar" display options at the account level on Account Settings > Management > Add to Calendar. > These options determine which calendars are included. > These options also determine labels (if any) displayed with their logos, such as Apple Calendar, Google Calendar, etc.

Link Text – The text of the link the attendee clicks to add the session to their calendar.

Use or edit the default "Add to Calendar".

Or upload a Calendar Icon.

Calendar Icon – Click Browse to upload a custom icon from your computer.

Display the icon instead of the Link Text.

Append – If required, select a dynamic data field to add to the Appointment Subject, Appointment Location, or Appointment Body field.

Append it to the field by clicking the Subject, Location, or Body button.

Appointment Subject – (Required).

Default value = the <{Title}> dynamic data field.

The <{Title}> dynamic data field is the Session Name from Manage > Speakers and Sessions > Sessions.

You can replace the default.

You can add to the subject by selecting another field.

You can also type additional or replacement text.

Appointment Location – (Optional).

Default value = the <{Location}> dynamic data field.

The <{Location}> dynamic data field is the Location of the session instance, as set when the session is scheduled.

You can replace the default.

You can add to the location by selecting another field.

You can also type additional or replacement text.

Appointment Body – Default value = the <{Description}> dynamic data field.

The <{Description}> dynamic data field is the Session Description from Manage > Speakers and Sessions > Sessions.

You can replace the default. You can add to the body by selecting another field. You can also type additional or replacement text.

You can click <> (in the lower right corner) to open the HTML Editor.

Use the editor to format the Appointment Body text.

> Caution: Do not use colors, images, or smilies. > The system does not display those elements. > This limitation is imposed by the .ICS file format.

Click Update Web Content to copy the HTML into the Appointment Body.

Reminder – Set a reminder in the calendar to which the appointment is added.

The reminder uses a selected number of minutes, hours, days, or weeks in advance of the start time.

Default value = None.

When a registrant clicks the Add to calendar link, or the icon, on the confirmation page, the system prompts the registrant to open or download an .ics file. An .ics file is a universal calendar file format compatible with Outlook, Google Calendar, and other calendars.

The start date and time of the appointment are the session instance Start Time. The system applies a Date/Time offset by the event time zone defined under Event Setup > Details. The system applies another offset based on the time zone of the registrant's computer. (See examples of time zone effects.)

Highly recommended: test this feature before going live. The testing helps ensure the proper date/time is added to attendees' calendars.

Session Messages

Min capacity – Shown to an attendee who selects fewer than the Min number of selections set when allowing multiple Session choices within a group under Group Selection for a Sessions Section.

Default: " at least this many sessions per group: "

Max capacity – Shown to an attendee who selects more than the Max number of selections set when allowing multiple Session choices within a group under Group Selection for a Sessions Section.

Default: " no more than this many sessions per group: "

Mandatory group – Shown to an attendee who does not select at least one session in each group.

This message applies if only a single choice within a group is allowed and Require a selection from each group? is selected under Group Selection.

Default: " at least one session in each group"

Session Overlap – Shown to an attendee who selects overlapping sessions.

Default: Blank

> Note: If left blank, the default message includes the overlap date/time.

> A custom error message cannot include the overlap date/time.

Session Grouping – Shown to an attendee who selects a second session in a group where only one session is permitted.

Default: "You already have a selection in this group, you are only allowed one. Do you want to cancel the other one and for this one?"

Alert Dialog – The title used for warning message dialog boxes.

Default: "Warning"

Are You Sure? – Shown to an attendee when confirmation is required.

Default: "Are you sure?"

Multiple Instances – (Note: Only applies if Do not allow registration to multiple instances of the same session is selected under Other Options, below.)

Shown to an attendee who is registering for more than one instance of the same session.

Default: "You are already registered for one or more instances of this session and are only allowed one. Do you want to cancel the other instance(s) and for this one?"

Other Options

Do not display Sessions that occur in the past – The form excludes any sessions whose Start Date/Time has passed.

Default: Selected.

> Note: The Date/Time is based on the event's Time Zone, as set in Event Setup > Detail.

Do not display full Sessions – The form excludes any sessions that have reached their maximum capacity and have no remaining waitlist inventory.

Default: Not selected.

Do not allow an attendee to for more than one instance of the same session – An attendee can only register for one instance of any session.

This setting prevents the attendee from booking multiple instances while juggling their schedule.