Session Information, Attendee (in Speaker and Session Management)

Background

This Session Information page is only available in an event for which Speaker and Session Management is enabled (in Plan > Configure > Options).

Sessions are used instead of Agenda Items when Speaker and Session Management is enabled. Agenda Items may still be used for other items, such as merchandise.

> Itinerary Note: If Speaker and Session Management is in use, then the attendee's Itinerary (configured on Promote > Communication > Itinerary) includes sessions instead of agenda items.

Prerequisites

To have sessions available to assign to the attendee, you must first:

1. Add Event Tracks on Manage > Speaker and Session management > Tracks. 2. Add Sessions on Manage > Speaker and Session management > Sessions. 3. Schedule instances of those sessions on the same Sessions page. 4. Publish those sessions for selected attendee types (also on the same Sessions page).

Registration Header

The standard Registration Header is shown.

The Registration Header is shown on all other admin-side Registration pages.

Session Information

Click Assign Session(s) to add sessions to the attendee's registration.

See below.

The attendee's session instances are listed by date and time.

Details include Session Name, Track, Type, Location, and Status. Details may include one or both icons listed below.

Click a session to show the Speaker(s). Click the session again to hide the Speaker(s).

Icons

Overlap: The session overlaps with another one that is assigned to the attendee.

This overlap is only possible if Allow Overlapping Sessions for Registrations is selected for the event (under " Speaker and Session Management " on Plan > Configure > Options).

Waitlist: The attendee is waitlisted for the session.

> Note: To assign a waitlisted attendee to the session, change the status to Registered. > This is possible only if someone else has cancelled, making space now available.

Status

You can change the Status of the session assignment as follows:

| From | To | When | | --- | --- | --- | | Waitlisted | Cancelled | Always | | Waitlisted | Registered | Capacity is Available | | Registered | Cancelled | Always | | Registered | No Show | Always | | Registered | Attended | Always | | Cancelled | Registered | Capacity is Available |

> Note: You cannot change the status to Waitlisted. > You can only do this by assigning a session that is full but has space on its waiting list.

Add Session

The Add Session modal pop-up window is displayed when you click Assign Session(s).

It lists the sessions that can be assigned to the attendee. The list includes sessions with space available (not reached their capacity) and sessions that have been published for the attendee's attendee type.

Filter

To filter the sessions displayed, enter details in one or more filter fields at the top of the window.

Then click the filter action.

Search: Enter any part of a Session Name.

For example, searching on "rich" returns sessions with "rich text" or "Richmond" in the name.

Event Track(s): Select one or more event tracks.

Session Type(s): Select one or more session types: Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.

Select Tag(s): Select one or more tags.

Tags are set up by an administrator for the account in Account Settings > Management > Tags.

Select Date: Select a date.

Show only Waitlisted Sessions: If selected, the list includes only sessions that are full but have space on a waiting list.

Capacity and Waitlist Limit on the session record determine this.

The list also depends on the numbers of attendees already waitlisted.

List / Assign

Select the check box(es) for the session(s) to assign.

Then click Assign Session(s) in the Add Session modal pop-up window.

> Note: You can only assign up to 10 sessions at a time. > To assign more, do so in batches of 10.

The sessions listed for selection are those that:

are available for assignment to the attendee
meet any filters you have applied above

The sessions are listed by date and time.

Details include Session Name, Track, Type, Location, and Availability. Availability is the number of slots available. Availability equals session Capacity minus the number of assigned attendees.

> Note: The number of slots available only decreases when the event status is Live and the attendee being assigned the session is not a "Test" registration.

Click a session to show its Speaker(s). Click the session again to hide that information.

Either or both of these icons may also be shown:

Overlap: The session overlaps with another session.

The overlapping session is either selected in the list or already assigned to the attendee.

Overlapping sessions are only possible if Allow Overlapping Sessions for Registrations is selected for the event (under " Speaker and Session Management " on Plan > Configure > Options).

Waitlist: The session instance is fully subscribed.

The session instance still has space on its waitlist.