Session Information, Attendee (in Speaker and Session Management)
On this page
- See the attendee's sessions
- as selected by them
- on a registration form
- or in a session catalog
- or assigned to them by a planner on
- this page
- or a registration form
- or Bulk Assignment
- or assigned to them via form logic
- Assign sessions to the attendee. (Up to 10 sessions at a time.)
- Change the status of sessions assigned. (Including changing it from Waitlisted to Registered.)
- If the event is a Digital Event and the attendee is assigned to a session linked to a webinar which they did attend, then the information shown includes whether they attended Live and/or On Demand.
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, as it is 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, Status, and may include one or both of the icons listed below.
Click a session to show the Speaker(s). Click it again to hide that information.
Icons –
- Overlap. The session overlaps with another one that's assigned to the attendee. This 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 that 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. These are sessions with space available, meaning sessions that haven't reached their capacity. These sessions also must be published for the attendee's attendee type.
Filter
To filter the sessions displayed, enter details in one or more of the filter fields at the top of the window, and click.
- Search – Enter any part of a Session Name. For example, searching on "rich" would return 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 (from those 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. This waiting list capacity is determined by the Capacity and Waitlist Limit on the session record. This waiting list capacity is also determined by the number of attendees already waitlisted.
List / Assign
Select the check box(es) for the session(s) to assign, then click Assign Session(s) in this 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 sessions that:
- are available for assignment to the attendee
- meet any filters you've applied above.
The listed sessions are shown 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 it again to hide that information.
Either or both of these icons may also be shown:
- Overlap. The session overlaps with another session. The other session is either selected in the list or already assigned to the attendee. This 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 session instance is fully subscribed, but there is space on its waitlist.