Sessions (Attendee Form)

Introduction

Sessions sections for a form are only available if the Speaker and Session Management module is turned on for the event in Plan > Configure > Options.

You can configure up to 30 Session Sections in a form.

Each Session Section includes sessions of one or more session types.

A Session Section may be configured with session section display logic to determine whether the section is displayed.

In the form, the attendee can add to their schedule any of the scheduled instances of the sessions (of those types) that have been published for their attendee type. (See Manage > Speakers and Sessions > Sessions.)

Caution: A Sessions section must therefore always come after the Attendee Type section in the form, so that the form can list the correct sessions.

NOTE about overlapping sessions: A registrant cannot select sessions whose times overlap, unless the event has the option to " Allow Overlapping Sessions for Registrations " set under ' Speaker and Session Management ' on Plan > Configure > Options.

Each Session Section must be based on a Session Template.

A Session Template determines the dynamic fields and text shown.

You set the display_options, such as customizable labels and filters, just once for all Session Sections in the form.

Waitlisting

You do not configure waitlisting for sessions at the form level.

You set the Waitlist Inventory for a session on Manage > Speakers and Sessions > Sessions.

The form shows an Add to Waitlist button, instead of an Add to Schedule button, when a session has reached its maximum capacity.

The form shows an Add to Waitlist button when fewer waitlisted attendees exist than the maximum allowed.

The maximum allowed is the Waitlist Inventory.

Workflow

Follow these steps to configure and use a Session Section in your form.

1. Create a Session Section Template if you do not want to use the built-in " Basic Session Template" or a template that is already been added.

> Note: If you edit a session template after adding a session section based on it, the section will conform to the updated template.

2. Create a Session Section based on that template or any other.

This step includes naming the section.

You can add multiple session templates and multiple sessions sections.

You can apply any template to any section.

Example 1: Five session sections, and one session template. You apply the same template to all five sections.

Example 2: Five session sections, and two session templates. You apply template A to two of the session sections. You apply template B to the other three.

3. Set Display Options.

Display Options apply to all Session Sections in the form if you do not want to use the defaults.

> Note: You can do this at any point. > It could be the first or second step. > If you change the options at any time later, they will immediately apply to all session sections.

4. Update the Speaker Template if you do not want to use the default values provided.

> Note: Like setting the Display Options, you can do this at any point.

5. Add the Session Section to the Page Layout on the Form Setup page.

The Page Layout is on Plan > Forms > Setup.

This step includes the session section in the form for attendees to complete.

The session sections you choose from are the ones added and named here.

Session Sections

List of Session Sections

The upper section of this Sessions page lists any Session Sections already defined.

You can define up to 30 per form.

Click Add New to add a Session Section.

The list shows the following information for each session section:

Session Section Name
Date Modified
Actions

Actions include the following icons:

Edit the Session Section. (See that topic for full details.)
Preview the section in a pop-up window
Copy the section

Session Templates

List of Session Templates

The middle section of the page lists any session templates in the event.

This probably includes a Basic Session Template.

The Basic Session Template includes session description, track, location, and date/time fields.

Click Add New to add a template.

The Session Template Details pop-up window opens.

You enter the template details in the Session Template Details pop-up window.

Video: Session Templates (2 min.)

The list of templates has the following columns:

Name
Description
Actions

Actions include the following icons:

Preview the template in a pop-up window
Edit the template in the Sessions Template Details window.
Copy the template
Delete the template

> Note: You cannot delete a template that is in use.

Speaker Template

In the Speaker Template at the end of the page, you select and configure define the information shown about a speaker.

The information is shown about a speaker when a registrant clicks on a speaker name associated with a session.

A default template is provided for you to edit.

Video: Speaker Template (1.5 min.)

Append – Select a dynamic data field to add.
Click Template to add the field to the template.

The fields available are all Speaker fields.

Speaker fields include:

Profile Picture
Profile Thumbnail
Badge Name
Prefix
First Name
Last Name
Middle Name
Biography
Email
Mobile
Phone
Fax
Position
Organization
Address
DOB

Enable Editor? – If this check box is selected (as it is by default), you can edit the template using standard controls for formatting, etc. (See additional instructions about using the HTML Editor.)
You can clear the check box in order to edit the template in a simple text box.

The simple text box can still include HTML tags.

> Note: If an has cleared the Enable CKeditor check box on Account Settings > Implementation > Security for your account, then there is no option to enable the editor; only the plain text box is shown. > > (But you can still add HTML tags by typing them in.)

Session Display Options

Session Display Options is available through a button on the fixed button bar at the end of the page.

You can click this button to customize the display of the contents of all Session Sections on the form.

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.

See the separate Session Display Options help topic for full details of the customization fields displayed in a pop-up window.

You only need to edit those settings where you do not want to use the default values.

Video: Session Display Options (3.5 min.)

> Note: The settings apply to all session sections in the form. > Many of them are for localization of forms where you have forms in different languages.