Sessions (in Speaker and Session Management)

Audience: event planners and session managers using the Certain platform.

Quick Tips

• To add a new session, click Add New (at the end of the "Session List" heading).
• To edit an existing session, click under Actions in the Session List panel.
• These actions open an Add Session or Edit Session pop-up window.
• To delete a session, click under Actions in the Session List panel.
• To schedule sessions, go to the SCHEDULER view under Session List. You can also schedule a single session while editing it.
• To customize session Types and Levels, go to Types or Levels at the end of the page.
• On this page, you add, edit, and view sessions in Speaker and Session Management.
• Note: Once any sessions have been added, it is not possible to disable the Speaker and Session Management Module for the event (in Plan > Configure > Options), unless you first cancel those sessions (by changing their Status to Cancelled) or delete them.

Buttons

• Add New — Add a new session, in the Add Session pop-up window.
• Import — Import sessions from a CSV or Excel file.
• Export — Export all sessions to a .CSV or Excel file.
• Mass Actions — Disabled until you have selected sessions to process in bulk.
• Mass Actions — Run Mass Actions on selected sessions.

Session List

• SESSIONS (list) — Sessions are listed with the columns listed below (which are detailed in Add Speaker or Edit Speaker). Click the up/down arrows next to a column heading to sort by that column. Note: Some of the fields shown depend on whether the session layout selected on Setup > Session Layout is Simple Sessions (since such sessions have only one instance each), or User Conference Layout (since such sessions can each have multiple instances).
• INSTANCES (list) — Session instances are listed with the following columns (which are detailed in Add Speaker or Edit Speaker). These are much the same as for SESSIONS list describe above, except for example that Instance Code replaces Session Code.
• SCHEDULER (grid) — Click SCHEDULER for a grid view showing when and where session instances are scheduled. This is also where you can schedule sessions by date/time and location. See SCHEDULER for details.

Session Name, Code, Description

• Session Name
• Session Code
• Session Type
• Instances — Number of scheduled instances out of total. Example: "2/5" means two of the session's five instances have been scheduled. Shown only if session layout is User Conference.
• Session Status — Shown only if the event's session layout is User Conference. A status of 'Scheduled' shows a (publish) icon. Click that to publish the list to the attendee type(s) that you select. A status of 'Published' shows the number of attendee types the session is published to. Click the number to edit the list by adding or removing attendee types.
• Start Date Time — Shown only if session layout is Simple Sessions.
• Cap — Capacity. Shown only if session layout is Simple Sessions.
• Reg — Number registered. Shown only if session layout is Simple Sessions.
• Avail — Number of places available (Capacity minus Registered). Shown only if session layout is Simple Sessions.
• Wait — Waitlisted.
• Actions — View the session's details (Read-Only in the Read-Only mode), Edit the session in the Edit Session pop-up window, Delete the session instance.
• Notes about deleting sessions:
• A deleted session cannot be recovered. You could change its status to Cancelled instead of deleting it.
• You cannot delete a session if any registrations are assigned to it.
• Speaker assignments are removed when a session is deleted. You may therefore then be able to assign those speakers to other sessions which may have clashed before.
• The unique Session Code from a deleted session is available for use on a new session.
• INSTANCES — Session instances are listed with the following columns (which are detailed in Add Speaker or Edit Speaker). These are much the same as for SESSIONS list described above, except for example that Instance Code replaces Session Code.
• Session Name
• Instance Code
• Session Type
• Start Date Time — Blank if the instance hasn't been scheduled yet.
• Cap — Capacity
• Reg — Number registered
• Avail — Number of places available (Capacity minus Registered)
• Wait — Number waitlisted
• Actions — View the details of the session instance (Read-Only mode in the Edit Session pop-up window), Edit the session instance in the Edit Session pop-up window, Delete the session instance.
• SCHEDULER — See the grid view for when and where session instances are scheduled.
• Session Types and Levels
• Session Types — Here you see the standard Session Types, and can add custom types. (A Session Type is a required field for each session, on Edit Session.) Standard values (unless you delete any) are Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions. To edit the name of a custom type, you can edit and abandon edits as needed. To delete a type — standard or custom. Note: You cannot delete a type that's already assigned to any sessions. To add a new session type: Enter its name in the Session Type text box, select a Color Label (which can be displayed on the Scheduler grid on this page), and click Add New Type.
• Session Levels — Here you see the standard Session Levels, and can add custom levels. (A Session Level is an optional field for each session, on Edit Session.) Standard values (unless you delete any) are Beginner, Intermediate, and Advanced. To edit the name of a custom level, you can edit and abandon edits as needed. To delete a level — standard or custom. Note: You cannot delete a level that's already assigned to any sessions. To add a new session level: Enter its name in the Session Level text box, select a Color Label (which can be displayed on the Scheduler grid on this page), and click Add New Level.
• See Also — List of Speaker and Session Management documents, videos, and help topics
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• Related articles
• Sessions (Attendee Form)
• Advanced Template
• Speaker and Session Management User Guide
• Scheduling and Publishing Sessions
• Labels for Registration Assistance Link
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