Sessions (in Speaker and Session Management)

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.
• Those actions open an Add Session or Edit Session pop-up window.

Background

• 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.
• The Sessions Availability note applies when the Speaker and Session Management module is enabled for the event in Plan > Configure > Options > Functional Areas Needed by the Event.
• Even though this page is for sessions, Agenda Items can still be used for merchandise.
• If a planner has not configured the session layout on Setup > Session Layout, the system walks you through doing so on this page.
• See Choosing and configuring a session layout.
• Once any sessions have been added, you cannot disable the Speaker and Session Management Module for the event in Plan > Configure > Options unless you first cancel those sessions.
• You cancel sessions by changing session Status to Cancelled.
• You can also delete sessions.

> 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.

This Page

Buttons

The buttons in the upper right corner are:

1. Add New.

• Add a new session in the Add Session pop-up window.

2. Import.

• Import sessions from a CSV or Excel file.

3. Export.

• Export all sessions to a CSV or Excel file.

4. Mass Actions.

• This button is disabled until you have selected sessions to process in bulk.

5. Mass Actions.

• Run Mass Actions on selected sessions.

Session List

The three options at the top of the list of sessions are:

1. SESSIONS.

• Display the sessions as a list.

2. INSTANCES.

• Display a list of session instances.

3. SCHEDULER.

• Display the sessions in a grid.
• Schedule session instances in the grid.
• Allocate session instances to dates, time, and locations.

/ Filter

• By default, all sessions are listed.
• To filter the list, enter values in the fields in the upper left corner.
• Click the magnifying glass to apply filters.
• Click the X to clear any filters applied.
• See What happens if I filter on more than one selection?

Filter fields include:

1. Track.

• Select one or more of the Tracks defined for the event.
• Default: All.

2. Type.

• Select one of the Session Types.
• Valid values include Keynotes, Hands-on Labs, Breakout Sessions, and Interactive Sessions.
• You can also select one type added under Session Types on this page.
• Default: All.

3. Status.

• Select one of the possible statuses.
• Valid values include Qualified, Scheduled, Cancelled, or Published.
• Extra statuses are available when the session layout is Conference Sessions.
• Extra statuses include Submitted, Under Review, Reviewed, and Rejected.

4. Session Name, Code, Description.

• Enter any part of the Session Name, Session Code, or Session Description.

5. More.

• Click to select additional options.
• Additional fields are added.

Additional fields include:

• Tags.
• Select one or more tags.
• Tags come from Account Settings > Setup > Tags.
• End Date.
• Select or enter a date in the To field.
• Return sessions scheduled for that date or earlier.
• Start Date.
• Select or enter a date in the From field.
• Return sessions scheduled for that date or later.
• Max Capacity.
• Enter the maximum capacity of the sessions to be listed.
• Min Capacity.
• Enter the minimum capacity of the sessions to be listed.
• Location.
• Select any of the locations added on Setup > Locations.
• Session Label.
• Enter any part of the Session Label.
• Scheduled.
• Select either Scheduled or Unscheduled.
• Level.
• Select one or more of the possible levels.
• Standard levels include Beginner, Intermediate, and Advanced.
• You can also select any level added under Session Levels on this page.
• Default: All.

SESSIONS (list)

• Sessions are listed with the columns detailed in Add Speaker or Edit Speaker.
• Click the up/down arrows next to a column heading to sort by that column.
• Some fields shown depend on whether the session layout selected on Setup > Session Layout is Simple Sessions or User Conference Layout.
• Simple Sessions show only one instance each.
• User Conference Layout sessions can have multiple instances.

Columns include:

1. Session Name

2. Session Code

3. Session Type

4. Instances.

• This column shows the number of scheduled instances out of total.
• Example: "2/5" means two of the session's five instances have been scheduled.
• This column appears only if the session layout is User Conference.

5. Session Status.

• This column appears only if the event's session layout is User Conference.
• A status of Scheduled shows a publish icon.
• Click the publish icon to publish the list to the attendee type(s) that you select.
• A status of Published shows the number of the attendee types the session is published to.
• Click the number to edit the list by adding or removing attendee types.

6. Start Date Time.

• This column appears only if session layout is Simple Sessions.

7. Cap.

• This column shows capacity.
• This column appears only if session layout is Simple Sessions.

8. Reg.

• This column shows the number registered.
• This column appears only if session layout is Simple Sessions.

9. Avail.

• This column shows number of places available.
• This value equals Capacity minus Registered.
• This column appears only if session layout is Simple Sessions.

10. Actions.

• These icons are available:
• View the session's details.
• Edit the session in the Edit Session pop-up window.
• Delete the session.

Notes about deleting sessions:

• A deleted session cannot be recovered.
• You could change a session 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 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 (list)

• Session instances are listed with the following columns.
• The columns are detailed in Add Speaker or Edit Speaker.
• The columns are similar to those in the SESSIONS list.
• Instance Code replaces Session Code.

Columns include:

1. Session Name

2. Instance Code

3. Session Type

4. Start Date Time.

• This value is blank if the instance hasn't been scheduled yet.

5. Cap.

• This shows capacity.

6. Reg.

• This shows the number registered.

7. Avail.

• This shows number of places available.
• This value equals Capacity minus Registered.

8. Wait.

• This shows the number waitlisted.

9. Actions.

Actions include:

• View the details of the session instance.
• The view opens in the Edit Session pop-up window.
• The view mode is Read-Only.
• Edit the session instance in the Edit Session pop-up window.
• Delete the session instance.

SCHEDULER (grid)

• Click SCHEDULER for a grid view showing when and where session instances are scheduled.
• This view is where you can schedule sessions by date/time and location.
• See SCHEDULER for details.

Session Types and Levels

Session Types

• Here you see the standard Session Types.
• You can add custom types.
• A Session Type is a required field for each session on Edit Session.
• Standard values include Keynotes, Hands-on Labs, Breakout Sessions, and Interactive Sessions.
• You can edit the name of a custom type.
• While editing, you can click to abandon edits.
• You can delete a type.
• You cannot delete a type that is already assigned to any sessions.

> 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.
• The Color Label can be displayed on the Scheduler grid on this page.
• Click Add New Type.

Session Levels

• Here you see the standard Session Levels.
• You can add custom levels.
• A Session Level is an optional field for each session on Edit Session.
• Standard values include Beginner, Intermediate, and Advanced.
• You can edit the name of a custom level.
• You can click to abandon edits.
• You can delete a level.
• You cannot delete a level that is already assigned to any sessions.

> 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.
• The Color Label can be displayed on the Scheduler grid on this page.
• 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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