Sessions (in Speaker and Session Management)
Background
- The page describes actions related to deleting, scheduling, and configuring sessions within Speaker and Session Management.
- To delete a session, click under Actions in the Session List panel.
- To schedule sessions, go to the SCHEDULER view under Session List.
- 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.
- If you navigate to this Sessions page before a planner has configured the session layout on Setup > Session Layout, you are walked through doing so here. See Choosing and configuring a session layout.
- 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
- 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
- The three options at the top of the list of sessions:
- SESSIONS – Display the sessions as a list.
- INSTANCES – Display a list of session instances.
- SCHEDULER – Display the sessions in a grid, in which you can schedule session instances, allocating them to dates, time and locations.
- Filter
- By default, all sessions are listed.
- To filter the list, enter values in the search fields (upper left corner) and click the magnifying glass. (Click the X to clear any filters applied.)
- If you filter on more than one selection, the system filters by Track, Type, Status, Session Name, Code, and Description, along with additional options.
- Track – Select one or more of the Tracks defined for the event. Default: All.
- Type – Select one of the Session Types: Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions, or one added under Session Types on this page. Default = All.
- Status – Select one of the possible statuses: Qualified, Scheduled, Cancelled, or Published. (Extra statuses are available if the session layout is Conference Sessions so sessions may be subject to review. These include: Submitted, Under Review, Reviewed, and Rejected.)
- Session Name, Code, Description – Enter any part of the Session Name, Session Code or Session Description.
- More – Click to select any of these additional search options. Fields are added in which you can select or type values.
- Tags – or more tags (from those set up in Account Settings > Setup > Tags).
- End Date – Select or enter a date in the To field to return sessions scheduled for that date or earlier.
- Start Date – Select or enter a date in the From field to 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 Beginner, Intermediate, Advanced, or any added under Session Levels on this page. Default = All.
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 (one instance per session) or User Conference Layout (each session can have multiple instances).
- 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 – Waitlist count.
- Actions – with these icons:
- 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 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.
- 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 (which are detailed in Add Speaker or Edit Speaker).
- These are much the same as for SESSIONS list, except for Instance Code replacing 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 – with these icons:
- View the details of the session instance. (This is in the Edit Session pop-up window, in Read-Only mode.)
- 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 is also 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, 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.
- Edit the name of a custom type. While editing, you can click to abandon your edits.
- 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.
- Edit the name of a custom level. While editing, you can click to abandon your edits.
- 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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