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 40 Session Sections in a form.

Each Session Section includes sessions of one or more session types, and may be configured with 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, which 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, and there are fewer waitlisted attendees than the maximum allowed (that 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 don't want to use the built-in "Basic Session Template" or a template that's 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

  1. Create a Session Section based on that template or any other. That includes naming the section.

You can add multiple session templates and multiple sessions sections, and 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, and template B to the other three.

  1. Set Display Options, which apply to all Session Sections in the form, if you don't want to use the defaults.

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

  1. Update the Speaker Template if you don't want to use the default values provided.

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

  1. Add the Session Section to the Page Layout on the Form Setup page, Plan > Forms > Setup, to include it 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 40 per form.

Click Add New to add a Session Section. (See that topic for full details.)

The list shows the following information for each session 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, which includes session description, track, location and date/time fields.

Click Add New to add a template. The Session Template Details pop-up window opens, for you to enter the details.

[Play] icon Video: Session Templates (2 min.)

The list of templates has the following columns:

Speaker Template

In the Speaker Template at the end of the page you select and configure define the information 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.

[Play] icon Video: Speaker Template (1.5 min.)

Session Display Options

Session Display Options – Click this button (on the fixed button bar at the end of the page) 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, not 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 where you don't want to use the default values.

[Play] 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.

See Also


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