Session Information, Attendee (in Speaker and Session Management)

On this page:
Background

This Session Information page is only available in an event for which Speaker and Session Management is enabled (in Plan > Configure > Options).

Sessions are used instead of Agenda Items when Speaker and Session Management is enabled. (But Agenda Items may still be used for other items, such as merchandise.)

Itinerary Note: If Speaker and Session Management is in use, then the attendee's Itinerary (configured on Promote > Communication > Itinerary) includes sessions instead of agenda items.

Prerequisites

To have sessions available to assign to the attendee, you must first:

  1. Add Event Tracks on Manage > Speaker and Session management > Tracks

  2. Add Sessions on Manage > Speaker and Session management > Sessions

  3. Schedule instances of those sessions on the same Sessions page.

  4. Publish those sessions for selected attendee types (also on the same Sessions page.)

Registration Header

The standard Registration Header is shown, as it is on all other admin-side Registration pages

Session Information

Click Assign Session(s)  to add sessions to the attendee's registration. See below.

The attendee's session instances are listed by date and time.

Details include Session Name, Track, Type, Location, Status, and may include one or both of the icons listed below.

Click a session to show the Speaker(s). Click it again to hide that information.

Icons –

Clock icon: overlapping session – Overlap. The session overlaps with another one that's assigned to the attendee.
This is only possible if Allow Overlapping Sessions for Registrations is selected for the event (under "Speaker and Session Management" on Plan > Configure > Options).

Waitlist icon – Waitlist. The attendee is waitlisted for the session.

Note: To assign a waitlisted attendee to the session, change the status to Registered; this is possible only if someone else has cancelled, making space now available.

Status –

You can change the Status of the session assignment, as follows:

From To When
Waitlisted Cancelled Always
Waitlisted Registered Capacity is Available
Registered Cancelled Always
Registered No Show Always
Registered Attended Always
Cancelled Registered Capacity is Available

Note: You cannot change the status to 'Waitlisted'. You can only do that by assigning a session that is full but has space on its waiting list.

Add Session

The Add Session modal pop-up window is displayed when you click Assign Session(s).

It lists the sessions that can be assigned to the attendee: those with space available (that is, that haven't reached their capacity), and which have been published for the attendee's attendee type.

Filter

To filter the sessions displayed, you can enter details in one or more of the filter fields at the top of the window, and click .

List / Assign

Select the check box(es) for the session(s) to assign, then click Assign Session(s) in this Add Session modal pop-up window.

Note: You can only assign up to 10 sessions at a time. To assign more, do so in batches of 10.

The sessions listed for selection are those which:

They're listed by date and time.

Details include Session Name, Track, Type, Location, and Availability (the number of slots available – session Capacity minus the number of assigned attendees).
Note: The number of slots available only decreases when the event status is Live and the attendee being assigned the session is not a "Test" registration.

Click a session to show its Speaker(s); click it again to hide that information.

Either or both of these icons may also be shown:

Clock icon: overlapping session – Overlap. The session overlaps with another – one that's either selected in the list, or already assigned to the attendee.
This is only possible if Allow Overlapping Sessions for Registrations is selected for the event (under "Speaker and Session Management" on Plan > Configure > Options).

Waitlist icon – Waitlist. The session instance is fully subscribed, but there is space on its waitlist.

See Also


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