Sessions (in Speaker and Session Management)

Jump to:  

||  Tips  || Background  |}|   Buttons  ||

||  Session List:  ||  Search/Filter  ||  SESSIONS  ||  INSTANCES  ||  SCHEDULER  ||

||  Types  ||  Levels  ||  Mass Actions icon (green) Mass Actions  ||  See Also  ||

Quick Tips

  1. To add a new session, click Add New (at the end of the "Session List" heading)
  2. To edit an existing session, click Pencil icon under Actions in the Session List panel

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

Background

  1. To delete a session, click Red X under Actions in the Session List panel
  2. To schedule sessions, go to the SCHEDULER view under Session List. ((You can also schedule a single session while editing it.)
  3. 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. Page availability.

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

The buttons in the upper right corner:

  1. Add New– Add a new session, in the Add Session pop-up window.
  2. ImportImport sessions from a CSV or Excel file.
  3. Export – Export all sessions to a .CSV or Excel file.
  4. Mass Actions Mass Actions icon (gray) – Disabled until you have selected sessions to process in bulk.
  5. Mass Actions Mass Actions icon (green) – Run Mass Actions on selected sessions.

Session List

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

  1. SESSIONS – Display the sessions as a list.
  2. INSTANCES – Display a list of session instances.
  3. SCHEDULER – Display the sessions in a grid, in which you can schedule session instances, allocating them to dates, time and locations.

Search / 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.)

What happens if I filter on more than one selection?

  1. Track –Select one or more of the Tracks defined for the event. Default: All.
  2. 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.
  3. 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.)
  4. Session Name, Code, Description – Enter any part of the Session Name, Session Code or Session Description
  5. More – Click to select any of these additional search options. Fields are added in which you can select or type values.
    • Tags– Select one 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 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).

  1. Session Name
  2. Session Code
  3. Session Type
  4. 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
  5. Session Status – Shown only if the event's session layout is User Conference.
    1. A status of 'Scheduled' shows a 'Publish' icon(publish) icon.
      1. Click that to publish the list to the attendee type(s) that you select.
    2. A status of 'Published' shows the number of the number of attendee types the session is published to.
      1. Click the number to edit the list by adding or removing attendee types.
  6. Start Date Time – Shown only if session layout is Simple Sessions
  7. Cap –  Capacity. Shown only if session layout is Simple Sessions
  8. Reg – Number registered. Shown only if session layout is Simple Sessions
  9. Avail – Number of places available (Capacity minus Registered). Shown only if session layout is Simple Sessions
  10. Actions – with these icons:

Eye icon – View the session's details

Pencil icon Edit the session in the Edit Session pop-up window

Red X 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.
   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 (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.

  1. Session Name
  2. Instance Code
  3. Session Type
  4. Start Date Time – Blank if the instance hasn't been scheduled yet.
  5. Cap –  Capacity
  6. Reg – Number registered
  7. Avail – Number of places available (Capacity minus Registered)
  8. Wait – Number waitlisted
  9. Actions, with these icons:

Eye icon – View the details of the session instance. (This is in the Edit Session pop-up window, in Read-Only mode.)

Pencil icon Edit the session instance in the Edit Session pop-up window.

Pencil icon 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.

Pencil icon – Edit the name of a custom type. (While editing, you can click Red X to abandon your edits.)

Red X – 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.

Pencil icon – Edit the name of a custom level. (You can click Red X to abandon your edits.)

Red X – 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


Envelope Any comments about this Help topic?

© 2020 Certain, Inc.