Session SCHEDULER (in Speaker and Session Management)

Select SCHEDULER under Session List on the Sessions page to display 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 Scheduling a Session below for details.

Play (icon) Video: Grid Scheduler (1.5 min.)

Prerequisites

Two sets of data must be set up before you can schedule sessions on this page:

Views

The default date on the calendar grid is the first date on which any sessions are scheduled.
If none are scheduled yet, the default date is the first day of the event.

The default view of the calendar is by day.

Click the 3 days, week or month buttons to change views.

Click «  and » to move backwards and forwards between dates.

Click Calendar button to pick a date to display.

Note: You can only schedule sessions when the current view is day or 3 days. (Locations are not shown in week or month views.)

"Day" and "3 Days" views

Each location set up on Manage > Speakers and Sessions > Locations has a row in the calendar grid. (Click the up/down arrow in the heading to sort the locations by their capacity.)

The schedule shown is for one day at a time, with a column for each hour, divided into fifteen-minute segments.
(Note: The fifteen-minute dividing lines may not be visible.)

Each time slot in the grid is therefore a particular time on a particular date in a particular location

Each session already scheduled is shown as filling the relevant time slot for its location.

Click Color icon Color to change the source of the color used: the session's Track, Type, or Level.

See below re how to schedule a session using either of these views.

Click a scheduled session to see details including Name, Start and End, Track, Type, Tags, Level, and Speakers. You can click Pencil icon to edit that session,

"Week" and "Month" views

In these views, you can see the scheduled sessions in a higher level "helicopter view" way.

The month view includes the session start and edit times.

But to schedule sessions, use the day or 3 days view, as described next. (The Week and  Month views are "read only".)

Scheduling a Session

To add a session to the schedule
  1. Ensure the current calendar view is day or 3 days.

  2. If required, click Color icon Color to select what color to show sessions in:
    Track, Type, or Level.

  3. Navigate to the required date in the schedule.

  4. Drag the session from the List of Unscheduled Instances on the right into the relevant date/time/location slot,
    OR
    Click the date to display the list of available sessions, and then select a session.

  5. That's it — the session is now scheduled!

    Note re double-booking: You cannot schedule a session for a time when the speaker already has a session scheduled.

    Caution re back-to-back scheduling: If you try to schedule a session for a time when the speaker has a session scheduled in an adjacent time slot, you see an alert and can cancel the booking.

    Caution re changing speakers: If you later change the speaker(s) for a session, as you can when editing a session or a session instance, you should check for back-to-back scheduling, since it is only this Grid View that will guard against that for you.

    (The session instance is displayed with the background color determined by it Type, Track, or Level.)

  6. That leaves one less instance of that session available to be scheduled.
    The List of Unscheduled Instances on the right will therefore be  one shorter.
    For example, if a session has an Instances value of 5, and only one has been scheduled so far, then there are still 4 instances remaining; each of those can still be scheduled for another date/time/location.

  7. Once at least one instance of a session has been scheduled, the status of that session on Sessions > Edit/View changes to Scheduled, and it becomes possible to "publish" that session there; that is, to make it available for selection on forms or on Assign Sessions.
    (Note: If the Auto-Publish option has been selected on Setup > Session Layout, then when a session is first scheduled it will be automatically published for the attendee types selected on that setup page, which may be "All".)

To change the scheduled date, time or location of a session
  1. Ensure the current calendar view is day or 3 days.

  2. Drag the session occurrence from its current time slot to its new one.
    Caution: If you did this in week or month view, you wouldn't be able to see or change the location, so you could risk creating a clash.

  3. Note: If any attendees are registered for the session, you are prompted to confirm or cancel your change.

To see details of a scheduled session
  1. Click the session instance in the schedule.

  2. Its details are displayed: Name, Start and End times, Track, Type, Tags, Level, and Speaker(s).

  3. You can click Pencil icon to edit that instance. For example, you could add or remove speakers.

To unschedule a session
  1. Click the session instance in the schedule.

  2. Click the Unschedule button.

See Also


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