Session Management Guide

For the most part, your event will be driven by its sessions. Sessions refer to a block of time at a specific location in which attendees meet, typically to attend a speaker's presentation. Your event's sessions serve as an opportunity for your company to showcase unique presentations and foster informative discussion about topics pertaining to your business.

Event Cloud provides tools for you to manage all of your sessions in one place. As an Admin, you have the ability to create and schedule sessions, assign speakers, manage where your sessions will take place, and more.

When you're adding a session for the first time, note that there are four required fields:

1. Title
   • Pick a succinct, informative title for your session. There is a 1,000 character limit for titles. 
2. Description
   • What's your session about? There is no limit for this, however, it is suggested that it the character count be less than 2000.
3. Session Type
   • A way for you to describe your session (i.e. "Powerpoint," "Roundtable," "Breakout")
4. Track
   • A way for you to categorize your session by topic. For example, a session titled "Cupcakes 101" may be categorized under the track "Baking" (tracks are optional - if you deem them unnecessary, you can file all your sessions under a "General" track)

These four fields are essential starting points in describing your sessions. Additionally, there are some standard session fields that will help you further delineate your sessions:

• Room
  • Where will your session take place?
• Time Slot
  • When will your session occur?
• Speakers
  • Who will be presenting at your session?
• Links
  • Add any additional links/content
• Session Code
  
  • A unique code you can designate to your session

In addition to the standard fields, you have the ability to add custom fields if you'd like to capture any additional information about your sessions.

 

Please note:

In Schedule Builder, Evaluations will display according to their Session ID. If Evaluations are requested to display in a specific order, an Event Cloud Admin must create the Sessions in the order in which they should appear in Schedule Builder. The Evaluations will appear in Schedule Builder in ascending order, with the smallest Session ID displaying first.

 

Adding a Session

 

1. Navigate to the admin module
2. Select Sessions
3. Select All Sessions
4. Click the Add (+) button in the top right-hand corner of the screen.
5. From here, add all necessary information about your new session. The required fields are Title, Description, Track, SessionType, and Session Status.

 

When you've finished, click the green Save button. Once you add a session, you can always go back to make edits. You can also control who can view or make edits with Session Field Permissions.

 

Editing a Session

 

1. Navigate to the admin portal
2. Select Sessions
3. Select All Sessions
4. Filter for Session
5. Click the Session Details icon.
6. The page you are now looking at is both the session details page and the session edits page. To make an edit, simply make the change you wish to make and then click the Save button.

 

Please note that sessions can be locked by event Admins, which will prevent non-Admin users from editing the session.

 

Deleting a Session

 

Warning: Deleting a session is permanent. Make sure you have any data you need before you complete this process.

1. Navigate to the admin portal
2. Select Sessions
3. Select All Sessions
4. Filter for Session
5. Click the Session Details icon.
6. Next to the Session Title, clicking the small red trash icon will Delete your session.

 

Importing Sessions

 

For an in-depth guide to importing sessions, please see our article here.

 

Inline Editing Your Sessions

 

Inline editing makes it easy to quickly edit your sessions while viewing them all at once.

1. Navigate to the admin portal
2. Select Sessions
3. Select All Sessions
4. Depending on the field type, you may be entering text, selecting an option from a drop-down menu, etc.

Once you have finished editing that session, click Save in the top right corner of your screen.

 

Bulk Editing Sessions

After importing numerous sessions, you made need to edit many of them at the same time.

1. Navigate to the admin module
2. Select Sessions
3. Select All Sessions
4. Use the box in the upper left-hand corner to select all Sessions.
5. Once you've selected all the sessions you intend to edit, click on the cell of the column you wish to edit. This single edit will change the values for all the sessions you selected.
6. Now click anywhere outside that field, and the system will prompt you with a message notifying you that you are about to edit this field for all selected sessions. Hit the green continue button, and your edits will be completed.

 

Note: if you're not seeing all of the columns you expected, you may need to adjust your Session Summary View Settings.