The VCD will display an Agenda of all sessions and allow attendees to add and remove sessions from their schedule, as well as marking them as unavailable for meetings during a session.
In this article we will cover the following:
Navigating the Agenda List Page
The Agenda list page is where you can find the full listing of all Sessions currently in your virtual conference, as well as take a few bulk actions on those sessions. To access your Agenda list page, go to Agenda > List:
From here, you can see the total number of sessions listed for this conference, search for sessions by basic word matching or by engaging advanced search functionality, and take basic bulk actions on selected sessions.
The information listed for each session includes:
Session: The name of the session
Date: The date the session takes place on
Time: The start and end times of the session, listed in the time zone of the conference
Location: If your conference has in person or hybrid events, this will list the physical location associated with the session
Delete: Deletes selected sessions from your Agenda
Permissions: Allows you to hide a session from everyone but moderators (See Permissions)
Adding a Session Manually
If your sessions are not coming in via an integration, you can import them from a csv spreadsheet or create them manually through the admin.
To create a session manually:
In your site admin, navigate to Agenda > Create
Fill in at minimum the required fields: Event Title, start date and time, end date and time. You can fill in any other fields you have the information for, or edit this session later to change or add details.
Click “Save” at the bottom of the screen to create the session.
The session details page allows you to view and manually edit an existing session and includes general information, assets, attendees scheduled to attend, and permissions. You can access the session details by clicking the name of a session in the Agenda list.
There are multiple sections under the Session details page to control different parts of the information.
Edit - Session Details
Event Name - The name of the session
Start Date and Time - Entered in the time zone of your conference
End Date and Time - Entered in the time zone of your conference
Location - Choose a location that’s already in the system or enter a new location. Locations are generally used for in person or hybrid conferences.
Change Icon - browse to select a custom icon for this session or choose from the default set.
Track - Assign a track to your session by selecting it from the drop down. Only applicable in certain situations -- please discuss with your CSM.
Parent - Choose a parent session that will contain this session. Note that this session's start and end time must fall within the parent session start and end time.
Description of session - Description will appear on the session details page
Client IDs - If you are importing your sessions, this field will display the identifier used by the other system
Speakers - Assign speakers to a session by selecting the speaker type from the drop down, and then typing the speaker’s name into the text box. Note that the text box will offer autofill options. You can remove speakers by clicking the “x” to the right of their names.
Alert Message: On Desktop, display this message when an attendee adds this session to their schedule
Advance Session Settings:
Download QR code - for in person scanning to add to schedule
Company - Associate a company (sponsor/exhibitor) with this session so that it appears on their company profile
Capacity - limit the number of attendees allowed to be in this session. Blank indicates no limit unless there is one associated with the location that is assigned.
Load assets associated with this session. You can learn more about loading assets here: Uploading and Editing VCD Assets.
You can view attendees who have added a particular session to their schedule or assign a session to specific attendee schedules either by individual or by membership type under the Session Details > Attendees submenu.
To add attendees one at a time or in specific batches:
Gather the email or email addresses of each attendee
Enter the email address under “Add Attendees by Email Address”: if you have multiple emails, separate them by commas to add them all at the same time.
To add attendees by membership type:
Under “Add Attendees by Membership,” select the membership you’d like to add from the Membership Type drop down menu
Permissions (Hiding a Session)
By default, all sessions are visible to all attendees. You can use permissions to hide a session from all users but moderators temporarily or permanently.
View the Session detail page for the session you’d like to hide
Click the “Permissions” submenu at the top
Select the “Mod Only Session” radio button
Adding Interests for Session Recommendations
If your attendees are selecting seeking/offering descriptors when they log in, you can recommend sessions they may be interested in based on those tags. If you add interests to your sessions, attendees can also use them to filter sessions in the agenda.
To create interests that you can use to recommend sessions and filters:
In your admin, go to Agenda > Interests
In the “Add tags” box, enter a word that you would like to use as an interest tag
You can add multiple tags simultaneously by putting them on separate lines. You can also add parent and child tags by creating the parent tag, and then creating a child tag as follows:
Parent Tag>Child Tag
Note: For the sessions recommendations to work, the interests in your sessions must exactly match the possible tags associated with your attendees. Learn more about interests, offering/seeking, and matchmaking in How Does Matchmaking Work in a VCD Event.