Editing Session Settings

When it comes to organizing a successful event, configuring session settings is a critical step that shouldn't be overlooked. This is particularly important when it comes to registration, as you want to ensure that the right participants have access to your sessions. 

Read on to learn what else you can edit in the session settings.  

How to configure session settings?

Begin by clicking on Agenda located on the left sidebar.  

From the list of all sessions, locate the one you want to configure and click on it. This will open the Session info sidebar. 

In the Session info sidebar, navigate to the Settings tab. 

Here you will see all session settings you can configure.

What can you configure in session settings?

Sign-up rules

By defining sign-up rules, you can control who is able to sign up for a session based on their participant type. 

To set a rule, simply select the participant type(s) you want to allow access to your session. 

You can also make your session visible only to those participant types that are allowed to register for it. 

To do this, simply tick the Private session checkbox. 

Sign-up period

For each session, you can set up a time frame during which participants will be able to sign up for the session. 

Here, you can choose between two options: open sign-up and custom. 

If you choose the open sign-up period, your participants will be able to sign up for the session at any time before the session starts. 

If you choose custom, you can define the start and end date of the sign-up period, during which participants will be able to sign-up for the session. Once the sign-up end date passes, your participants won't be able to sign up for the session. 

Attendee limit

Next, you have the option to limit the number of participants who can sign up for a session, thereby specifying the maximum number of attendees who can add the session to their schedule, or you can disable any limitations.

If you do not wish to have an attendee limit for a session, click on the No limit radio button. 

If you wish to limit the number of attendees who can attend the session, click on the Custom radio button. 

This will open the Limit field, where you can specify the attendee limit. 

Show in registration form

Enabling the show in registration form feature ensures that a session is displayed and available for sign-up during participant registration for your event.

This allows attendees to register for sessions while signing up for the event and creating their profile—all in one seamless process.

To have a session included in the registration form, simply click on the Show in registration form button. 

Prevent overlapping

Enabling the prevent overlapping feature ensures that attendees cannot sign up for a session or networking block if it overlaps with another session they've signed up for. 

If participants marked themselves as available for a networking block that takes place at the same time as a session they wish to attend, a modal window will explain that the session cannot overlap with other activities. The modal will ask for confirmation if they want to add the session to their schedule and mark the conflicting time slots as unavailable.

If the networking block only partially overlaps with a session, participants will be able to review which time slots are still available and which ones overlap with the session. 

However, if participants already have a meeting scheduled during time slots that overlap with a session, they won't be able to add the session to their schedule unless they reschedule the meeting first.

To enable this feature, simply click on the Prevent overlapping button. 

Mandatory Session

Enabling the mandatory session feature makes the session mandatory for every participant and is automatically added to a participant's personal schedule once they register for the event. 

To enable this feature, simply click on the Mandatory session button. 

Require approval

For some specific sessions where it is important to hand-pick participants that are able to attend the session, you can enable the Require approval option. 

This way, participants will not be able to automatically sign up for a session, rather they need to apply for their seat and wait for the organizer's approval to attend the session. 

To enable this feature, simply click on the Require approval button. 

After the participants apply for a session, you will be able to manually accept or decline their application. 

To do this, first head over to the Attendees tab on the session info sidebar. 

Here, you will see all attendees who have applied to attend the session. 

To approve a participant's application, simply click on the Accept button next to their name, and if you wish to decline a participant's application, click on the Decline button. 

Show attendee list on session page

Another way to get your attendees to sign up for sessions is to allow them to see who's attending the session, however with respect to the visibility rules you applied for participant types. 

To display the attendee list on the session page, click on the Show attendee list on session page button. 

The participants will then be able to see those attendees that are attending the session and whose participant type they can see based on the visibility rules you applied. 

If you didn't find an answer to your questions, please get in touch with the Support Team here.