Add a Schedule

Overview

Before you add a schedule, you should add speakers. To add speakers, refer to this article.

You can import schedules in bulk using the Schedule Importer.

Steps

Path: Speakers & Schedule > Schedule & Schedule Tools > Schedule

To add a schedule, navigate to the path above and click on 'Add New Record'

Here, there are 8 tabs that need to be updated:

  1. Activity details
  2. Videos, Files & Links
  3. Related Vendors
  4. Check-ins
  5. Mainstage
  6. Live Poll
  7. Q&A
  8. Stats

1. Activity details

  • Under Activity details, start by entering a Title. You can use the formatting options available to format the text in the title and description.

Note: The text formatting will display only on the schedule profile and not on the full schedule listing. This is to limit issues with the overall presentation and at-a-glance readability.

  • Then, under 'Set as Group Header,' you can select 'yes' if you want to display the title only or 'no' to display the session info as normal.
  • Activity Description is optional.
  • If you have scheduled tracks, they will appear here under 'Tracks.'To create tracks, refer to this article.
  • It is mandatory to enter the date, start and end times.
  • The location is optional.
  • Select the speaker that you want to be assigned for this event
  • Choose if you want to receive Feedback. Note that this feedback will only show up after the activity has started.
  • Turning on the 'Allow Check-in' will add a 'Check-in' button on the event profile, virtual venue, and mobile app. Note: Check-ins available 1 hour prior to event start. For more information on schedule check-ins, click here.

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2. Videos, Files and Links

Here, you have an option to either

Add a Live Webinar or Video Conference link

Add_new.png

  • Click on 'Add New'
  • Under 'Enter Information,' enter the Conference Link Header. This will display next to the video link on the activity profile.
  • Next, enter the web conference link.
  • Under 'Additional Details,' you can use this space to provide any relevant details like additional call-in numbers, a meeting pin or password, device recommendations, etc.
  • Click on 'Save Record.'

Add pre-recorded videos

  • Click on 'Add New'
  • Under 'Enter Information,' enter the Title. Example - "Join us!", "Live Webinar", "Zoom Hangout!". The title will display next to the video link on the activity profile.
  • Add a video link. Copy the full URL of the video link here including the https://. DO NOT paste any embed codes or web scripts.
  • Under 'Additional Details,' you can use this space to provide any relevant details about the video.
  • Click on 'Save Record.'

Downloadable files

  • Click on 'Add New'
  • Enter a title for the file
  • Upload your file
  • Mention anything that the attendee needs to know about this file under 'Additional details.'
  • Click on 'Save Record.'

External Website links

  • Click on 'Add New'
  • Under 'Enter Information,' enter the Title
  • Enter the website link
  • Mention anything that the attendee needs to know about the website link under 'Additional details.'
  • Click on 'Save Record.'

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3. Related Vendors

Screenshot_2021-06-09_164843.png

Note: You must add your exhibitors first. To add exhibitors or vendors, click on this article here.

  • Click on 'Add New'
  • Select the 'Exhibitor' from the 'exhibitor' drop-down
  • Under 'Relation detail,' mention how this exhibitor is related to this session. For example, Presenter, Supporter, Sponsor.
  • Click on 'Save Record.'

4. Check-Ins

checkins.png

To manually add a record for an attendee that has checked in for a schedule that you are creating,

  • Click on 'Add New'
  • Enter the first and last name, email address of the person that checked in, checked time, and checked in location.
  • Click on 'Save Record.'

For more information on schedule check-ins, click here.

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5. Mainstage

  • To display a particular session in the Mainstage, select Yes or No. Note: The Mainstage needs to be enabled by your Account Executive.

To customize the Mainstage, refer to the Mainstage section in this article here.

To add multiple Mainstages, refer to the article here. Note: Please get in touch with your Account Executive if you need multiple Mainstages.

Once you added and customized your Mainstages, you can go back to the session in your schedule and assign your session to the respective Mainstage.

Steps

Path: Speakers & Schedule > Schedule & Schedule Tools > Schedule > Add a new schedule or select a session > go to Mainstage
  • Choose if you want to display this session in the Mainstage
  • Select the Mainstage you want the session displayed. If you have one Mainstage only, leave this section blank. To add multiple mainstages, contact your Account Representative.
  • Under the source type, choose whether this is a video link or a custom stream source.
  • Select the video source.
  • Enter the full URL of the video link.
  • Click on 'Save Record.

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6. Live Poll

Polls created here are available by visiting this session on the mobile app or the mobile-responsive web app.

  • Click on 'Add Question.'
  • You can provide up to ten response options.
  • Once you're done, click on 'Save Record.'

Screenshot_2021-06-09_165821.png

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7. Q&A

The Q&A panel displays on the Mainstage for schedules that have the Q&A feature turned on.

Here, you have the options to enable Q&A and allow users to ask questions anonymously.

In this section, there are two panels available.

- Primary: Moderator Panel

- Secondary: Speaker Panel

Screenshot_2021-06-09_170333.png

All questions posted by participants are directed to the Moderator. The Moderator can then send the questions to the Speaker.

Before the session goes live, you need to share the direct link of the Q&A panel with the moderator and speaker.

There is an option to download all questions in a .csv format, which then can be opened by any spreadsheet program.

Notes

If the Q&A panel does not show up after enabling it, ensure that the dates and times set under 'Activity details' for the schedule are current.

8. Stats

Stats show you the total views and bookmarks and insights into the devices used. The attendee stats will be available only once attendees are logged in.