Like folders organizing documents, tracks are the categories organizing your event's sessions. All of your event sessions must reside within a track, and in this article, you'll learn how to add a live session to a track.
NOTE: Because you must associate sessions to a track, you'll want to have created the tracks necessary for your event before you begin creating sessions. For help with this process, see Create & Edit Tracks.
Use this session type for...
Create this session type for the live keynote and breakout sessions you're hosting on a third-party platform, such as Zoom, GoToWebinar, etc. You can provide the dial-in and/or login instructions for people to attend the live session, and registrants can download a .ics file to add the session to their personal calendar.
How to add a live session
- Navigate to TRACKS > Add Live Session (Admin) in your site's top navigation. This page displays a list of your event's live sessions, and is where they're created and managed.
- Click ADD EVENT.
- In the resulting dialog, complete the fields to configure the live session's settings. Refer to the table below for descriptions of each option.
- When finished, click Save to create the session. If not configured to be hidden, it is now listed on the Conference Schedule page and other applicable track pages.
Live session settings
NOTE: At the top right of the dialog is a toggle that controls whether the event is Active (live and available to members) or On Hold (hidden to members). Admins generally use the On Hold option to create sessions ahead of time, and then toggle to Active when they're ready to make them available to their members.
After the session is created, you can manage this toggle on the TRACKS > Add Live Session (Admin) page. From there, click the session's dropdown and select Remove Hold.
|Title||Give your session an appropriate title.|
Here, you can denote whether this live session is a Breakout or Keynote ( the distinction between Breakout and Keynote is for organizational purposes only) . For each, you also have an external registration option that enables you to provide the link to your third-party hosting platform's registration system. Otherwise, the configuration options for each are identical.
Use cases for external registration vs. regular session type:
|Display in events list?||
Sets the session's visibility setting, allowing you to decide how/if you want to display this session on the Conference Schedule page and other applicable track pages. You have three options:
|Display in search results?||
Sets the session's search visibility setting, allowing you to decide how/if you want it to be searchable. You have three options:
|Description||Provide a detailed and comprehensive overview of the session here to ensure members understand what it's about. This description appears on the session's home page.|
|Optional link for an external website with more details about this event||If there's an external website containing information about this session you want to link to, enter its URL here.|
|Event Image||If there's an image or official logo you want to display for the session, click Upload Image and browse for it. This image is used as a thumbnail on the track's LIVE SESSION SCHEDULE tab, as well as A 300px image on the session's home page.|
|Date & Time|
Select the session's date and start/end time.
|Timezone||Select the session's timezone.|
|How will people attend this event?||
Two choices are possible (you can select more than one, if applicable for your session):
|Country||Select the country where the session is taking place.|
Provide the session's point of contact information, if applicable.
NOTE: If you're the point of contact, you can click Insert My Contact Information to have the system pull this information from your profile (as long as you've filled it out).
Provide the URL for the external registration webpage attendees will be using to register for this session.
NOTE: This option is only available for the two external registration Event Types.
Toggle this to Yes if you want to have the system automatically send invitation emails to all members of the track you're adding this session to upon saving the session. This is a great way to automate the process of advertising and inviting people to attend a session.
NOTE: This option is only available if you've selected a track.
Where to view your live sessions
Let's look at the two ways you can view your event's live sessions.
Full conference schedule
The upcoming live sessions for ALL tracks are listed on the CONFERENCE SCHEDULE tab, located in your top navigation.
View a specific track's live sessions
While the full conference is great to quickly see all of your event's live sessions, you can also easily view only the sessions associated to a specific track.
To do so, navigate to Tracks > All Tracks in the top navigation and click a track title to view its home page.
TIP: If there are a lot of tracks, use the menus above the list to filter the tracks to make searching easier.
From there, the track's live sessions are listed on the LIVE SESSION SCHEDULE tab. On this tab, select a session to see when its occurring, how to attend, and even download a .ics file you can use to add the session to your personal calendar (i.e., in Outlook, gmail, etc.).