Knowledge Base

Manage Sessions


Frequently Asked Questions

#1 How to find a list of conflicts in the program?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Conflicts
    NOTE: This will display all potential conflicts within the program


#2 Ways to add an invited speaker presentation to the program?

There are two different ways to add an invited speaker presentation to the program:

  • Create it as a new submission - this will create an account for the presenter who may go into the system and add/edit their talk details and load a bio and/or image if you wish to have them do that or you as the admin may upload the information on their behalf
  • Add as a non-submitted item - this will create the item in the program and no interaction between the system or presenter is required

Create as a New Submitted Item

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click + Create New Submitted Item button
  8. In the Existing Contact field, enter the first few letters of the lastname to see if the individual already has an account in the system
    • If an account exists, select the individual
    • If the person is not listed, you wil need to complete the Add Contact fields located on the right side of the screen
  9. Enter a Title
  10. Set Mark as Invited to Checked, if you wish to flag the submission as invited
  11. Click Create Item button

Add as a Non-Submitted Item

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click Add Non-Submitted Items button
  8. Enter an Item Name i.e. the presentation title and the Speaker Name
  9. Enter an Item Duration (in minutes) e.g. 30
  10. Click Update Item button
  11. Click Order button
  12. In the Order Items screen, click and drag the newly added presentation to the proper sequential position where the talk will occur.

#3 How to add Session Numbers in the program?

Assigning Session Numbers will allow you to control the sequence of sessions in a defined order for display in the program.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Session in horizontal menu
  5. Select Manage Sessions
  6. Click Manage beside the Session to edit
  7. Click Details
  8. In the Session Sub-Title/Number, enter a number sequence
  9. Click Update Session
  10. Repeat steps 4 to 9 for each Session to be assigned a number

Example of Using Session Numbers in Online Program


#4 How to add a program or session reference number to a submission?

Some clients prefer to assign a submission a program/session reference number instead of using the submission abstract number. You may do this by populating the Program ID column in the Manage Session Overview screen.

NOTE: When using the Program ID, this will replace the submission ID in the online program.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. In the Program Overview screen, from the Manage Session dropdown list, select the session to update, click Go
  5. Click the Overview button
  6. Under the Program ID column, enter the reference number/code
  7. Click Update Session button


#5 How to remove a Chair from my session?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. In the Session dropdown list, select the session
  5. Click Go
  6. Click Chairs button
  7. Click Remove button beside the name(s) of the individual(s) to remove.

#6 How to delete a Session Item(s)?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click Delete button
  8. Click Remove button beside the individual, single item you wish to remove or Click Remove All Items From This Session to remove all items in the Session (Note: The session will remain, but with no items in it)
  9. Confirm the removal


#7 How to delete a Session?

These steps will remove a session in its entirety.

To delete an item in a session, refer to the FAQ for How to delete a Session Item.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Manage Sessions in horizontal menu
  5. Click Manage beside the Session to remove
  6. Click Details
  7. Click Remove Session button
  8. Confirm the deletion

#8 How to use the Display Options in the Manage Sessions screen

There are several different Display Filter options available in the Manage Sessions screen that will allow you to filter on what is displayed and/or set a sort order for what is displayed.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. On the Program Overview screen, click Go button for the Manage Sessions dropdown
  5. In the Manage Sessions screen, there are several display filter options, click each drop down to view possible options. You may set one or more than one option. If selecting more than one option, each filter is applied with an 'AND' condition. E.G. Session Type = Oral AND Sort by = Date > will produce a list of Orals sorted in chronological order by Date
    1. Session Type
    2. Select Track (Note: This option will not display if you do not use Session Tracks)
    3. Sort By
  6. Click Filter button to update the displayed list in the grid.
  7. Click Reset button to remove the filter conditions.

Program Overview Screen

Manage Sessions - Display Options

Example of Using Display Options


#9 Error Message: You must assign a session start time to update this screen.

When you see this message on the screen, this means the session has not been scheduled.

See the FAQ on How to Schedule a Session - click here.


#10 Is it possible to designate a default length of talks using the Program module?

  • Talks are set at the session level. Currently, there is no overall global field that sets all talks for all sessions to be a set length.

#11 How do I find submissions that are not scheduled yet?

In the program module, select any session, click Add Submitted items, any submission that appears on the screen in the grid are submissions not scheduled.

To generate a download:

  1. Click Dashboard
  2. Click Speaker module
  3. Click Reports
  4. Under Primary Contact, click Go for #2 All Submissions
  5. If applicable, select inclusion / exlcusion and sort order, click Advance
  6. Click Download Excel
  7. Click the Check All button or Check the submission fields to be included in the download file AND ensure to Click Session Date and Session Time fields under the Program Fields section
    • In the download file, the submissions that do not have a Session Date and Session Time populated have not been scheduled.

#12 How to add a sponsor image on a Session in the online program?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click Details button
  8. In the Feature Banner Image, enter the URL to an image file
  9. Scroll down and Click Update Session to save your changes


#13 How to mark a submission in a session as withdrawn?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click Delete button
  8. Click Withdraw button beside the individual, single item 
    • This will flag this submission as withdrawn and appear in the program as withdrawn
  9. Enter an admin note for the reason for withdrawal
  10. Click Submit button

#14 How do I add an external link in my session description?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click Details button
  8. In the Description field, click the insert/edit link icon in the tool bar and insert a URL address and click OK.
  9. Scroll down and click Update Session

#15 How to edit a Session Title, Description and other attributes?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Manage Sessions
  6. Locate the Session and Click Manage button
  7. Click Details button
  8. Apply changes to the Title and/or any other attributes
  9. Scroll down, click Update Session button to save changes

#16 Additional Help

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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