Knowledge Base

Dates / Times / Rooms


Frequently Asked Questions

#1 How to Add / Edit / Delete a Date?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Dates/Times/Rooms in horizontal menu
  5. Select Dates
  6. Click New Date (to add a new date) OR Click Update (to edit a date) OR Click Delete (to remove a date)
  7. Click the Calendar icon or enter a new date in mm/dd/yyyy format
  8. Click Add Day button or if editing a date, click Update Date button
  9. Repeat steps 6 to 8 to add more dates
  10. Once the Dates have been created, the next step is to create the Session Times, proceed to the next article for: How to Add / Edit / Delete a Time


#2 How to Add / Edit / Delete a Time?

The Session Time Blocks should correspond to the Start and End times of a specific event / Session / Workshop / Poster / Meal time period.

Within a Session Time Block, there may be 1 or more submitted items and/or non-submitted items. Non-submitted items are considered to be items such as Introductions, Invited Speaker presentations, Award presentations, Breaks, Social Events, etc.

Examples of Session Time blocks:

  • 8:00 am - 9:00 am = Sunrise Symposium
  • 9:00 am - 10:00am = Plenary I
  • 10:00 am - 10:30 am = Morning Break
  • 10:30 am - 12:00 pm = Plenary II
  • 12:00pm - 1:00 pm = Lunch
  • 1:00pm - 3:00 pm = Concurrent Sessions I, II
  • 3:30pm - 4:00pm = Afternoon Break
  • 4:00pm - 5:30pm = Posters
  • 7:00pm - 10:00pm = Social Event
  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Dates/Times/Rooms in horizontal menu
  5. Select Times
  6. Click New Time (to add a new time) OR Click Update (to edit a time) OR Click Delete (to remove a time)
  7. Select a Day
    HINT: You may add the same time block to multiple days by selecting more than one day.
  8. Enter Start Time (you may manually type in a time, click the clock icon and use the arrows, AM/PM toggle or click on the number for shortcut select list)
  9. Enter End Time (you may manually type in a time, click the clock icon and use the arrows, AM/PM toggle or click on the number for shortcut select list)
  10. Click Add Time button or if editing a time, click Update Time button
  11. Repeat steps 6 to 10 to add more times
  12. Once the Session Time blocks are created, the next step is to define the Rooms/Meeting Space, proceed to the next article on: How to Add / Edit / Delete a Room


#3 How to Add / Edit / Delete a Room?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Dates/Times/Rooms in horizontal menu
  5. Select Rooms
  6. Click Add New Room button OR Click Update (to edit) OR Click Deleted (to remove)
  7. Enter the Room Name
    • NOTE: If you have multiple events happening in the same room at the same time, create multiple rooms with the same room name and append a coordinate location such as East, West, North, South e.g. Ballroom (East section), Ballroom (West section), etc.
  8. Click Save Changes button
  9. Once all the Rooms have been defined, the next step is to Create the Sessions - View Article #2


#4 How to Add Rooms for an Online Virtual Conference / Webinar?

Each session needs to be assigned to a room, in order to create the grid to schedule a session.

If the conference is in an online format and does not have 'physical' room name(s), create 'virtual' room names such as 'Virtual Room 1', 'Virtual Room 2', or 'Webinar' etc. and then assign the virtual rooms to each online session.

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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