Knowledge Base

Create Sessions


Frequently Asked Questions

#1 How to Create / Edit / Delete a Session Type?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Session Types
  6. Click New Type button OR Click Update (to edit) OR Click Delete (to remove)
  7. Enter the name of Session Type
  8. Click Add Type button OR if editing, Click Update Type
  9. Repeat steps 6 to 8 to add more Session Types
  10. Once the Session Types have been created, the next step is to: Add Dates/Times/Rooms

Sample List of Session Types:

  • Symposium
  • Workshop
  • Panel
  • Concurrent Session
  • Main Plenary
  • External Meeting
  • Committee Meeting
  • Posters
  • Oral Session
  • Meals
  • Breaks


#2 How to Create a Session?

TIP: Click the  symbol for more information about the field.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Create Session
  6. Session Title: Enter a session a title (This is required).
  7. Session Type: Select from the dropdown list
  8. Track: Select from the dropdown list if you wish to associate the session to a specific track
  9. Description: Information entered here will be carried through to the public facing program (online, mobile app, or printed).
  10. Evaluation Form: If using X-CD for the Evaluation Forms, select the corresponding form.
  11. Education Credits: If using the X-CD Credit Management Module, enter the total credits associated to this session.
  12. Click Create Session button
  13. Move on to the next article below on: How to add Submissions to a Session?


#3 How to Add Submissions to a Session?

NOTE: When building a program, you will be able to select submissions from different submission modules.

For example, if there is a 1) Paper Submission module and 2) Clinical Trials Submission module, when adding submitted items to the program, select from the dropdown list, the submission module.

  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 Submitted Items button
  8. Select a Speaker Submission module (if there is more than one submission module in the system)
  9. A list of unassigned submission will appear. It is optional to sub-filter the displayed list by selecting Track or a Final Status
  10. Click the Checkbox (Checked) to select the submission
  11. Repeat Step 9 for each submission to include in the session
  12. Click Add to Session button to apply the selections


#4 How to Categorize Sessions into Tracks or Categories?

Program Tracks may be created which are used to categorize the sessions.

IMPORTANT: If you have multiple speaker modules and you wish to associate a program track to a submission track, you must create the program tracks within each speaker module by going into each program module.

  1. Go to Program Module
  2. In the top menu, click Sessions
  3. Select Program Tracks.
    • There is no limit to the number of program tracks that are added.
  4. Enter a Program Track name under Add New Program Tracks
  5. If you are also using the Track Chair module, you may link to a Submission track, in the third field, select from the dropdown list the corresponding submission track
  6. Click Create Program Track button
  7. Once the track has been added,
    • Select a color for the track.
    • You may order the list of tracks by dragging and dropping the track in the list to it's new position
  8. Once all of your Program Tracks are created, Click Sessions in the horizontal menu
  9. Select Manage Session
  10. Click Manage for a session
  11. Click Details
  12. In the Program Track field, select the appropriate track.
  13. Repeat steps 8 to 10 for each applicable session.

Note: A Session may only belong to a single program track. Multiple tracks cannot be assigned to a session.


#5 How to Add / Edit / Delete a Chair Type?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Session Chairs
  6. Click New Type button OR Click Update (to edit) OR Click Delete (to remove)
  7. Enter the role of a Chair
  8. Click Add Type button OR if editing, Click Update Type
  9. Repeat steps 6 to 8 to add more Chair Types

Sample List of Session Types:

  • Chair
  • Co-Chair(s)
  • Moderator(s)
  • Panelist
  • Panel Member
  • Lead Organizer
  • Session Co-Chair(s)


#6 How to Add a Chair/Co-Chair/Moderator to a Session

NOTE: Define the Chair Types before Adding a Chair/Co-Chair/Moderator to a Session

  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 Chairs button
  8. Click Add New button
  9. Enter the first few letters of the last name of the individual to display a list of matches
  10. Select the individual
  11. Click in Chair Type and select a chair role from the dropdown list
    • Note: If the role does not exist, add the Chair Type first, see How to Add Chair Type FAQ - click here.
  12. Click Add New button


#7 How to Add a Coffee Break or other Non-Submitted Items (Social Event) to a session?

There are 2 ways to add non-submitted items to a program.

  1. Create a Session Type for it - View Article # 1 above or click here
    OR
  2. Directly add the item within a Session - see below steps

To add a non-submitted item in a Session

  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 e.g. Morning Coffee Break
  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 defined Morning Coffee Break to the proper sequential position where the item will occur.


#8 My Session does not have presentation titles and is more like a discussion, how to add Panel Members/Speakers?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Session Chairs
  6. Click New Type button
  7. Enter the role of a Chair e.g. Panel Member
  8. Click Add Type button
  9. Click Sessions in horizontal menu
  10. Select Manage Session
  11. Click Manage button for the session to add the panel members/speakers
  12. Click Chairs button
  13. Click Add New button
  14. Enter the last name of the person, if a corresponding person appears, select the name
    • If there is no match, go to Add a Contact - click here
  15. For Chair Type, select the role entered in step 7 above e.g. Panel Member
  16. Click Add New button
  17. Repeat steps 13 to 16 until all of the individuals have been added 


#9 How to Turn a Single Abstract into a Session?

If a session contains only 1 abstract and you want to convert that abstract into a Session, use the Session Wizard. If there are several abstracts, each may be turned in to a single session, this may be done in bullk.

Note: The Session Wizard cannot be used for Parent-Child type submissions.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Session Wizard
  6. If there are multiple speaker modules, select the applicable Speaker module the abstracts appear in
  7. Select the Session Type from the dropdown list
  8. Check the checkbox next to the applicable abstract(s)
  9. Click Create Sessions button
  10. Click Sessions in horizontal menu
  11. Select Schedule Session (to select the date, time and room) for the Session
  12. Click the + symbol for the corresponding date, time and room to schedule the Session


#10 How to Assign Backup Abstracts in a Session?

  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. In the list of abstracts displayed, click Backup to place a check and flag the abstract as a backup.
    • Flagging an abstract as a backup will prevent the abstract from being assigned elsewhere.
    • Uncheck the Backup abstract if there is a withdrawn abstract in the same session to add it to the program.

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.

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