Knowledge Base

Schedule Sessions


Frequently Asked Questions

#1 How to Schedule a Session?

This window will open showing in a grid format display of Dates, Times and Rooms organized chronologically by date and time in rows and rooms by columns in numerical and alphabetical order.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Schedule Sessions
  6. Click the + symbol in the grid that corresponds to the Date, Time and Room location to place a session
  7. In the Select Session dropdown list, will show all available sessions for scheduling.
    NOTE: To change the room of a scheduled session, it must be unscheduled from its current location, then rescheduled in the new time block and location.
  8. Click Assign Session button
  9. Repeat steps 6 to 8 for scheduling each session in the grid.


#2 I have scheduled a Session, but the Room Location has changed, how to update it?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Schedule Sessions
  6. Locate in the grid the Session to be moved and Click on it
  7. Scroll down and Click Remove Session Assignment button
  8. Locate the new spot in the grid and Click the + symbol in the new room
    • E.G. Moving a 1.5 hour session on Day 1, room 101 to Day 2, room 201 must also be an existing 1.5hr time block; if not, then create the new time block and re-assign the session to the new date and new time block.
    • Note: when moving a session to another room, if the timing of the session has also changed, the new session time block must exist
  9. In the Select Session dropdown list, click on the Session
  10. Click Assign Session button


#3 How to Unschedule a Session?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Schedule Sessions
  6. Locate in the grid the Session to be moved and Click on it
  7. Scroll down and Click Remove Session Assignment button

#4 How to Change the Order of Items in a Session?

To re-order or change the order of session items:

  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 the order, click Go
  5. Click the Order button (The last button that appears in the row of buttons under the Session Title)
  6. Reorder the list of items, by dragging and dropping each specific item to its new order placement.


#5 How to Move a Submission to Another Session in the Program?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Manage Submissions
  4. Locate the submission to be moved
  5. Click to open the submission
  6. Click Session in the horizontal menu
  7. In the Session dropdown, pick the new session
  8. Click Update Session Assignment button

#6 How to allocate timing in my sessions and display it in my program?

You may allocate a universal time duration for presenters in a session or individually allocate presentation time durations.

You may define offset timing for the beginning of a session and/or in between speakers.

You may choose to display these times in the program.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. In Manage Session, select a session in the drop down and click Go
  5. For Display Times, Click Yes
  6. For Time Per Speaker, enter a numeric value for a universal time or under Item Duration, enter individual time durations
  7. For First Offset from Session Start, enter a numeric value or leave blank
  8. For Speaker Changeover, enter a numeric value or leave blank
  9. Click Update Session button to save changes


#7 I have a Session that will run multiple times, how do I schedule this in the program?

If there is a session in the program that will occur multiple times within the program, you may duplicate the session.

Note: You cannot add or remove items from a duplicated session.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Program button
  4. Click Sessions in horizontal menu
  5. Select Session Duplicate
  6. Select from the dropdown list, the Number of Duplicates to create
  7. Check the session to create duplicates of
  8. Scroll down, click Create Duplicates button
  9. Click Sessions in horizontal menu
  10. Select Schedule Sessions
  11. In the grid, slot the duplicated session into a date, time and room in the program
    • Note: In Manage Sessions, the word DUPLICATE will appear under the Session Name to denote the duplicated session(s)


#8 How to duplicate an abstract that will occur twice, but at different times in the program?

If there is an abstract that will occur more than once in the program, duplicate the abstract in order to schedule it into different time slots.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Manage button
  4. Search for the abstract, click on it in the Submission grid to open it
    TIP: Quick search by entering the Submission ID in the Search field above the grid
  5. Scroll down, under Duplicate Submission, click Duplicate Abstract button
  6. Select a Final Status
  7. Select a Session to Assign the duplicated abstract
  8. If applicable, enter a program ID reference
  9. Click Duplicate Abstract button

#9 Other Session help articles


#10 Additional Help

Overview

If you cannot find what you are looking for in this help section, view the Create Sessions section for more articles related to Sessions.

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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