Add a Program

1- Access the session details page: Begin by selecting your event. From the left-hand navigation, click Programs, then Program sessions. Click Add program.

2- Enter the session details: Name your topic. Decide on the date, start time and end time. Add the location of a program. Click Save after entering name, date and time.

3- Select workshop heading. Here you can select workshop, a list of workshops will appear select any workshop from the list. Or add a new workshop by clicking on the Program > Workshop Headings.

4- Select Tracks, if necessary: Tracks or tracks make the program more manageable for the participants. Especially if you have many themes. You can choose to view the program sorted by track or a timeline. Or add a new Track by clicking Programs > Tracks

5- Assign a speaker, if necessary: Let your attendees know who’s presenting by clicking Assign Speaker. A list will appear. Click next to the speaker’s name or add a new speaker by clicking Speakers > Speaker List entering required information and clicking Save.

6- Assign Groups, if necessary: If you need to make a table plan for the evening’s dinner, a division of attendees by department or similar, then you can create groups in the event centre. Click Groups to create Groups.

7- Permissions:

Display Q & A

The “Display Q&A” setting controls the visibility of the Q&A section within individual program details. This setting allows users to enable or disable the Q&A module for specific programs. Here is a detailed explanation of how this setting interacts with the “Enable Q&A to all” setting in the Q&A module.

Definitions:

1. Display Q&A: A setting available for each individual program. When enabled, it allows the Q&A section to be displayed in the program details.
2. Enable Q&A to all: A global setting within the Q&A module that determines whether the Q&A section is displayed for all programs universally.

Behavior:

• Enable Q&A to all – ON:
  • When this global setting is enabled, the Q&A section will be displayed in all program details regardless of the individual “Display Q&A” setting.
  • Impact: The individual “Display Q&A” setting is overridden, and the Q&A section is shown for every program.
• Enable Q&A to all – OFF:
  • When this global setting is disabled, the Q&A section’s visibility for each program depends on the individual “Display Q&A” setting.
  • Impact: The Q&A section will only be displayed for programs where the “Display Q&A” setting is enabled. For programs where this setting is disabled, the Q&A section will not be shown. 

Detailed example scenarios:

Global setting on:

• • If “Enable Q&A to all” is turned on, the Q&A section will appear in every program’s detail page.
  • Example:
    • Program A: Display Q&A is OFF.
    • Program B: Display Q&A is ON.
    • Outcome: Both program A and program B will display the Q&A section because the global setting is ON.

Here below can see “Enable Q&A to all” setting is on and individual “display Q &A” permission is off, but will display the Q&A section because the global setting is ON.

Here also can see the Q & A section in program detail, because global setting is on.

Global setting off:

• • If “Enable Q&A to all” is turned off, the Q&A section will only appear based on the individual program’s “Display Q&A” setting.
  • Example:
    • Program A: Display Q&A is OFF.
    • Program B: Display Q&A is ON.
    • Outcome: Only Program B will display the Q&A section because the global setting is OFF, and Program B’s individual setting is ON.

Enable speaker list

The “Enable speaker list” permission allows the program to utilise the request to speak module. This setting enables a structured process for organising and managing speaking requests within a program. Below is a detailed explanation of how this permission works and the steps involved.

How the permission works:

Enabling the permission:

• The first step involves the organiser enabling the “Enable speaker list” permission for a specific program.
• Steps:
  • • Go to the program permissions .
    • Enable the “Enable speaker list” permission for the desired program.

Adding the program to the request to speak module

• After enabling the permission, the organiser needs to add the program to the Request to Speak module.
• Steps:
  • Navigate to the “Request to speak” module.
  • Go to the “Speaker listing” section.
  • Add the program for which the “Enable speaker list” permission has been enabled.

Creating a session speaker list

• Next, the organiser moves to the “Session speaker listing” section within the request to speak module to create sessions.
• Steps:
  • Navigate to the “Session speaker listing” section.
  • Use the “Create session speaker list” tool to create sessions for the program.
  • Once a session is created, it will be associated with the program.

Displaying the hand icon and request to speak section

• When a session is created against a program:
  • A hand icon will appear on the program listing in the web app.
  • The “Request to speak” section will be displayed in the program details.
• Users can then use this section to submit their speaking requests for that program.

Managing sessions

Pausing a session:

• If the organiser pauses the session, the “Request to Speak” section will no longer be displayed for that program.

Disabling the permission

• If the organiser disables the “Enable speaker list” permission from the program profile:
  • The session will be deleted automatically.
  • The hand icon and the “Request to speak” section will be removed from the web app.

Hide from registration site

Purpose: This permission hides the program from the registration site, preventing potential attendees from seeing or registering for the program.

How it works:

1. Enabling the permission:

   • The organiser navigates to the program settings.
   • The “Hide from registration site” permission is enabled for the specific program.

2. Effect:

   • Once this permission is enabled, the program will not be visible on the registration site.
   • Potential attendees visiting the registration site will not see the program listed and will not be able to register for it.

Before enabling the “Hide from registration site”, permission program is visible in event site on home page listing and program module listing.

After enabling the permission, program will be hide from registration site.

Hide from web app

Purpose: This permission hides the program from the web app, preventing users from seeing the program details or interacting with it through the web app.

How it works:

1. Enabling the permission:

   • The organiser navigates to the program settings.
   • The “Hide from Web app” permission is enabled for the specific program.

2. Effect:

   • Once this permission is enabled, the program will not be visible in the web app.
   • Users accessing the web app will not see the program listed and will not be able to view its details or interact with it.

Before enabling the “Hide from app”, permission program is visible in app side, on home page listing and program module listing.

After enabling it, program will hide from the app side.

Only for Q&A

The “Only for Q&A” permission is designed to restrict a program’s visibility across all modules, ensuring it only appears within the Q&A module. This feature allows organizers to make a program available exclusively for the Q&A section, hiding it from other parts of the platform.

How it works:

1. Enabling the permission:

   • The organiser goes to the program’s settings and enables the “Only for Q&A” permission.

2. Effect:

   • Once the permission is enabled, the program becomes hidden from all modules, such as the registration site, web app, and other program-related sections.
   • The program will not be displayed in any other part of the system except within the Q&A module.

3. Visibility in the Q&A module:

   • While the program is hidden from all other modules, it will still appear in the Q&A module. Users can interact with the program through Q&A, such as asking questions or viewing answers.

Only for speaker list

The “Only for speaker list” permission ensures that a program is exclusively visible within the Request to speak module and hidden from all other modules and sections of the platform. This setting allows organisers to restrict a program’s visibility so that it can only be accessed by users interacting with the speaker list or the related speaking request functionality.

How it works:

1. Enabling the permission:

   • The organiser enables the “Only for speaker list” permission in the program’s settings.
   • This action restricts the program’s visibility to the Request to speak module only.

2. Effect:

   • Once the permission is enabled:
     • The program is hidden from all other modules, such as the registration site, web app, and other program-related sections.
     • The program will only appear in the Request to speak module, where users can see it and submit speaking requests.
   • Visibility Limitation: Users who are not interacting with the Request to Speak feature will not see or interact with the program elsewhere on the platform.

1. Only for Speaker list: This check makes sure that the program is only visible in the Q&A module and is hidden from all other modules.
2. Only for poll: This check ensures that the program is hidden from all other modules and only visible in the Polls module.
3. Show program in Check-in app: Enabling this program allows check-in administrators to use the program for the check-in app.
4. Validate session check-in voting: This check ensures that users who check-in to a particular program can vote (respond to polls).
5. Hide time: This check hides program’s time from everywhere.

8- Tickets allowed: A program can be linked to the registration items and sub-registrations. The number given in this ticket allowed field only to allow the limited number of attendees. The numerical value entered in the “Ticket Allowed” field restricts the number of attendees attached to a particular program.

NOTE: A program can only be linked with one registration item or sub registration at a time.

For more details, Click Registration items or Sub registration.

1 -Access the program session page. Locate the Program session you would like to edit. Hover over the arrow to the right of its name by clicking the  icon. then click Edit/ quick edit from the drop-down.

2- Edit/quick edit: Change the program’s name, description, or any other information you want. When you’re finished, click Save. This will automatically update the program’s details for in your account.

Locate the program you would like to delete. Hover over the arrow to the right of its name, then click Delete. Click OK.

Cloning a Program typically refers to creating an identical copy of a program. This process involves duplicating the content, layout, and formatting of the original program to reproduce it precisely.

If you have a program where not all participants are in the same program session, you can assign participants to the relevant program session and enable only My Programs in the app. This means that each participant can see their personal program within the app, rather than the full program.

There are two ways to assign participants to program sessions

• Assign Manually
• Importing a CSV file. Which method you prefer depends on the total number of participants you want to allocate.

Assign Manually

1. Go to the program > program session > Tools > click Attach attendee.
2. Go to the relevant program session, click   -> Attach attendee.

Assign all the relevant attendees, either by scrolling down, searching or select all. Finish by clicking Assign.

If you only want to keep the attendees’ program personal, then you deactivate ‘Program’ from the app and activate ‘My program’. Remember to assign everybody to all the common sessions, or else they won’t be able to see these sessions in ‘My program’.

Native app – if you are using the native app – then remember to set the settings for ‘my program’ under ‘Program settings’:

NOTE: Once a program is associated with a sub registration /registration item, attendees cannot be assigned or unassigned. Consider this feature before attaching sub-registrations or items.

Import a CSV file

In order to assign by importing a csv file, you need to have the program id’s. You extract these by exporting your program.

Each program session has its unique program id.

You are now ready to create your csv file (Excel sheet, saved as the format CSV). To get the email addresses of the attendees, you can export your attendees list, and sort them so you can easily copy/paste.

Make one column called ‘Email’ and one called ‘ID’. You can either make one sheet per program session if you like – or you just do as below, keep adding as many email ids in the same sheet – it’s faster to do it this way, since you only must upload the file one time.

When your file is ready, you can now import the file here:

click Select File… to locate the file on your computer or network. Once you’re done, click Next.

Before the file can be updated, you just need to ‘map’ your information – telling the system that ’email’ is equal to ‘attendee email’ and ID is equal to ‘Program id’.

Your file is now successfully imported.

We can attach speakers in the same way as we attach attendees. For more details, under Speakers you can see how speakers are created and assigned to a program.

These settings are in the program’s permissions, and we can enable/disable it from program listing too.

• Enable Check-in: This check allows check-in admin to use this program for check-in.
• Enable Speaker list: This check enables the program to use the Request to speak module.

Tools

We possess various tools options.

Import

If you want to import programs directly into the system. Here’s a breakdown of the instructions.

Download Import file template. Copy pastes all the relevant data you have. Save the CSV file on your pc.

NOTE: Topic, date, start time and end time is required. Importing a program is not possible unless you include this information during the import process.

VALIDATIONS

FIELDS	DESCRIPTION
Date (dd-mm-yyyy)	Program import implies a validation requirement for dates in a program, indicating that any date entered or processed within the program must adhere to the format of day-month-year (dd-mm-yyyy)→ dd (day): This part of the date should be represented by two digits, ranging from 01 to 31, to cover all possible days in a month. → mm (month): The month should also be represented by two digits, ranging from 01 to 12, covering the twelve months of the year. → yyyy (year): The year should be represented by four digits, providing a comprehensive range for years. This format is often used to avoid ambiguity, especially when dealing with different date formats globally.For example, a date like “15-03-2024” would be valid according to this format, as it follows the dd-mm-yyyy pattern. On the other hand, a date like “2024-15-03” would not be valid because it does not adhere to the specified format.Implementing this date format validation ensures consistency and standardization in the way dates are handled within the program. It helps prevent errors that may arise from users entering dates in different formats and ensures that the program processes dates consistently, enhancing data integrity and usability.
Start time (hh:mm)End time (hh:mm)	Start and end time must be in hh:mm. It will be in 24-hour format. Indicates a validation rule for time entries in a program.→ hh (hour): The hour part of the time should be represented by two digits, ranging from 00 to 23 in a 24-hour format. This ensures that hours are expressed in a 24-hour clock, where midnight is 00:00, and the last minute of the day is 23:59. → mm (minute): The minute part of the time should also be represented by two digits, ranging from 00 to 59, covering all possible minutes in an hour.For example, a valid start time might be “09:30,” representing 9:30 AM, and a valid end time might be “17:45,” representing 5:45 PM. This validation rule ensures consistency in the representation of time and adherence to the 24-hour clock format. It helps prevent errors related to time entries and facilitates standardization in time-related data processing. Additionally, using the 24-hour format eliminates ambiguity between AM and PM designations, as each time is uniquely represented within a 24-hour cycle.

Select file and then you are asked to either import new records or also update existing records.

• Choose “Create new records” when you added attendees to the total Attendee list. Then it is only the new records that are imported, meaning no duplicates. 
• Choose “Create new records and update existing records” when you will also need to update changes to existing attendee records.

Import a file -> by clicking on Select File

If you have used our template, you do not need to do any changes in mapping, just click ‘Next’. If you use your own CSV file – where the columns are name differently, please map the relevant information.

Download sessions ratings/ Download sessions ratings details

Attendees may have the opportunity to rate or provide feedback on individual sessions or presentations. These ratings are valuable for organizers as they help assess the quality, relevance, and success of each session.

After the event or during its course, event organizers may want to collect and store this feedback for analysis or reporting purposes. “Download sessions ratings” implies retrieving this data from the event management platform and saving it locally.