How to create an event schedule?

Agenda - updating the program in real-time

The agenda is one of the most frequently viewed screens in event applications. With the Meeting Application, you ensure that the information contained in the agenda is always up-to-date – all changes made to it are shown in real-time.

A properly filled Agenda provides all the information about the events taking place as part of the conference. The same content will also appear on the dedicated event Landing Page or on an external site using a widget. By updating the Agenda in the Meeting Application, you can change it in the app, on the LP page, and on your own website with just one click.
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By pressing +, next to a specific session, the app user can create their own schedule by adding interesting sessions to the My Plan tab. The list of users assigned to a specific session is visible on the Landing Page and in the Application, as well as in the admin panel, Manage section. This feature makes it easier for the user to manage their plan, while the organizer can estimate in advance which elements of the event are most popular:

ATTENTION!

Before filling in the agenda, make sure that in the initial settings, in the Basic info section, the correct time zone is provided – setting it correctly ensures proper display of sessions in the agenda.

Adding days to the agenda

To add a day to the agenda, press the + located at the top of the module and select the appropriate day from the calendar:

​ATTENTION!

Days without any scheduled sessions will not be visible in the mobile app.

Adding multiple Agenda modules

If your event has more than one agenda, you can add the Agenda module several times in the Create tab, in the Components section, giving each of them appropriate names:

WARNING!

All added Agenda modules are visible in a single, shared module in the Application and on the Landing Page. You need to select a specific agenda from the dropdown list:

For dedicated Applications, it is possible to separate all agendas into individual modules if this is reported before the production of such an application.

Adding a session in the agenda

To add a session in the agenda, press + located in the bottom right corner, or hover over any time slot and click (+) Add session. Before saving, you must fill in all fields marked with an asterisk:

WARNING!

Entering a session in the agenda is only possible after creating tags related to the Agenda Place and session type Agenda Path, such as a lecture, workshop, or discussion. This allows event participants to filter sessions from the Application and Landing Page. You can create these tags in the Tag Database module, or while creating a session by clicking the label visible next to the Select place and Select path selection fields. Learn more about tags in the Meeting Application.:
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Nested Sessions

If your event has a session block where several shorter presentations take place, you can add them as nested sessions. First, add all the sessions, then go to edit the main session and attach the subordinate sessions to it. To do this, in the Nested Sessions field, select the previously created sessions from the dropdown list that will be nested:

Agenda View

The agenda view of your event in the App can appear as a list or in block form. To change the appearance of the agenda, select the settings icon above the agenda, and then choose one of the options from the dropdown list:

The agenda view that you set in the admin panel will be displayed to the Application user when they enter the Agenda module. The participant can independently change the displayed Agenda view in their Application.

Personalization of agenda display

Personalization of the schedule display is done by adding a group tag User Group to the module. The entire Agenda module or its individual sessions can be assigned to specific user groups, previously defined in the Tag Database section. More about tags can be found in the article Tag Database - managing Application content.
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By using tags, you can show individual sessions from your event's agenda to specific user groups in the system, e.g., enabling registration for workshops for people who have a special ticket, or showing a unique agenda to participants from the VIP group. With this option, you can be sure that each participant of your event sees exactly the plan they should.
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To add a tag assigned to a specific session, click the label icon in the upper right corner:

Adding Speakers to a Session

Before adding speakers to the agenda, complete the Speakers module. Once this module is completed, return to the Agenda module and select Speaker Categories in the top menu. This will open a section where you set the roles that speakers can take in this agenda. Create at least one category to be able to attach speakers to sessions.
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With additional settings, you can decide where the content of a given category will be visible. You can also change the hierarchy of these groups by dragging them on the list. The category at the very top will be visible first.
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Visible in details - means that speakers from this category will only be visible when entering the details of a given session.

Visible on the list - means that speakers from this category will be visible already on the list of all sessions.

Next, choose to edit or create a completely new session, and in the Speakers section, select speakers from the dropdown list according to their corresponding role for this session. A speaker, like categories, can also be created while adding a session by clicking Create speaker. After completing and saving the information, you will be redirected back to creating the session started earlier:
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Questions to speakers in real-time

You can decide whether the function of asking questions to speakers will be collectively enabled or disabled for all sessions. You can do this using the settings button at the top of the page, and then selecting from the options for Questions to the speaker ON for all or OFF for all.
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After setting the global rule, you can change its individual settings for each session in the Agenda. If you want session participants to be able to ask questions to the speakers only in some sessions, go to edit one of them and move the Questions to the speaker slider to the right:
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The questions asked appear in real-time in your event's App, in the details of the Agenda. Click on a specific session, then go to the Questions tab.

You can also see the questions asked on the Landing Page. Select the session you are interested in and click the Questions for the speaker button. If the option Speaker question moderation was selected for this session, this is where you decide on the Landing Page which of the questions asked will be shown to other participants.
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Each session has its own individual link to an external page where you can see the questions asked. Sorting of questions, both in the App and on the Landing Page, is done in two ways – most liked questions and newly asked questions. Participants can like other people's questions, and in this way, the most popular questions will be displayed at the top of the list.

As the event administrator, you also have the ability to delete individual questions if you find any of them to be inappropriate for the topic. In the Manage section, in the Agenda module, click on the selected session and scroll to the bottom of the page. Next to a specific question, click the ellipsis icon, then delete the question:

Additional materials for participants

For each session in the agenda, it is possible to add additional materials. These can be abstracts, presentations, or offers in the form of added files, or links, e.g., to a blog thematically related to the session:

The file to be uploaded should be subjected to lossless compression to reduce its size before attachment. Preferred file format is PDF.

Reservation of seats for sessions in the Agenda

If some event points, such as lectures or workshops, have a limited number of seats and require prior reservation for participants, include this information in the agenda by adding an entry ticket. A participant who wants to attend such an event point will need to reserve a participation ticket. To add a reservation option for a given session, click the ellipsis next to the session title, and then Edit session. In the edit, click (+) Add ticket, enter its name and the number of available seats:
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Signing up for a limited session assigns a reservation ticket, which allows organizers, using the Check-in module, to check the validity of the participant's ticket at the entrance. Learn more about the ticket scanning process from the article User Check-in.
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Adding Online Streaming to a Session

In the Add Session tab, you can add a link to the live stream of your event, a link to an online webinar, or a meeting on Zoom or another platform. In the Video Streaming Link field, paste the appropriate link:

A participant of your event can join the online meeting by clicking the Join button on the Landing Page or the TV icon in the App:

Data Import to Agenda

Data import can be performed for both single and multilingual agendas. A separate CSV file should be prepared for each language version. No additional information is required before import. Guidelines for importing the agenda can be found in the article Agenda Import – A Quick Way to Fill Content.
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Feedback

Event participants can rate selected sessions through the App. The comprehensive feedback collection tool allows gathering opinions on any topic:

To collect feedback, use the questions prepared under the section where you add new sessions in the Agenda, or create your own. All questions will be enabled by default and identical for each session in the agenda. To disable session rating for the entire agenda, uncheck the Feedback option in the Settings section above the Agenda.
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While in the Agenda module, add feedback questions by selecting the New feedback question button. In the admin panel, you can create 3 types of such questions:

• Closed – closed, multiple-choice questions. Add a question and possible answers. Available answers will appear in the app as selection buttons.

• Open – open questions, allowing users to enter a text response.

• Stars – closed questions where users can respond by selecting a number of stars from 1 to 5:

Export questions and session results from Agenda

In the Agenda module, it is possible to export session ratings, discussions, and the list of session participants. Data can be downloaded as a csv file, both from Create>Content>Agenda and Manage>Agenda, using the Export Feedback, Questions, and Participants function, marked with a cloud icon with a downward arrow. Press the export button and choose what you want to download:
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• Questions – the file will export all questions asked by users during the conference. The export will include full information: to which session, by whom, and at what time the question was asked, as well as how many people liked it.

• Feedback – export of session feedback. The exported file contains quantitative and qualitative evaluation results: number of stars, choice of answers to an additional question, and comments.

• Participants – the exported file contains a list of participants of the selected session:

  
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Have a successful event with Meeting Application!