Creating schedule

  • Updated

Schedule provides a clear structure and navigates your attendees around the event. This guide explains how to create a schedule using the table view, calendar view, or upload it as a CSV file.

What happens when I create a schedule?

When you create a schedule, it automatically appears on the Landing page page and Reception page. Here is how your schedule looks like on the Reception page inside of the event. The schedule modal can also be accessed from the header when browsing around the event.

When a segment is live, it will be highlight in the schedule and added to the What’s happening now area on the Reception page. Additionally, currently scheduled areas of your event are marked with the red LIVE tag.

Adding a schedule segment

To add a schedule segment, go to Event Dashboard > Venue > Schedule in a multi-track event or Event Dashboard > Setup > Schedule in a Webinar event. Here you can use the table view, calendar view, or CSV upload.

  • In Table view, your schedule is presented in the table format.  

    1. Select Table from the toggle at the top of the page.
    2. Press the Q key or click + Quick add new
      ✔ A new row is added to the table.


    3. Add the title and the start and end time and press Enter or click Add
      ✔ A new segment is created.
      Note: It will automatically default to the Stage when creating a segment in this way. Use the table view to edit description, speakers, tags, segment type, editing status etc. For detailed steps on hot to do it, refer to our guide on Editing schedule

  • In Calendar view, your schedule is displayed in the daily schedule format.

    1. Select Calendar from the toggle at the top of the page. 
    2. Click + Add to Schedule.
      (Or click on the Plus icon + next to the chosen time slot).


    3. This will open a pop-up window on the right side where you will be able to set everything up.


      1. Editing status: Toggle Draft to hide your segment from the attendees. 
        Note: You can change the editing status of a segment at any time when editing your schedule.
      2. Segment format: Select whether the schedule segment will be a Hybrid, Onsite, or Virtual segment; depending on which one you choose, you may see additional fields to complete.
        Note: This option will be only visible if your event is set up as Hybrid or Onsite. For more information on adding a Hybrid/Onsite segment to your event, you can check out our separate article.
      3. Segment type: Choose one of the event areas enabled in your event (Stage, Session, Networking, Expo, Replay, Custom Area, App Area), External URL, or Break. If you select Stage, Session or Expo, an additional option appears. Select the actual Stage, Session or Booth virtual space from the drop-down.
      4. Title: Add a title for the schedule segment.
      5. Description: Add a description for the schedule using our rich text editor where you can bold, italicize, underline or strikethrough text, add hyperlinks, and create lists.


      6. Start & End: Enter start and end date and time of the segment. 
      7. Onsite room (Hybrid/Onsite only): Choose which room at your onsite venue the segment will take place in.
      8. Onsite capacity (Hybrid/Onsite only): Specify the capacity of the room in which the segment is taking place.
      9. Tags: Add existing tags or create new ones.
      10. Participation: Select if your segment is regular or recommended. 
  • To upload a CSV file with your schedule:

    1. Click Upload.


    2. Click Download CSV Template to create your schedule based on our template.
    3. Once completed, upload the file back and click Import.
      Tip: To make sure your formatting is correct, refer to out guide on Things to look out when uploading schedule CSVs.



    4. Map the fields from your CSV to the schedule. If the fields don't match automatically, click on the dropdown and select the match manually. Once done, click Confirm fields. 


    5. Confirm the date and time format in your CSV file. Click Confirm to finalize the process.


    6. When uploading a CSV in addition to an existing schedule, you will get notified that a schedule already exists. Click Append to Schedule to keep all the existing schedule items as well as the items from the CSV you're uploading. Click Replace Schedule to replace the existing schedule items with the new one you're uploading.

Schedule visibility

To hide your schedule from attendees within your event, toggle off Show schedule in event in Table or Calendar view. This option can be toggled on and off at any time before or during an event. 

Tip: For more information, refer to our guide on Managing schedule visibility.

Editing schedule

If a speaker cancels, a segment runs over, or the whole event needs to be rescheduled, you can edit your schedule any time before or during the event.

For more information on how to do it, refer to our guide on Editing schedule.

Useful tips & limitations

  • Schedule widget: Embed your schedule on a third-party website. 
  • External URLs: Select an external URL as your segment type to direct your attendees to another page outside of RingCentral Events or complete an additional activity.
  • Adding breaks: Select break as you segment type to block the time on your schedule 
  • Adding speakers from the schedule: Create a speaker profile or add a registrant as speaker directly from the schedule. 
  • Creating a Session from the schedule: Create a new Session when adding a schedule segment without having to go back and forth between the different areas of your Event Dashboard. 
  • Accessing a Session before its schedule time: By default, scheduled sessions do not show up in the Sessions area until 5 minutes before the scheduled time. You can access the sessions via the direct link at any time. 
  • Running out of scheduled time: If the scheduled time for the Session/Stage is over, the session/stage will still be live and no one will be kicked out. Scheduled sessions will disappear from the Sessions area 5 minutes after the scheduled end time, unless specified otherwise. 
  • Adding multiple virtual spaces: If multiple sessions or booths virtual are linked to one schedule segment, only the first virtual space will display on the attendee mobile app and be accessible. Keep this limitation in mind if using concurrent linked segments and expecting mobile app users for your event. 
  • Mobile app schedule visibility: On the mobile app, scheduled segments and assigned speakers will populate during event live hours and Early Access. Only speakers assigned to scheduled segments will be displayed. The schedule section and the speaker list stays empty before the event starts. 

 

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