I can't find my Sessions in the event

  • Updated

Sessions that have been created are visible in the Sessions area within the event venue unless they are configured as scheduled. A session linked to a schedule segment is accessible to speakers, moderators, and attendees starting 5 minutes before the scheduled start time and remains accessible for 5 minutes after the scheduled end time, unless specific settings dictate otherwise.

Below is an image illustrating the interface attendees will encounter if they attempt to access the Sessions area with no live or open Session.

As an Event Organizer, you can also see the scheduled Sessions in the online event venue before they start (you can also preview the event before the start time). They will be marked with the Test run tag. This way, you can access the session directly from the event venue and copy the URL from the browser. 

Setting up a Session as scheduled

When creating a Session, you can set the scheduling settings based on whether you would like your Session to always be visible or only during a schedule segments. Your options are:

  • Scheduled - your Session will be linked to a schedule segment and only displayed during this time
  • Always open - Attendees can access these Sessions at any time and cannot be linked to schedule segments

If you have set up your Session as scheduled, you will still need to link it to a specific Schedule segment when creating your Schedule. Check out this guide on how to build your Schedule.

The schedule is then displayed on the registration and reception pages for your attendees to know what's happening per time.

When a schedule segment linked to a Session is live, there will be a live indicator added to the Sessions area on the left side navigation bar. Clicking on the What's Happening now banner or on the highlighted live schedule segment will bring the attendees directly into the linked Session room. 

Displaying Sessions before and after the scheduled time

By default, scheduled sessions are not displayed on the Sessions tab of the event until 5 minutes before the scheduled start time. Similarly, they are removed from the tab 5 minutes after the scheduled end time. However, these settings can be adjusted by accessing your Event Dashboard > Setup > Basics, and then selecting Advanced Settings.

Removing a Session from the schedule

To remove a Session from the schedule to make it displayed throughout your event, you will need to go to the backend of your event to make the required edits. 

Go to your Event Dashboard > Venue > Schedule and find the Session that you would like to remove. Click the 3 dots ••• on the right-hand side of the scheduled segment and select Remove. A pop-up should appear to confirm your choice, select OK and the segment will be removed. 

Tip: If you need to remove several schedule segments you can also do it in bulk. Here is the guide you can follow for the detailed steps: How to delete schedule segments

Alternatively, you can edit a Session directly by heading to Event Dashboard > Venue > Sessions and selecting the Session you would like to edit. Here, under "Session scheduling" select Always Open. If a Session is linked to your schedule, you will be asked what you would like to happen to the associated schedule segments. Select whether you would like them to be removed or if you would like for them to remain in the schedule, without the Session linked. 

Accessing a scheduled Session before the start time

If you wish to allow speakers and moderators to access the session for rehearsal before the scheduled start time, the most effective approach is to provide them with the direct link to the scheduled session. You can copy this link from the Sessions settings, schedule settings or directly from the event venue. Here is a dedicated guide explaining how to do it: How to access a Scheduled Session before the start time 

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