Event Tracks (in Speaker and Session Management)

Access via: (event) > Manage >  Speakers and Sessions > Tracks

Jump to: ||  Background  || Quick Tips  ||
||  Add  ||  Edit  ||  Track List  ||

||  Import  ||  Export  ||  See Also  ||

Background

On this page you add and edit event tracks in Speaker and Session Management (which must be enabled for the event in Plan > Configure > Options > Functional Areas Needed by the Event).

A "track" is a way of grouping sessions together by theme at an event, such as a user conference, especially when sessions may be going on simultaneously in different locations. Each track may have multiple sub-tracks, if required.

Tracks must be added here before you can allocate any  Speakers and Sessions Sessions" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"sessions to them.

Note: If your event has Conference Sessions enabled, you can also assign each  Session Reviews Revewers" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Reviewer to one or more tracks. Reviewers review the sessions assigned to their tracks.

Quick Tips

• To add a new track, click Add New (at the end of the "Event Track List" heading).

• To edit an existing track, click  under Actions in the Event Track List.

Those actions open an Add Event Track or Edit Event Track pop-up window.

This Page

Buttons

Three buttons in the upper right corner:

• Add New – Add a new track, in the Add Event Track pop-up window. (See that topic for details.)

• Import– Import locations from an Excel or CSV file. See Import below.

• Export – Export all tracks to an Excel or CSV file.
  You could, for example, then make changes and additions, and import the amended file.

• • Notes about using Google Drive to view exports that include non-standard characters.
    Especially important if you will be editing and re-importing the data.

Event Track List

Add New – Opens the Add Event Track pop-up window, for you to enter the details of a new track.

Search – By default, all tracks are listed. To filter the tracks displayed, enter any part of the Track Name in the Search field in the top left corner, and click the magnifying glass.
(To remove a filter and see the list of all tracks, delete any text in the field and click the magnifier again.)

List – Tracks are listed with the following columns (which are detailed in the Edit Event Track help topic):

• Track Name

• Track Description

• Track Color

• Actions, with these two icons:

 Edit – Edit the track in the Edit Event Track pop-up window that opens.

Delete – Delete the track.

Note: You cannot delete a track that is assigned to a  Speakers and Sessions Sessions" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"session.

Import

To import tracks, click the Import button (at top right).

• Import file must be an Excel file (.xls or .xlsx) or a CSV file (.csv).

• It must include all the required fields: Track Name, Track Description, Track Code, and Track Color.

• The first row must be column names. You will use these when mapping the fields.

• Track Code must be unique.

• Track Color should be a hexadecimal color. 

• A Reviewer is identified by their Username in  Session Reviews Reviewers" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Reviewers, (They must already be listed there.)

• Multiple values for Reviewers must be separated by | (pipe) characters,

• Multiple values for Sub-tracks must be separated by | (pipe) characters,

Steps to follow to import Tracks:

1. In the first step of the wizard you can click a link to download a template Excel file to populate.

• If you're updating existing tracks, you can choose to download a list of all tracks for you to edit, save, and upload back. 

• Once you have a file ready to import, click Next in the first step.

2. Drop a file into step 2, or click Choose File and select the file to upload.

3. In the Event Track Import step, map the columns in your import file to the Event Track Field in Certain

4. Click Complete Import to start or schedule the import process.

5. You receive an email advising that the import is complete, and details of any rows that failed to import (for example, because they didn't match the validation rules mentioned above).

See Also

• List of Speaker and Session Management documents, videos, and help topics