Bulk Assignment of Sessions

(event) > Manage >  Speakers and Sessions > Bulk Assignment

Jump to:

Assign sessions  ||
Unassign Sessions  ||
Process WaitListed Sessions  ||
Overlapping sessions  ||  See Also  ||

On this page you can:

• assign session instances to attendees,

• cancel the assignment of session instances (that is, "unassign" them),

• process session waitlists, assigning attendees when space has become available.

This is in Speaker and Session Management, which must be enabled for the event in Plan > Configure > Options > Functional Areas Needed by the Event.

Navigation

There are three tabs, Assign Sessions,Unassign Sessions, and Process WaitListed Sessions. They all work in the same way, as described below.

You land on the Assign Sessions tab when you go to Speaker and Session Management > Bulk Assignment.

• To assign sessions to attendees, follow the steps under Assign Sessions below.

• To unassign sessions from attendees, cancelling their assignments, click the Unassign tab, and follow the steps under Unassign Sessions below.

• To process waitlists, assigning sessions to waitlisted attendees, click the Process WaitListed Sessions tab, and follow the steps under Process WaitListed Sessions below.

Prerequisites

To be able to assign sessions to attendees, you will first need to:

1. Add the session, in Manage >  Speakers and Sessions > Sessions.

2. Schedule one or more session instances for selected dates/times and locations, on that Sessions page.

3. Publish the session for one or more attendee type(s), on that same Sessions page; that is, make it available for assignment.

Assign Sessions (tab)

 Video: Assigning Sessions (1.5 min.)

• Session – Select the session instance to be assigned to attendees.
  The drop-down list includes all scheduled instances of sessions that have been published to attendee types on the   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 page.

• Filters
  
  You can select one or more values by which to filter the registrations listed, before you select the ones to assign the session instance to.

• • Filter by Attendee Type – Optionally, select an attendee type to restrict the registrations listed to those of that type. (The list of registrations is updated dynamically.)

  • Filter by Question – Optionally, select a question, to display the available answers to those questions; then select an answer.
    (The questions available are "enumerated" Profile, Registration and Travel Questions; that is, questions of types that have possible answers assigned by the event planner, so that an attendees answer by selecting values, check boxes, or radio buttons.)
    The registrations listed are those with the selected answers. (The list is updated dynamically.)

  • Filter by Registration Status – Optionally, select a registration status  to restrict the registrations listed to those of that status. (The list of registrations is updated dynamically.)

  • Filter Registration – Optionally, type any part of a name, to restrict the registrations to those with that string of characters in their name. (The list is updated dynamically.)

• Registrations – Registrations are listed once you have selected a session instance. The list is refined dynamically if you select any filters.
  They are all the registrations who:

• • Are of an attendee type for which the session instance has been published.

  • Are not already registered for the same session.

  • Match any filter(s) applied.

If there are more registrations than can fit on one page, navigate through the pages using the First / Previous / Page # / Next / Last buttons at the bottom of the page,

Select the attendees to whom you want to assign the session instance, and click Save.

Note about Capacity: The number of attendees to whom you can assign the session is limited by the Session's Capacity.
For example, if the session has a Capacity of 200, and 150 are already registered for this session instance, you can only assign it to another 50 attendees.
But if Override Capacity is selected on the Session record (see Manage > Manage > Speakers and Sessions > Sessions), you can exceed that capacity.

You will receive an email when the operation is complete.

NOTE about overlapping sessions: A registrant cannot be assigned to sessions whose times overlap, unless the event has the option to "Allow Overlapping Sessions for Registrations" set under 'Speaker and Session Management' in Plan > Configure > Options.

Unassign Sessions (tab)

 Video: Unassigning Sessions (1.5 min.)

• Session – Select the session instance to be "unassigned".
  The drop-down list includes all scheduled instances of sessions published to attendee types on Sessions.
  
  All registrations are listed that have that session instance assigned to them.

• Filters
  You can select one or more values by which to filter the registrations listed, before you select the ones to unassign.

• • Filter by Attendee Type – Optionally, select an attendee type to restrict the registrations listed to those of that type. (The list of registrations is updated dynamically.)

  • Filter by Question – Optionally, select a question, to display the available answers to those questions; then select an answer.
    (The questions available are Profile, Registration and Travel Questions of types that have possible answers assigned by the event planner; that is, questions an attendee answers by selecting check boxes or radio buttons.)
    The registrations listed are those with the selected answers. (The list is updated dynamically.)

  • Filter by Registration Status – Optionally, select a registration status  to restrict the registrations listed to those of that status. (The list of registrations is updated dynamically.)

  • Filter Registration – Optionally, type any part of a name, to restrict the registrations to those with that string of characters in their name.
    The list is updated dynamically.

• Registrations – Attendees are listed once you have selected a session occurrence. The list is refined dynamically if you select any filters.
  They are all the registrations who:

• • Have that occurrence assigned to them (by their selecting it on a form, or by a planner on the admin side, such as on the .Assign Sessions tab of this page).

  • Match any filter(s) applied.

If there are more registrations than can fit on one page, navigate through the pages using the First / Previous / Page # / Next / Last buttons at the bottom of the page,

Select the attendees for whom you want to cancel their assignment of the session instance, and click Save.

You receive an email when the operation is complete.

Process WaitListed Sessions (tab)

• Session – Select the session instance to be assigned to waitlisted attendees.
  The drop-down list includes all those that have attendees with a status of "Waitlisted".

• Filters
  
  You can select one or more values by which to filter the registrations listed, before you select the ones to assign the session instance to.

• • Filter by Attendee Type – Optionally, select an attendee type to restrict the registrations listed to those of that type. (The list of registrations is updated dynamically.)

  • Filter by Question – Optionally, select a question, to display the available answers to those questions; then select an answer.
    (The questions available are Profile, Registration and Travel Questions of types that have possible answers assigned by the event planner; that is, questions an attendee answers by selecting check boxes or radio buttons.)
    The registrations listed are those with the selected answers. (The list is updated dynamically.)

  • Filter by Registration Status – Optionally, select a registration status  to restrict the registrations listed to those of that status. (The list of registrations is updated dynamically.)

  • Filter Registrations  – Optionally, type any part of a name, to restrict the registrations to those with that string of characters in their name.
    The list is updated dynamically.

• Registrations – Registrations are listed once you have selected a session instance. The list is refined dynamically if you select any filters.
  They are all the registrations who:

• • Are waitlisted for the session instance.

  • Match any filter(s) applied.

If there are more registrations than can fit on one page, navigate through the pages using the First / Previous / Page # / Next / Last buttons at the bottom of the page,

Select the attendees to whom you want to assign the session instance, and click Save.

Note about Capacity: The number of attendees to whom you can assign the session is limited by the session's Capacity.
For example, if the session has a Capacity of 200, and 150 are already registered for this session instance, you can only assign it to another 50 attendees.
But if Override Capacity is selected on the Session record (see Manage > Manage > Speakers and Sessions > Sessions), you can exceed that capacity.

You will receive an email when the operation is complete.

NOTE about overlapping sessions: A registrant cannot be assigned to sessions whose times overlap, unless the event has the option to "Allow Overlapping Sessions for Registrations" set under 'Speaker and Session Management' in Plan > Configure > Options.

See Also

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