Session Display Options (Registration Form)

Access:  (Event) > Plan > Forms > (form) > Sessions > Session Display Options

Jump to:  ||  Search & Filters  ||  Filter Details  ||  Button Labels  ||  Display Formats  || My Sessions  ||  Verify & Confirm  ||  Add to Calendar  ||  Messages  ||  Other Options  ||  See Also  ||

This pop-up window opens when you click the Session Display Options button on the fixed button bar at the end of the Forms > Sessions page.
(The button is only visible when you are viewing the lists of session sections and templates, not when you are editing one.)

This is where you can customize the display of the contents of the Session Sections in your forms.

Apart from the Other Options described at the end of this topic, you only need to edit these customization fields where you don't want to use the default values.

Note: The settings here apply to all session sections in the form.
Many of them are for localization of forms – where you have forms in different languages.

 Video: Advanced Display Options

Search & Filters

• Enable Search? – If this check box is selected, a Session Search area will be shown at the top of any form page that includes a Sessions Section.
  There the registrant can  search for or filter sessions that have been published for their attendee type.
  If the event has a long list of sessions, this makes it easier for registrant to find the ones they want to attend.
  The list of sessions displayed is limited to those returned by the search or filter.
  
  Notes about searching
  – The registrant can enter any part of a Session Name, Session Description, Speaker's First Name, or Speaker's Last Name.
  
  – The registrant first enters the text to search on, and then presses Enter or clicks  to list the matching sessions.
  
  – A search is not case-sensitive.
  Example: Searching for "JONES" or "jones", or even "jon", would retrieve sessions with the speaker "Matilda Jones".
  
  Notes about filters
  – The registrant selects the values for one or more of the fields on which they can filter, and clicks  to list the sessions that match.
  
  – A filter only shows information included in the unfiltered records. For example, if the registrant chooses to filter on Tags, the only tags they can choose to ilter on are  those in use in records on the sessions being listed.
  
  – If the registrant applies more than one filter, the logic is an "OR" within each filter and an "AND" between filters.
  Example: first filter is on dates, and second filter is on tags. The records returned match any of the selected dates and match any the tags. (So a session is not returned if it only matches a date but not a tag, or only matches a tag but not a date.)

These further configuration fields are displayed when you select the Enable Search? check box:

• Header Text – Default: "Session Search"

• Text Below Header – Default: blank

Filter Details

• Select the check boxes for the filters to be available, and customize the labels where you don't want to use the defaults:
  • Dates, • Tracks, • Tags, • Start Times, • Speakers, • Locations, • Levels, • Job Functions, • Industries, • Types.

• No Results Message –Message shown if the search or filter returns no sessions.
  Default = "No sessions found. Please select a different day or adjust your filters."

• Placeholder Text – The prompt text in the unlabeled Search field at the top of the form page.
  Default = "Search"

• Check All – The label of the check box for the attendee to select all of the sessions returned by a filter.
  Default = "Check All"

• Apply Button – The label on the button for the attendee to apply the filter(s) selected. (For example, in a 'Dates' filter, the registrant may have selected just one day.)
  Default = "Apply"

• Clear Button – The label on the button for the attendee to clear the filter(s) selected, probably so as to select different ones.
  Default = "Clear"

Add/Remove Button Labels

The text of the buttons for the registrant to add a session to their schedule, or to remove it.

• Add to Waitlist – Shown for full sessions that have waitlist capacity available. (That is, the number of attendees on the waitlist is less than the number on the Waitlist Limit set for that session on Manage > Speakers and Sessions > Sessions.)
  Default: "Add to Waitlist"

• Add to Schedule – Shown for sessions that aren't full. Default: "Add to Schedule"
  When a registrant adds a session, this changes to"Remove from Schedule", and the session is included in the My Sessions panel.

• Remove from Schedule – Shown for selected sessions. Default: "Remove from Schedule"
  When a registrant removes a session, this changes back to "Add to Schedule", and the session is no longer included in the My Sessions panel.

The text of messages shown to the registrant instead of the button when the session is not available, or they are already waitlisted for it.

• Waitlist Full – Shown for a full session that has attendees on the waitlist totalling the number on the Waitlist Limit set for that session on Manage > Speakers and Sessions > Sessions.
  Default: "Waitlist Full"

• Waitlisted – Shown for sessions for which the registrant is on the waitlist.
  Default: "Waitlisted"

• Sold Out – Shown for full sessions that don't have waitlisting enabled. (That is, Waitlist Limit = 0.)
  Default: "Sold Out"

Session Display Formats

• Date Format – Select the format to be used for all date fields.
  Examples: "4/16/18","Monday, April 16, 2018", etc.

• Time Format – Select the format to be used for all time fields.
  Examples: "4:30 PM", "16:30", etc.

• Fee Format – Select the format to be used for all fee fields:
  Examples: "1,000.00", "1000", etc.

My Sessions Panel

• Show My Sessions – Label for link that shows the list of the registrant's selected sessions. (Link displayed only if list of sessions is hidden.)
  Default: "Show My Sessions"
  Note: Leave blank if you don't want the link to be displayed.

• Hide My Sessions – Label for link that hides the list of the registrant's selected sessions. (Link displayed only if list of sessions is shown.)
  Default: "Hide My Sessions"
  Note: Leave blank if you don't want the link to be displayed.

• No sessions to display – Text of message shown if no sessions have been selected. Default: "No sessions to display"

My Sessions: Verify & Confirm

• Types – The types of sessions to be included on the Verify and Confirm pages.
  Default: all standard types: Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.
  Add any custom session types you want to include.
  Delete any types you don't want to include. For example, you can simplify the registrant's experience by hiding pre-assigned sessions.

• Statuses – The statuses of sessions to be included on the Verify and Confirm pages.
  Default: all statuses except Cancelled. (That is: Registered, No Show, Attended, and Waitlisted.)
  To add Cancelled, click the Statuses field to display that status, and then click Cancelled to select it.
  You can delete any statuses you don't want to include.

• Fields to display – Select the values for the eight fields that are displayed in each column of the My Sessions section that's displayed on the Verify and Confirm pages, listing the sessions the registrant has selected.

1. For Field 1 to Field 8, select one of the values in the drop-down list, or accept the default values.

2. (Examples: Title, Start Date, Start Time, etc.)

3. Add to Calendar: One of the fields you can select is Add to Calendar.
   When included, the My Sessions section on the Verify and Confirm pages will display an "Add to Calendar" link.
   • The registrant clicks that link to launch an .ics file.
   • That adds the session they registered for to their calendar.
   Note: Each session will have its own "Add to Calendar" link.
   • See Add to Calendar below for how to configure the appointment settings.

4. For sessions linked to a webinar, one of the fields you can select is 'Join URL', which the attendee can click to join the webinar.
   Note: If attendees may be using browsers that won't render the URL as clickable, you can also include the 'Full Join UIRL', which is a plain text version of that link; the attendee can copy and paste that into their browser.

• Group by Date? – If selected, the sessions will be grouped by date. Select the font class to apply (Default = "Title ").

• Order By – You can choose to order the sessions by up to three fields. Choose from the same list as Fields to Display (above), and the order in which to sort each one: Ascending (A-Z) or Descending (Z-A).
  Note: If you've selected to Group By Date, then the "Order By" is within each date grouping.

• Replace Table Layout with Session Template – If selected, you choose the Session Template to use to display sessions on the Verify and Confirm pages.
  Note: Selecting this removes the Fields to Display and Group By Date? fields, because they are only used for the standard table layout.

• Do not display Sessions that occur in the past – With a 'series' of digital events being managed using sessions, selecting this allows you to suppress the display of any sessions that have already taken place. 

Add to Calendar

Complete these details if Add to Calendar is selected as a dynamic data field ("DDF") in any of the above eight fields.

Note: Your administrator sets the 'Add to Calendar' display options at the account level on Account Settings> Management > Add to Calendar. These determine which calendars are included, and the labels (if any) displayed with their logos: Apple Calendar, Google Calendar, etc.

• Link Text – The text of the link that the attendee can click in order to add the session to their calendar. Use or edit the default of "Add to Calendar", or upload a Calendar Icon.

• Calendar Icon – Click Browse to upload a custom icon from your computer, to be displayed instead of the Link Text.

• Append – If required, select a dynamic data field to add to the Appointment Subject, Appointment Location, or Appointment Body field, and append it to the field by clicking the Subject, Location or Body button.

• Appointment Subject – (Required). Default value = the <{Title}> dynamic data field; that is, the Session Name from Manage > Speakers and Sessions > Sessions.
  You can replace this, or add to it, by selecting another field; see Append, immediately above.
  You can also type any additional or replacement text.

• Appointment Location – (Optional). Default value = the <{Location}> dynamic data field; that is, the  Location of the session instance, as set when the session is scheduled.
  You can replace this, or add to it, by selecting another field; see Append, immediately above.
  You can also type any additional or replacement text.

• Appointment Body –  Default value = the <{Description}> dynamic data field; that is, the Session Description from Manage > Speakers and Sessions > Sessions.
  You can replace this, or add to it, by selecting another field; see Append, immediately above.
  You can also type any additional or replacement text.
  
  <> – You can click <> (in the lower right corner) to open the HTML Editor. Use that to format the text of the Appointment Body.
      Caution: Do not use colors, images, or smilies, because they will not be displayed. (This limitation is imposed by the .ICS file format.)
     Click Update Web Content to copy the HTML into the Appointment Body.

• Reminder – Set a reminder in the calendar to which the appointment is added, by selecting the number of minutes, hours, days or weeks in advance of the start time that the reminder should occur. Default value = None.

When a registrant clicks the Add to calendar link, or the icon, on the confirmation page, they are prompted to open or download an .ics file, which is a universal calendar file format compatible with Outlook, Google Calendar and other calendars.

The start date and time of the appointment are the session instance Start Time, with the Date/Time offset by the event time zone defined under Event Setup>Details, and then offset again based on the time zone of the registrant's computer. (See examples of time zone effects.)

Highly recommended: test this feature before going live, to ensure that the proper date/time is added to attendees' calendars.

Session Messages

• Min capacity – Shown to an attendee who selects fewer than the Min number of selections you set when allowing multiple Session choices within a group under Group Selection for a Sessions Section.
  Default: "Please select at least this many sessions per group: "

• Max capacity – Shown to an attendee who selects more than the Max number of selections you set when allowing multiple Session choices within a group under Group Selection for a Sessions Section.
  Default: "Please select no more than this many sessions per group: "

• Mandatory group – Shown to an attendee who doesn't select at least one session in each group, if you have allowed only a single choice within a group and selected Require a selection from each group? under Group Selection .
  Default: "Please select at least one session in each group"

• Session Overlap – Shown to an attendee who selects overlapping sessions.
  Note: If left blank, the default message will include the overlap date/time. That's not possible in a custom error message.
  Default: Blank

• Session Grouping – Shown to an attendee who selects a second session in a group where only one is permitted.
  Default: "You already have a selection in this group, you are only allowed one. Do you want to cancel the other one and register for this one?"  

• Alert Dialog – The title used for warning message dialog boxes.
  Default:: "Warning"

• Are You Sure? – Shown to an attendee when confirmation is required.
  Default:: "Are you sure?"

• Multiple Instances –
  Note: Only applies if Do not allow registration to register multiple instances of the same session is selected under Other Options, below.
  Shown to an attendee who is registering for more than one instance of the same session.
  Default: "You are already registered for one or more instances of this session and are only allowed one. Do you want to cancel the other instance(s) and register for this one?"

Other Options

• Do not display Sessions that occur in the past – The form will exclude any sessions whose Start Date/Time has passed.
  Default: Selected.
  Note: The Date/Time is based on the event's Time Zone, as set in Event Setup > Detail.

• Do not display full Sessions – The form will exclude any sessions that have reached their maximum capacity and have no remaining waitlist inventory.
  Default: Not selected.

• Do not allow an attendee to register for more than one instance of the same session – An attendee can only register for one instance of any session; this prevents them booking for multiple instances while juggling their schedule.

See Also

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