Sessions

Add Sessions to an Event for breakouts, presentations, discussions, or other activities.

Configure Sessions

Limitation: Sessions cannot be made mandatory out of the box.

1. From the Event record, navigate to the Sessions Related List and click New.
   

2. Enter the Session Name.

3. Add Session details such as,

   • Description
   • Image URL
   • Alternative Text for Visual Impairment - This field is required if the Image URL has a value.
   • Location
   • Start Date
   • Start Time
   • End Date
   • End Time

4. To limit the number of people that can register and attend a Session, enter an amount in the Quantity Available

The Quantity Remaining is a formula field that will automatically update.

Formula: Quantity Remaining = Quantity Available - Registered

Sorting Sessions

Sold Out

When Waitlist Enabled is not checked and Quantity Remaining = "0", the Session will be sold out.

Waitlisted

When Waitlist Enabled is enabled and Quantity Remaining = "0", additional Session registrants will have a "Waitlisted - Pending" status and be added to the waitlist.

Hide on Event Page

The Hide On Event Page checkbox allows users to hide the Session from the Event's Session tab. As a result the Session will be invisible to the public.

To prevent that from occuring, the following needs to occur:

• The Session belongs to a specific track that is associated with an AttendeeLink invitation.
• The Session is pre-registered to an Attendee in the AttendeeLink invitation.
  

5. Once saved, view your newly created Session on the Event page.

Visibility

To show the Sessions on the Event, navigate to the Event Settings record and update the Sessions field to "Always". Make sure that the Session's Hide On Event Page field is unchecked.

Add Session to Calendar

Complete the following steps to add a specific Session to a calendar from the Event's webpage.

1. Go to the Event’s webpage.
2. Click the Sessions tab.
3. Click a Session Name.
4. Click Add to Calendar.
5. Select the calendar type.

Associate a Session with an Event Item Session

After creating a new Session, you need to create and associate the new Session with the Event Item Session.

1. On the newly created Session’s record, locate the Event Item Session's Related List.
2. Click New.
3. Select an Event Item in the Event Item field.
4. Click Save.

On the Event record, click Update. The Session will now appear on the Event's registration page.

Relate a Session and an Event Item to an Event Item Session

An Event’s Session and Event Item must be related to an Event Item Session record so the Event Item Session can be included in the AttendeeLink and checkout process.

Once you have created Sessions for your Event, complete the following steps.

1. Open the relevant Session record and locate the Event Item Session’s Related List.
2. Click New.
3. In the Event Item field, select the Event Item you want to attach the Session to.
4. Click Save.

You can also perform the process from an Event Item record.

1. Go to the Event Item Session's Related List.
2. Click New.
3. In the Session field, select the Session you want to attach the Event Item to.
4. Click Save.

After selecting an Event Item and entering their information during checkout, Attendees will see a Review Sessions button. They can then select an Event Item Session before completing the registration process.

Featured Sessions

If you would like to bring a few featured Sessions to the top of the page, the featured Session feature is just what you need!

Set Up (For Admins)

1. Open the Object Manager.
2. Navigate to the Session object.
3. Click Page Layouts and Session Layout.
4. Add the Feature Session checkbox field to the page layout.
   NOTE: If end-users need access to this and they aren't associated to a managed Blackthorn Events permission set, please add this field to their profile/custom permission set.

Test (For Event Managers)

If you would like to feature Sessions at the top of the Session tab in a carousel format, check the Feature Session checkbox field.

• If you add multiple featured Sessions, they will scroll through the featured session box every 10 seconds.
• Example: There are 3 featured Sessions added to this Event. There are 2 non-featured Sessions. Featured Sessions 1, 2, and 3 will scroll through the top margin.

Learn More About Session Related Items

• Add Attendees to Sessions here.
• Add Tracks to Sessions here.
• Add Staff to Sessions here.