ⓘ This article is for Event Organizers
This article explains how to create a single session for your event's agenda/schedule using Session Tracking or the Mobile App. You have two options to build out your sessions:
Create One Session at a Time
Are you ready to get your event agenda/ schedule into your event? Let's get you started on creating sessions! You can add important information like descriptions, CE Hours and Names, and import session specific materials.
💡 Tip: If you have your speaker information, you will be able to create and add them into each session as you go through making your sessions.
Steps
From the Admin Home Page, click Sessions in the left-side navigator.
Click Actions, then select Add Session from the dropdown menu.
On the New Session page, click Edit Core Details to open the session information form.
Enter the required fields:
Title
Session Type
Location
Starts At
Ends At
Optionally enter:
Description — not required, but recommended if the event uses the Mobile App, since attendees will see this.
Max Capacity
CE Hours
Validate Registrants: check this box only if you want to govern who can access the session or not (who has properly registered for it. For more information, review this Help Center article.
NOTE: Validating registrants requires attendees to have the session added to "My Schedule" before they can attend; they can add it via Session Pre-Registration or by clicking Add Session in the Mobile App.
Click Save Changes to close the modal.
Additional Options from Sessions
REGISTRANTS = Session Attendees
To add "Registrants"(potential session attendees) click Add
Search Registrants by name, once found check the circle to the right of their name, which creates a check mark, and then click Save Registrants
If you want to add several at a time, feel free to check as many Registrants before clicking Save Registrants
Alternatively, you can click the Open Attendee Table from the upper righthand section of this view and add attendees via the table -- with the same result that they will be added to the Session.
ATTENDEES = Scanned Attendees: To add "Attendees" (scanned attendees) click the Add button in the right-hand panel.
Search Registrants by name, once found check the circle to the right of their name, which creates a check mark, and then click Save Attendees
If you want to add several at a time, feel free to check as many Registrants before clicking Save Attendees
Alternatively, you can click the Open Attendee Table from the upper righthand section of this view and add attendees via the table -- with the same result that they will be added to the Session.
SPEAKERS = Assigned Speakers: If you have previously added your Speakers into Expo Pass, either via an import or one at a time, you can now easily include them in your Session. To add an established Speaker into a session click the Add button in the right-hand panel.
Search Speakers by name, once found check the circle to the right of their name, which creates a check mark, and then click Save Speakers
If you want to add several at a time, feel free to check as many Speakers as you need for a session before clicking Save Speakers
💡 Tip: You can also add all of your speakers in the Speakers section (located within the Sessions Section). Here is more information on adding and managing speakers in your event.
❗ Important: Your speakers will appear within the sessions on the mobile app in Alphabetical order by last name.
After creating a session, you can edit four additional blocks: Materials, Continuing Education (CE), Session Feedback, and Session Fields. To access these, open the session and click Edit.
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MATERIALS = Session Files:
Add any supporting documents or files you want to share with attendees.
Click Save Materials when done.
❗ Important: The file size limit for materials is 10mb.
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CONTINUING EDUCATION = Assigned CE Types:
Add your Continuing Education hours and Names. This is vital for your data reporting if you plan to use Session Tracking for your CE hours.
Click Add to create a new CE type.
Enter the CE Name and click Create.
Check the box to assign the CE type to the session.
Click Save CE Types.
Note: CE types you create are reusable across other sessions.
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FEEDBACK = Session questions:
Create one or more feedback questions for the session.
Click Add Question to add each question, then Save Question.
The question is automatically assigned to the session.
Note: Feedback questions can be unique to each session.
❗ Important: Session Feedback Questions are only available when using the Mobile App. Here is more information on adding Session Feedback questions.
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SESSION FIELDS = Custom attendee session fields:
Click Add to create a custom attendee field.
Use these fields for attendee-facing session details that will display in the Mobile App.
Click Save Fields.
Note: Session Fields are rarely used. They are only visible in the Mobile App.
Add Multiple Sessions at Once
To import multiple sessions into your event agenda/schedule at once, follow the steps below. This is done via a CSV file import.
1. Click on Sessions --> Import
👉 We’ve provided a sample template to get you started on your import
💡 Tip: Your file must be saved as a CSV file in order to import. Make sure each of the session fields noted in this template are a separate column in the spreadsheet and included in your file to be imported.
2. Click Import CSV or drag a file from your desktop into the middle of the widget that is now viewable.
Reminder: Session Title, Start Time, End Time, Location and Session Type are all required fields to import and create new sessions in Expo Pass.
❗ Important: The session type must match exactly to one of the listed Expo Pass Session types. We suggest using General for your import and adjusting later.
3. Once your file has been imported, the Review Import data table will display your sessions and flag any issues. Any flagged fields can be edited directly in the table — no need to fix your CSV and re-import. Make your corrections inline before moving to the next step.
4. Once you are ready and all fields are green, meaning acceptable, click the blue button: Review Changes For Import.
5. If at this point all looks as expected, click the blue button: Save
Your sessions will now appear in the Session List. Note: this may take a moment to load depending on the number of sessions imported.