ⓘ This article is for Event Organizers
There are a few different way to get your attendees registered for sessions before the event begins.
Additionally, attendees can manage their own schedules through the Expo Pass app If enabled and used as an Expo Pass Product, allowing them to add or remove sessions as needed.
❗ Important: If you are going to DELETE a session at any point before or during your event, you MUST REMOVE all registrants from that session BEFORE deleting it.
If you do not do this, the change in the data could cause issues in the system that could break the attendee record.
During the Registration Flow
If you are using Expo Pass for registration, you have the ability to let your attendees register for sessions when they register for the event.
To enable this feature, you must activate session pre-registration in the Expo Pass settings, which allows attendees to browse and select sessions before the event.
In step 3 of the registration flow, you will see the option the include sessions pre-registration in your registration flow:
Make sure pre-registration is enabled in your settings to allow this functionality.
If you select yes, after registering for their registration type, attendees will be able to view sessions and register for them - this will also add those sessions the their schedule in the mobile app (if you are using the mobile app).
Registered attendees will also have a link in their registration confirmation email that will take them to register for sessions if they miss it during their initial registration.
Add Individual Attendees to Sessions as Registrants Manually
1. Login with your credentials into the Expo Pass and choose the appropriate event.
2. Under “Sessions” tab in the left-hand menu, choose the specific Session you would like to add Registrants to.
There are 2 way to pre-register Attendees for Sessions individually with a CSV list
To Add Individually:
1. Click the session you want by selecting the Edit column to open the session detail page.
2. On the right side of the session page, find the Registrants card (labeled Session Attendees) and click Edit.
3. In the Add Registrants window, use the Search registrants bar to find an attendee in the All Event Registrants list on the left.
4. Click a person to select them — they move into the Assigned to This Session list on the right, and the count updates.
5. Repeat for anyone else you want to add, then click Save Registrants.
6. That Attendee will now appear in the Registrants section for that Session.
Tip — Open Attendee Table: Click Open Attendee Table inside the Add Registrants window for a fuller view. This opens the full Attendee List with First Name, Last Name, Email, Attendee ID, and Database ID columns. Check the box next to each attendee you want, then click Submit Selection to add them to the Assigned to This Session list — helpful when you want to confirm the right person by their Attendee ID.
Note: Attendees must already be uploaded to the event before they can be added to a session.
Add Attendees in Bulk to Sessions as Registrants Manually
The bulk registrant-list upload has not yet been added back into the new Sessions data table. To upload registrants in bulk, use Classic Expo Pass:
Scroll to the bottom of the left-hand menu and switch to Classic view, or go directly to https://app.expopass.com/classic/, then open your event.
In the Classic menu, go to Sessions, open the day, and select the session you want.
On the session page, click Upload Registrant List (top right).
Upload your CSV of registrants and match the attendee id field.
5. All added Attendees will now appear in your Registered Attendees section.
Before you upload — attendees must already exist, and your CSV references them by Attendee ID. There are two ways to get the right IDs:
Option A — Use the system-assigned Attendee ID. After attendees are uploaded, every attendee is automatically assigned an Attendee ID. Go to Attendees → Export, pull the Attendee ID column, and build your session registrant CSV using those IDs.
Option B — Set your own unique Attendee ID at upload. When you first upload your attendees, include a unique Attendee ID for each person. This makes it much easier to reference which registrants belong in each session when you build your registrant upload file.
Pre-registering will automatically add this specific Session to those Attendees' schedules on the Event App (if your event is using the event app).
Sessions added to Attendees schedules will automatically notify them (on their smartphone) of the Session details 5 minutes before the Session start (as long as they have downloaded the app and have an Expo Pass account).
Overview of Attendee Scheduling Capabilities
Attendees using the Expo Pass app have the ability to manage their own schedules. They can add sessions to their schedule using the “Add to Schedule” option and remove sessions as needed. However, the “Add to Schedule” option cannot be disabled by organizers. This means attendees retain control over their schedules within the app.
Limitations of the "Add to Schedule" Feature
While the “Add to Schedule” option is a useful feature for attendees, it cannot be turned off. Organizers looking to guide attendees toward specific sessions can use a workaround by pre-assigning attendees to sessions before the event. When attendees view the “My Schedule” section in the app, they will see the sessions they have been pre-assigned to. This approach ensures that attendees are aware of their designated sessions while still allowing them to make changes if necessary.
Controlling Session Entry with "Validate Registrants"
To manage session access and ensure only authorized attendees can enter specific sessions, organizers can enable the "Validate Registrants" feature with Session Tracking. When this feature is activated:
Only attendees who have been added to a session can be scanned into that session.
If an attendee who is not registered for the session attempts to enter, scanning their QR code will result in an error message, preventing unauthorized access.
This feature provides organizers with greater control over session participation and helps maintain order during the event.
DELETE REGISTRANTS FROM A SESSION
From the left-hand menu, click Sessions, then open the session.
In the Registrants card (Session Attendees), click Edit.
In the Add Registrants window, look at the Assigned to This Session list on the right.
Click the X next to any registrant you want to remove. To clear the session entirely, click the X on each registrant.
Click Save Registrants to confirm the registrant count updates.