ⓘ 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 on the blue “Registrants” box:
2. Here, you can search for those event Attendees that have already registered OR add individual Attendees to this specific Session:
3. Click Add Registrants and simply check the Attendees name you would like to add and click “Add”.
4. That Attendee will now appear in the Registrants section for that Session.
Add Attendees in Bulk to Sessions as Registrants Manually
You can do this using a CSV file of your registrants.
1. Head back to the Session Details page
2. In the upper right hand corner, click on the “Upload” button:
3. Upload your CSV file of attendees and match the corresponding tiles (your list with what information is being pulled into the Expo Pass platform):
4. All added Attendees will now appear in your Registered Attendees section.
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
1. Select the session you would like to delete the registrants from (those who have added the session to their schedule)
2. Click on the Blue Registrants box:
3. Check the box next to the Registrants header or next to each individual name
4. Click on the trashcan and then select Delete All
5. You will now see there are updated registrants in the session:
At this point you can delete the session without any attendee records being broken if all attendees are removed.
