Agenda

To add/manage your event agenda click on the Agenda tab in the admin portal. From here you can add a single session, upload multiple sessions, manage tracks, strands, and more. Below is a screenshot of the Agenda screen with added details:

1. Action icons to perform the following actions on existing sessions: edit, remove, make active/inactive, edit speakers, adjust times and rooms, assign session attachments, add favorites, and view evaluation results
2. Add a single session to the agenda
3. Upload multiple sessions to the agenda
4. Download a CSV file of existing agenda sessions
5. Manage agenda tracks to organize your agenda sessions
6. Manage agenda strands for session filtering
7. Manage session categories
8. Manage session favorites
9. Manage display settings

Add a Single Session 

In the admin portal, select the Add Session tab next to Manage Sessions to get started.

1.  Enter the Session Title. This should be descriptive and unique. If you have multiple breakout sessions, you can name them “Breakout 1” or “Breakout Wed.” Sessions are listed in the app alphanumerically (within each time period) so you can arrange the order in which the sessions are listed by putting a “1” or “A” in front of the title.

2.  Enter Your Session ID.  This is a unique identifier for your session and can be used to upload changes to your session or assign session favorites.

3.  Enter the Session Description. Use the WYSIWYG editor to enter text, links, images, and more. This description is what users will see when they tap to view the session, so you can also use it to provide further information, such as registration directions.

4.  Enter the Type: If you have different types of sessions, enter their assigned type here. For example, “Panel Discussion” “Poster Board” “Networking Break” “General”. If left blank, the session type will default to “Session”.

5.  Special: Selecting “Yes” here will highlight the session in the agenda with a different color. Use this feature to call out special sessions.

6.  Active: Selecting “Yes” will make the session active. Selecting “no” will make the session inactive, hiding it from the Agenda.

7.  Show only to Favorites: Selecting “yes” will make the session only appear to users who have the session listed under their Favorites. You would make this selection if you have created personalized agendas for your attendees. Only those attendees subscribed to this session will have visibility to the session in the agenda. You can create preset agendas for each user in the Session Favorites (see details in last section of guide).

8.  Evaluate: Selecting “Yes” will enable evaluation questions for the session. Typically, all sessions except breaks, lunches, social events, or parties should be evaluated  If "No" is selected, then the session will not have an evaluation.

9.  Start: Set a start date time for the session. Click on the empty field and you will see a pop-up calendar from which you can set times. Below is an example of the pop-up calendar with further details.

10.  End: Set an end date time for the session. Same functionality as start time.

11.  Room: This is usually the name or number of a venue’s room, but it can also be descriptive as in “Lobby”.

12.  Track: Tracks are used to logically organize sessions. Track names appear as tabs at the top of the agenda screen and are typically days of the week. If your event is one day, you can also use categories. Due to minimal screen size on phones, we recommend track names be limited to 4 characters.

13.  Strand: Strands are used to filter agenda sessions. Popular strand labels include general, demonstration, and leadership.  Below is an example screen of where strands appear on the app’s agenda:

14.  CEUs: If CE credits are awarded for the session, provide the numeric value in the field. If you have CEU tracking enabled, this is the only way to record CE credits for the session. Credit categories must be set first under continued ed prior to adding values to the agenda. Note: not all app plans include CEU tracking.

15.  Restrict to Teams: If you want your session to be viewed only by certain teams, select which teams you want the session to show to here. Please note that any session without a team assignment is viewable to all users.

16.  Exclude These Teams: If any teams are selected, then members of these teams will be explicitly excluded from seeing this session - even if they are on a team selected in Restrict to Teams.  This takes priority.

17.  Enable Seat Limit:  If your session has a limit on the number of people who can attend it, then select "Yes" and enter the maximum number of spots available for that session.  If there is an unlimited number of spots for the session, then select "No".

18.  Click the Add Session button to save the session.

Upload Multiple Sessions

If you have multiple sessions to add, use the Upload Sessions function to add sessions all at once. For the session uploader to work properly, use our Excel example file to layout your data. This should have been sent in your welcome email or can be downloaded directly from the admin portal by clicking the green link in the Uploader description. To upload multiple agenda sessions, in the admin portal go to Agenda -> Upload Sessions.  The screenshot below details the steps to start the upload.

1. Click here to view an example Excel file - Link to download a sample excel file to organize the data to upload.
2. Remove Speakers Already Assigned to Session If Not Included In CSV But Other Speakers Provided - if you specify a speaker for a session AND there are other speakers assigned to that session, then the existing speakers will be removed.  Select Yes if  you want to remove the existing speakers.  Select No if you wish to keep your existing speaker data.
3. Automatically Create Teams - If you want to create new teams when you upload your user file, you can select Yes to create new teams based on the values you placed in the New Team column in the upload file. If this field is set to Yes and a team name is unrecognized in the Teams column in the upload file, then a new team will be created.
4.  Default Strands - If a strand is not specified in the upload file, then select the strand (filter) you would like the sessions be assigned to. NOTE:  Selecting default strands applies to ALL agenda sessions. 
5. CSV File - Click the Select File button and locate your CSV file for upload.
6. Click the Upload CSV File button to begin the uploader process. Please ensure your user file is saved as a CSV file for upload. The system will not accept an Excel file (.xls or .xlsx) and will provide an error after uploading.

Match Columns

After your file has been uploaded, the next step to uploading is matching your columns. The system will automatically provide suggestions on matching your columns with the database. Ensure these are accurate or change accordingly. For any columns you do not want to upload, you should select the Ignore Column option.

Below is an example screenshot of the uploader process with further details.

1. Match your column headers with the database columns to ensure you upload is accurate. 
2. Click on the Apply Column Matching button to start the upload.

Review Upload

Once your columns have been matched, you will have a chance to review your upload before completing. This screen will provide which uploaded records are new and which have been updated, rejected, or excluded. Below is an example image of this screen with further details.

1. If you have all records as new, that means all records will be uploaded as brand new sessions.
2. If you have updated records, that means the session has been previously added but will update with any changes you have provided in the upload.
3. If you have rejected records, that means an error occurred while matching the record. All rejected records will NOT be uploaded to the app. Click the rejected records button to download an Excel file of your rejected records. This file will provide a reason for each reject. Correct these records and upload the corrected file again to include the corrected records in the app. If you have any questions about reasons for rejection, please contact support@resultsathand.com.
4. If you have excluded records, that means those sessions will not be uploaded.
5. Click the Click Here to Upload button to complete the upload.

Tracks

Tracks are used to logically organize sessions. Track names appear as tabs at the top of the agenda screen and are typically days of the week. Below is an example screen of agenda’s tracks on the app. If you are looking for a way to organize session topics, see the section on "strands".

In the example above, the tracks for this agenda are Mon for Monday, Tues for Tuesday.  If your event is one day, you can also use categories. Due to minimal screen size on phones, we recommend track names be limited to 4 characters.  The screen shot below shows how to add additional tracks to your agenda.

1. In the admin portal, click Agenda -> Tracks
2. Enter the name of the track.
3. Select the type of the track.  If Date is selected, keep in mind that each date track must be a unique date during the event.  If Topic is selected, the date is not required.
4. Enter the date (if type of track is Date) or the order you want the topic to display (if type of track is Topic).
5. Select whether you want to Show Track on Agenda Navigation.  If yes is chosen, then the track will show in the navigation on the agenda with the other tracks.  If no is chosen, then it needs to linked to from the home page navigation if you want to share it with the attendees.   
6. Click the Add Track button to save the track.

Strands

Strands are used to filter agenda sessions.  These will appear as a dropdown under the agenda tracks for users to filter their sessions.  Below is an example screen of where strands appear on the app's agenda.

The strands (or filters) included on this agenda are administration, demonstration, general, leadership, technology, marketing, technology, and CEU only.

The screen shot below shows the steps to add new strands:

1. In the admin portal go to Agenda->Strands->Add Strand
2. Enter the name of the strand.
3. Select whether the strand is Active or Inactive.  If active, it will show in the list of available filters.  If not active, then it will not appear in the list of available filters.
4. Click the Add button to save the strand.

Session Categories

Use session categories along with tracks and strands to organization your agenda for easy access to layers of information.  Categories are perfect for grouping abstracts, posters, panels, oral presentations etc. by topic or type. 

When to use Sessions Categories

1. Grouping smaller presentations into a single category tile on your agenda:  For example there is an AM TED Talks session which encompasses 30 talks on a variety of subjects. For each TED talk you have a detailed description, ppt of the talk, and speaker profile.  Listing TED Talks as a single session on your agenda will make it impossible for users to access materials and information for each talk.  Instead, you create the Category "TED Talks" and each Talk is a session assigned to the category "Ted Talks". 
2. Including Poster or Abstract details to the agenda.
3. Grouping Panels / Discussions with various speakers, topics, materials grouped into a time slot.   

See the Session Categories help article for more instructions

Session Favorites

As an app administrator, you have the option to pre-populate your users' agenda favorites, or their personal agendas.  This is useful if your attendees have already registered for certain sessions. Once logged in, users will also be able to choose their own session favorites based on the settings established by the admin.

Note:  Please remember to click Update Display Settings to save your modifications.