Agendas

Agenda

Agenda Overview  

The Agenda Module is the backbone of your event. Optimised towards user experience, it not only provides an overview of your event timetable in chronological order but allows users to build their own schedule when they favourite sessions directly within the app.
  
Need to tailor the experience for certain users? No problem! Session Privacy allows you to customise which sessions are visible to specific users, with the flexibility to have multiple agendas within a single platform.
  
Each session is clearly displayed on an individual card, in chronological order, and includes the following information:  

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Sessions can be expanded to display a brief description, access the list of speakers and any documents relating to that session.

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Clicking onto a session opens a full session description page, where any live streams or breakouts can be accessed. 

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For further customisation, certain information can be toggled on and off for all users. This is found within the Agenda Module on the CMS, under the tab called ‘List Settings’. Here you can switch on or off the following:  

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If you have multiple agendas then it is possible to set different features to be visible across the different agendas.

Interactive Sessions 

If your app has any Live Polls, Surveys or Q&As within it, you can link them to sessions, so the interactive elements appear right on the Session Page. To do this, on the CMS, edit the session you'd like to add interactivity to and go to the "Other" tab. From there, select the Survey, Q&A or Live Poll which you'd like to link to the session and press Save. 

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Session Filters 

If your event has multiple streams or categories of sessions, it's possible to create a number of filters such as "Discussion", "Biographical" and “Medical” which can then be applied to a list of sessions. When browsing the agenda in the platform, users can then filter down an extensive agenda by these terms to browse more easily. 

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Ordering of Sessions 

Sessions within an agenda are primarily ordered chronologically and then alphabetically by the session title. If you have two sessions that start at exactly the same time and you want them to appear in a specific order, it's worth considering either making one session start a minute later or tweaking the title of the session so that it appears after the other alphabetically. Don't forget you can have as many agenda modules as you want in your platform, so if an agenda is becoming unmanageable it may make sense to split it up into two or more modules. This could also make the platform easier to navigate for your attendees. 

We hope that this overview provided you with all of the information that you need to get the most out of your event agenda. However, if at any time you require further support, please get in touch with your CrowdComms’ Support Specialist or Account Manager. 

Session Privacy

Session Privacy allows you to customise which sessions are visible and accessible to specific users. 

Individual sessions within an agenda have two optional fields "People" and "People Groups" that you can use to decide which of your delegates or groups of delegates will be allowed to view and access the session. If you choose to assign People or Groups to those fields on a session, then that session becomes visible to those people only. Other attendees using your platform will not see that session appear in the Agenda Module list. 

By default, all sessions within an agenda are visible to all users in the app unless they have had people or groups assigned to them via Session Privacy. Leaving the "People" and "People Groups" fields blank will make the session visible to all attendees who have access to the platform and to the Agenda Module containing that session. You can control access to individual modules by setting the visibility options on the module settings page. 

Scenario:
You are organising a 3-day career event, running from Friday, Saturday and Sunday
Delegates pay the entry fees based on the number of days they are attending.
On each day, you are running career advice sessions on different subjects, Medical, Tourism, Legal etc.

You are splitting your event agenda into three different modules based on days. 
Here you will apply the Module Privacy setting to allow only delegates who have paid the relevant entry fees to view and access the Agenda Module.

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On the Sunday Agenda, you are running a special VIP session for those delegates who have paid to attend all 3 days of the event.

Here you will apply the Session Privacy setting to allow only delegates who have paid the entry fees for the whole 3 days to view and access the VIP session. 

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You're free to mix and match visible and hidden sessions within the same Agenda Module, giving you the freedom to design a rich agenda that can incorporate public and private sessions. 

Managed Schedules

Managed Schedules enable you to create a unique agenda for your attendees. You can tailor a specific set of sessions to individual users, or groups of users, simply by assigning them to the sessions you want them to see. When the admin adds users or group of users in the Managed Schedules fields, the session will be added to the user’s event schedule, they can view and attend the session, they cannot however remove the session from their event schedule.

Managed Schedules are distinct from Session favouriting, which is a separate feature where users can build their own agenda for an event by 'favouriting' the sessions they wish to attend.

Any session designated as a “Managed Schedule” session will require the users to log in to the app first in order to see the session. Once logged in, any sessions the user is added to will appear in the agenda on their app in addition to any 'public' sessions, as well as the user’s own event schedule, which can be found on the right-hand menu of the event app.

Scenario:
You are organising a 3-day career event, running from Friday, Saturday and Sunday

On each day, you are running career advice sessions on different subjects, Medical, Tourism, Legal etc and you would like all the medical students registered for the event to attend all medical-related sessions. 

In this scenario, you will add the relevant users or groups of users to the Managed Schedules fields for all the medical-related sessions. These sessions will then appear in the delegate’s event schedule, and they will not be able to remove them.

If you have also applied Session Privacy to the session, other users who are in the Session Privacy group, but not in the Managed Schedules group, will be able to view and attend the session, however, unless they favourite the session, they won’t see the session their event schedule. 

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Favouriting Sessions (Creating Personal Agenda)

In contrast to Managed Schedules, attendees can 'favourite' a session by clicking the star icon next to a session in the app agenda view. This will add the session to the attendee's event schedule on the app, allowing them to plan which sessions they wish to attend during the course of the event.  

Other than the users, the admin is also able to add users to the session’s favourite list via the CMS. The users can remove the session from their event schedule, regardless of whether the session by added themselves or an admin adds it for them. 

Fav - CMS.pngYou can export the current list of 'favourited' sessions from the 'Import/Export' tab of the agenda module on the CMS, allowing you to get an idea of how popular sessions are and allow for planning capacity.

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In App

As an app user, it's possible to favourite sessions within an agenda. To do this, tap the "star" icon when in an agenda list view. You can also favourite a session when inside the session page, just click the "Add to my Agenda" button situated at the top right corner of the engagements section of the session page.

To view all the sessions you've favourited, click on the right-hand menu of the app and choose "My Event Schedule". You'll then see all the sessions within the app that you've personally favourited, as well as (if applicable) sessions which have been added by the event organiser by way of the Managed Scheduled, so you can plan your time at the event.

It's also possible to add these favourited sessions to your device's calendar by pressing the download icon on this page.

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My Event Schedule (Right-hand Sidebar)

The Personal Agenda page has been given a facelift and a new name, now known as My Event Schedule. The design and functionality have also been extended to include delegates' upcoming meetings and the event organiser's managed agendas. 

The next time your delegates download their event schedule, they will be able to add all of their meetings, favourited sessions and organiser's managed sessions to their device's calendar and never have to miss anything even when they're not on the app.

  1. To view all the delegate's favourited sessions, sessions added by the event organiser and delegates' scheduled meetings, open the app's right-hand menu and choose "My Event Schedule". 
  2. You'll then see all the sessions within the app that you've personally favourited, sessions added by the event organisers and all your upcoming meetings so you can plan your time at the event.
  3. It's also possible to add these sessions and meetings to your device's calendar by pressing the download icon on this page.

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Agenda View Guide

Introduction

Since 05/08/21 with Front End release for 3.5.0 there has been an alternative view available for the Agenda module within the Front End of the platform. Both views give the user the exact same information, it is just displayed in different ways. Allowing the user the ability to select which view they would like to use based on their own personal preference. This preference is not saved whenever a user navigates away from the Agenda module and will allows display the default view upon returning. The alternative view option is called the “Calendar View”, we will explore both in more detail below.

 

Agenda Module

The Agenda Module is a location within the application which displays to the user scheduled previous, ongoing and future sessions on the application. These are usually in the form of meetings, presentations, webinars etc. For more information about what the Agenda Module is please click on the link here. This module is usually listed alongside the other modules within the application on the navigation bar on the left of the screen. Please be aware the name of the Agenda Module and icon will likely be unique to the specific application. It is also important to be aware that some sessions may only be viewable by specified users or groups defined during the session creation.

List View

The List View of the Agenda Module is designed for at a glance viewing of sessions on a given day. A user can quickly see how many sessions are to take place and in what order on any given day. The currently selected date is displayed in the middle of the screen with arrows either side to allow navigation to other dates. Using the arrows will only take the user to the next date which has a scheduled session, thus avoiding having to potentially click through multiple days with no sessions booked.

For each day the sessions are then listed from earliest to latest in time for that day. When session times overlap or are the exact same time the session name will determine which session is listed first. If multiple sessions have the same name for the same time they will be listed based on when they were added to the agenda from first to last. Any gaps in between sessions are not reflected and regardless of the scheduled length of time for each session their listed session box appears the same, size, colour and shape as the defaulted standard.

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Calendar View

As the Agenda Module always defaults to the List View unless changed in CMS the user needs to manually select the Calendar View by clicking on the Calendar icon in the top right of the Agenda Module.

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The Calendar view is very different in appearance to the List View but displays the same important information. This view breaks the selected day up into hourly sections of a calendar then populates the sessions scheduled over them based on what time they are booked for. To further assist the user the current time is displayed as a line across the calendar. This view is designed to allow users to see which sessions have taken place, which ones are currently happening and which sessions are to follow with a clear indication of when. It also allows them to easily identify gaps in the scheduled sessions which they could then utilise for other offline activity such as breaks. This view is particularly useful when a user has multiple sessions booked for the same day with some even for the same time. It will allow them to identify which sessions clash more easily, when their will be opportunities for offline time and what is happening right now. This equips them to plan their day in detail and perform mitigation for any sessions they may have to miss due to scheduling clashes. The more sessions a user has booked for a given day the more this view will be more suitable for their needs in comparison to a List View so they can identify the most appropriate sessions to attend.

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