In Webex Events, Sessions are versatile, information-rich items in your Event App's Agenda, and they're the backbone of Onsite Session Check-in. Sessions added to an Agenda feature give attendees in your Event App access to a Session schedule, live streams, Session information and content, and links to related feature items. When used with Onsite Session Check-in, track attendance to award Continuing Education Credits, analyze Session popularity, limit access, and more!
This article guides you through adding Sessions to your Event. Sessions have many facets, and it's important to get familiar with each one to craft the best possible experience for your attendees. 💎 Follow the links sprinkled throughout this article to learn more about all the connected features and options.
Before you begin...
To ensure the most streamlined Session setup, configure the following items before adding Sessions to your Event.
If you're using an Event App, add an Agenda feature. The Agenda feature acts as a hub for your Sessions, and it gives attendees using your Event App access to a Session schedule, Session information, content, and live streams (if any). Read our Agenda feature guide to learn how to add and configure the Agenda.
Use tracks to categorize Sessions and give attendees the ability to filter them to match their roles and interests. If you plan to use tracks with your Sessions, our article about tracks gives you complete details on setting up and using them.
If your event has an in-person component, add the physical venue locations where Sessions will take place so that attendees know where to show up. To learn more, read our article about adding locations to your Event.
Once you're done setting up the items listed above, it's time to add Sessions to your Event! In your Event navigation bar, click Sessions to open the Sessions page. To add a single session, click the New Session button.
In the modal that appears, enter the following information:
Enter basic information about the Session in the first several fields of the New Session modal.
Name (required) - The title that appears in the Sessions list and to attendees in your Event App.
Location - Select a location to help attendees find the Session at your physical venue.
Agenda - If you're using an Event App, select an Agenda feature from the drop-down to associate with this Session. Attendees using your Event App can access the Session from the Agenda feature you select. To learn how to add an Agenda feature to your Event App, read our Agenda feature guide.
Hide Session from attendees - This checkbox is useful for tracking attendee check-ins for Sessions or activities that you don't want visible on the Event App.
Session Date & Time (required) - Enter the date, start time, and end time for the Session. Use the time zone you chose when you set up your Event.
Description - Say more about the Session, speaker, topic, and more! The description text editor has basic text formatting options and lets you insert hyperlinks, images, and animated GIFs. 🙌
Webex Events seamlessly integrates with many leading live streaming platforms for your hybrid or virtual event. Attendees can join the live stream directly from an Agenda feature on your Event App. Learn more in our Live Streaming and Webex Events article.
If you plan to live stream the Session, activate the Enable Live Stream toggle to reveal more live stream fields.
If your live stream provider supports embedding, leave the Open in external browser box unchecked. The live stream will appear inside your Event App's web version, so attendees won't have to leave your Event App! If you check the box, the live stream will open in a new browser tab when attendees click 'Join Live Stream'.
If you selected Production Studio, Webex Events RTMP Player, or Webex Events Simulive, consider activating the Enable Closed Captions toggle to deliver a more accessible and inclusive experience for your attendees. Once activated, choose a Closed Captions provider.
Our free Webex Events Closed Captions & Translations solution uses machine learning to provide captions in over 30 languages and works with Webex Events Production Studio, Webex Events Simulive, Webex Events RTMP, and Video on Demand. If you need the accuracy of human captioning, we also support third-party vendors.
Add Internal Links
Using Internal Links to connect your Event App features, such as speaker profiles and documents, is an amazing way to move attendees through your Event App and enriches the attendee experience. Refer to our Internal Links article for a full list of items in Webex Events that can be internally linked.
Add External Links
External Links bring more depth to the attendee experience by providing multiple Website URLs, phone numbers, or email addresses related to the Session.
Simply select a Link Type, enter a Link Name, and supply the number, email, or URL. To insert more External Links, click Add New Item.
If you enter a URL and uncheck 'Open link in external browser', test to make sure the site is embeddable!
'Pass Data to URL' is an advanced feature that lets attendee data from Webex Events pass to the destination URL. Learn more in our Pass Data to URL article.
To rearrange the order in which external links appear on the Session page in the Event App, click and hold the six-dot cluster and drag the item to reorder it.
Activate the Enable Chat toggle to let attendees send messages to one another in the Session page on the Event App. Chat messages also appear in the Webex Events Production Studio so speakers can review and respond to them live.
Activate the Enable Custom Tab toggle to embed an external webpage like Slido in your Session's side bar on the Event App. Learn more in our Custom Tabs article.
Activate the Activate Session Check-In for this Session toggle if you're using Onsite Session Check-In to check in-person attendees in to the Session. Activating this toggle reveals more options to control many aspects of the check-in process for this Session, including check-in and check-out requirements, attendance limits, and access to certain pages and fields on the app.
For complete details about each of these settings, read our article about configuring Sessions for Session Check-in.
Limit who can have the Session in their personal agenda by choosing 'Closed' or 'Limited Capacity'. If you choose 'Closed', add people to the Session participants list after saving the Session. Learn more in our article about Attendance Management and preset agendas.
In the Attachments field, upload presentations, abstracts, or any other documents you want to offer attendees. If you simply want to link to a document you uploaded elsewhere in your Event App, use an Internal Link instead.
Click Upload Attachment(s) and follow the prompts in the uploader to upload PDF, JPEG, PNG, or TIFF files. After you've uploaded files, click the Settings (⋯) icon next to an item to rename or delete it. Click and drag the six-dot icon next to an item to reorder it.
When you're all done making changes to the Session, click Save Changes.
You've just added a Session! 🎊 Repeat this process until you've added all your Sessions. If you have a lot of them, remember that you can import multiple Sessions at once.
Now that you've added Sessions to your Event, here's a list of next steps to set you up for success!
Read our article about managing Sessions to learn about all the actions you can take to manage them on the Webex Events platform.
Read our article about embedding Event App content with widgets to learn how to embed Session information in your website and gain more traction for your event!
If you haven't already, add a Speakers feature and create profiles for each of your speakers. Use Internal links to connect speaker profiles to Sessions so attendees can easily find out more about who's presenting at each Session.
Learn more about how live streaming works with Agenda Sessions by reading our Live Streaming and Webex Events article.
During and after your event, review Agenda feature metrics to find out how attendees interacted with Sessions in your Event App. Read our Agenda feature guide for more details.
If you're using Onsite Session Check-in, the Session Check-in metrics export in Webex Events Onsite has three reports to help you analyze in-person Session attendance. For more information on what's included in these reports, read our Onsite Metrics article.
That was a lot of information, so congratulations on making it this far! You get some ice cream. 🍨