The Agenda feature (or "Calendar" in Communities) is one of the most-used aspects of most Event Apps. Whether an event has a simple, linear schedule or a complex web of multiple tracks and hundreds of sessions, the Agenda feature tells attendees exactly where to be and when they need to be there. For virtual and hybrid events, the Agenda often becomes the way remote attendees navigate the event's live streams. 🗺️
This article walks you through setting up and managing the Agenda for an Event App. The process is nearly identical for Communities, except some elements have slightly different names. The Agenda feature has a lot of facets, and it's important to get familiar with each one so you can 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.
Add the Agenda feature
In your Event's navigation bar under ‘Event App’, click Features, then click Add Features. In the modal that appears, click Add under the Agenda feature, then close the modal.
Before you start adding sessions and Tracks, consider the feature's settings since they impact how attendees interact with the Agenda. Hover over the Agenda feature and click the Settings (⚙️) icon.
In the modal that appears, you can edit the following:
Feature Name - The label attendees see in your Event App.
Icon - Select one of 300,000+ icons, or upload your own custom icon.
Visible To - Restrict the feature's visibility to only certain Groups. Anyone not assigned to the Groups you select won't see the session.
Advanced Settings - These settings relate to attendees' personal agendas.
Allow users to schedule conflicting sessions - This lets attendees add Agenda sessions that are scheduled at the same time to their personal agenda. When a user tries to add a session to their agenda at a time that's already booked, they see an alert like the one below.
Show participants list - This lets attendees see everyone who's added a session to their personal agenda. Unchecking this box hides the count, and attendees can't see who else added the session.
Show viewer count - This lets attendees see how many people are viewing an Agenda session's live stream.
Default View - Choose whether attendees see the Day, Month, or Year view when they enter the Agenda feature. Communities may benefit from selecting the Month or Year view so attendees can see upcoming sessions over a longer period. Whichever view you select, attendees can toggle between them at will.
⭐️ Keep in mind, single-day events don't display the Month and Year buttons. Events with sessions in only one month of the year don't display the Year button.
Session Reminders - Activating this option lets attendees opt in to a session reminder notification when they add the session to their personal agenda.
⭐️ Keep in mind, you can send announcements to remind everyone about important upcoming sessions or time changes, regardless of whether they're using the Web App or Mobile App.
Click Save Changes when you're done adjusting the settings. Now let's start adding Sessions! 🎊
Sessions and tracks
In your Event's navigation bar under ‘Event App’, click Features, then click the Agenda feature.
From here, you can either click the New Session button, or click the Tracks tab to set up tracks. Tracks are used to categorize sessions and they let attendees easily filter to sessions that match their role or interests. Our article about tracks gives you complete details on setting up and using them.
⭐️ Keep in mind, tracks must exist before adding them to sessions, so it's simplest to set up tracks before you start adding sessions.
Add a new session
If you have lots of sessions to add, it's likely best to import them in bulk, which drastically reduces the amount of time spent creating your Agenda.
To create a single session, click Create New Session. In the modal that appears, you can enter the following information:
Name (required) - The session title attendees see in your Event App.
Location (Agenda only) - Select a Map location where in-person attendees can find the session at a physical venue.
Tracks - Select one or more tracks to apply to this session. Attendees can use tracks to filter sessions based on their role or interest. You can also use tracks and groups together to restrict access to certain sessions.
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! There are some basic text formatting options, and you can insert hyperlinks and images, including animated GIFs. 🙌
Live Stream - Webex Events seamlessly integrates with many leading live streaming platforms for your hybrid or virtual event. Attendees can join the live stream directly from the Agenda. Learn more in our Live Streaming and Webex Events article.
To enable the Live Stream, click the Enable Live Stream toggle and select a Live Stream provider. If you select anything other than Webex Events Streaming by Restream, Webex Events Production Studio, or the Webex Events RTMP Player, enter the live stream URL. If you don't have the URL, leave the toggle set to 'No' and edit the session later to add it.
If your live stream provider allows embedding, you can leave the 'Open in external browser' box unchecked. The live stream will appear inside your Event App's web version! If you check the box, the live stream will open in a new browser tab when attendees click Join Live Stream. We always recommend testing with your chosen streaming provider before event day. 👍
When you select Webex Events Streaming, Webex Events RTMP Player, or Webex Events Simulive, you can enable closed captions and select a caption provider. Our free Webex Events Closed Captions & Translations solution works with Webex Events Streaming and Webex Events RTMP and uses machine learning to provide captions in 30+ languages. If you want captions for Webex Events Simulive or need the accuracy of human captioning, we also support third-party vendors.
Add Internal Links - Using Internal Links to connect other features of your Event App, 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. Click Add New Item to insert more External Links. 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.
Enable Chat - Change the toggle to 'Yes' to let attendees send messages to one another during the stream. Chat messages also appear in the Webex Events Streaming studio and Webex Events Production Studio so speakers can see and respond to them. Remember that you can also use Q&A and Polling for even deeper engagement during your live stream.
Enable Custom Tab - Change the toggle to 'Yes' to embed an external webpage like Slido in your session's side bar. Learn more in our Custom Tab article.
⭐ Keep in mind, you should test any website you choose for the Custom Tab in the Web App and Mobile App to ensure the website embeds correctly and works consistently.
Attendance/User Management - Limit who can have this session in their personal agenda by choosing 'Closed' or 'Limited Capacity'. You can then add people to the Session Participants list after saving the session. Learn more in our Attendance Management and Preset Agendas guide.
Attachments - 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.
⭐️ Keep in mind, you can't add attachments when importing sessions.
To upload a document, simply click Upload Attachment(s) and follow the instructions in the uploader. After you've uploaded files, click the Settings (⚙️) icon next to an item to rename or delete it.
When you're all done making changes to the session, click Save Changes. You've just added an Agenda session! 🎊 Repeat the process above until you've added all your sessions. If you have a lot of them, remember that you can import multiple sessions at once.
After you've added some sessions, there are several actions you can take to manage them.
Filter by Tracks
Drag and drop to reorder sessions that occur at the same time
Edit or Delete
Assign to Track
After a session or two, check the Feature Comparison chart on the Metrics tab to see how people are interacting with them. You can see:
Added to My Agenda
Join Live Stream
Watch Video Replay
Watch on Desktop
External Link Clicks
Internal Link Clicks
To see all of the additional data points outlined in the Export section of our Data Dashboard article, export the Metrics.
That was a lot of information, so congratulations on making it this far! You get some ice cream. 🍨 Now, why not go check out our article on live streaming?
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