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 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.
Add the Agenda feature
In your Event navigation bar under ‘Event App’, click Features, then click Add Features.
In the modal that appears, search for the Agenda feature, click Add, then close the modal.
Edit settings
Before you start adding Agenda sessions, customize the feature settings. In your Event navigation bar under Event App, click Features, then click Agenda. On the Agenda page, click the Settings (⚙️) icon.
In the modal that appears, customize the following:
Feature Name - The label that appears to attendees 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 have access to the session.
Ratings & Reviews - Control if and how attendees can rate and review Agenda sessions. Ratings and Reviews appear on the Metrics page and in the Agenda's metrics export.
Advanced Settings - These settings relate to attendees' personal agendas.
Allow users to schedule conflicting sessions - This lets attendees add Agenda sessions 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 receive an alert like the one below.
Show participants list - This shows attendees a list of everyone who's added a session to their personal agenda. Unchecking this box hides the list, and attendees won't know who else added the session.
Show viewer count - This shows attendees how many people are in an Agenda session's live stream.
Default View - Choose whether to display the Agenda in the Day, Month, or Year View when attendees enter the Agenda feature. Communities may benefit from selecting the Month or Year View to show attendees 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, we recommend sending 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
Back on the Agenda page, 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, enter the following information:
Name (required) - The session title that appears to attendees in your Event App.
Location (Agenda only) - Select a Map location where in-person attendees can find the session at a physical venue. You must add locations in the Maps feature's Locations tab before selecting them in a session. Read our Maps feature guide for complete instructions.
Tracks - Select one or more tracks to apply to this session. Attendees can use tracks to filter sessions based on their role or interest. To restrict access to certain sessions, use tracks and groups together.
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, activate the Enable Live Stream toggle and select a Stream provider. If you select anything other than Production Studio 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 deactivated and edit the session later to add it.
If your live stream provider allows embedding, 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 Production Studio by Restream, Webex Events Production Studio, 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, Webex Events Production Studio, Webex Events Simulive, Webex Events RTMP, and Video on Demand. This option uses machine learning to provide captions in over 30 languages. If you 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 - Activate the toggle 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 review and respond to them live. Want even more attendee engagement? Use Q&A and Polling during your live stream!
Enable Custom Tab - Activate the toggle 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'. 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.
Once you've created all your sessions, read our article about embedding Event App content with widgets to learn how to embed Sessions in your website and gain more traction for your event!
Manage sessions
After you've added some sessions, there are several ways to manage them.
Filter by Tracks
Search
Drag and drop to reorder sessions that occur at the same time
Edit or Delete
Multi-select and:
Export
Review and add Session Participants
Assign to Track
Delete
Metrics
After a session or two, review the Feature Comparison chart on the Metrics tab to find out how people are interacting with them. The Feature Comparison chart includes the following data:
Clicks
Added to My Agenda
Join Live Stream
Watch Video Replay
Watch on Desktop
Chat
Poll Votes
Q&A
Added Reminder
Notes Taken
Attachment Clicks
External Link Clicks
Internal Link Clicks
Avg. Rating
To review all of the additional data points outlined in the Export section of our Metrics 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 read our article on live streaming?
Questions? Chat Us or Email support@socio.events