The Agenda feature - or "Calendar" in Communities - is one of the most-used aspects of any type of event. Whether an event has a simple, linear schedule or a complex web of multiple tracks and hundreds of sessions, the Agenda feature empowers attendees to know exactly where to be and when they need to be there. For virtual and hybrid events, the Agenda 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. The process is nearly identical for Communities, except some elements are named slightly differently. The Agenda 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. ✨ Please follow the links sprinkled throughout this article to learn more about all the connected features and options.
Add the Agenda feature
From the Features page of your event, click Add Features, locate the Agenda feature in the list, click Add, and then close the modal.
Before you start adding sessions and tracks, it's a good idea to consider the settings for the feature since they impact how attendees interact with the Agenda at large. Hover over the Agenda feature, and click the Settings (⚙️) icon.
In the modal that appears, you can edit the following:
Feature Name - The label the attendees see when navigating your event.
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.
Ratings & Reviews - Control if and how attendees can rate and review Agenda sessions. Ratings and Reviews will appear on the Metrics page and in the Metrics export for the Agenda.
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'll receive 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.
Session Reminders - Mobile App users can tap a Plus (+) icon and opt to receive a push notification 15, 30, or 60 minutes before the session's start time. If you change a session's time, they'll receive a push notification about the change.
All attendees can use the Add to Calendar button to set up a reminder through their favorite calendar app, but these won't update automatically if you change a session's time.
⭐️ 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
From the Edit Event page, hover over the Agenda feature, and click Edit. This takes you to the Sessions tab of the Agenda page.
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 let attendees easily filter on sessions that match their role or interest. For more on Tracks, check this out.
⭐️ Keep in mind, Tracks have to be created before they can be applied 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 will drastically reduce 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 title of the session that attendees see in your event.
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. Tracks + Groups can also be used to restrict access to certain Agenda 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 - Socio seamlessly integrates with many leading live streaming platforms for your hybrid or virtual event. Attendees can join the live stream directly from the Agenda (more on that later in this article). To start learning about live streaming in Socio, check this out.
To enable the Live Stream, click the Enable Live Stream toggle, and select a Live Stream provider. If you selected anything other than Socio Streaming, enter the live stream URL. If you don't have the URL, leave the toggle set to 'No' until you're ready to enter the URL.
If your live stream provider allows embedding, you can leave the Open in external browser box unchecked. The live stream will appear inside your Socio event! 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. 👍
Add Internal Links - Using Internal Links to connect other features of your event, such as Speaker profiles and documents, is an amazing way to move attendees through your event and deepens the attendee experience. For a full list of items in Socio that can be internally linked, check this out! Links are viewable in the expanded session view of the Agenda, and not in the daily view.
Add External Links - External Links let you enrich the attendee experience even more by providing multiple Website URLs, phone numbers, or email addresses related to the session. Simply select the 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 ensure the site is embeddable! Pass Data to URL is an advanced feature that lets attendee data from Socio be sent to the destination URL. To learn about the Pass Data to URL option, check this out.
Enable Chat - Change the toggle to 'Yes' to let attendees send messages to one another during the stream. Chat messages also appear in the Socio Streaming 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 add an additional engagement tab to your live stream. Enter a Tab Name that informs attendees what the tab contains, and enter a URL for an embeddable, mobile responsive site. When attendees click the Custom Tab, the website opens in the live stream's engagement panel. Websites like sli.do work well, and there are many more possibilities!
⭐ Keep in mind, we strongly encourage testing 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. To learn all about using attendance management, check this out.
Attachments - In the Attachments field, upload presentations, abstracts, or any other documents you want to offer attendees. Simply click Upload Attachment(s) and then drag and drop or click to select PDF, PNG, JPEG, or TIFF files. After you've selected a file, click Upload More to add more files, or click Upload to finish.
Attachments are viewable in the expanded session view of the Agenda, and not in the daily view. Attendees can simply click or tap to view the files.
After you've uploaded files, you can click the Settings (⚙️) icon next to an item to rename or delete it. Click Upload to finalize the upload.
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 all your sessions have been added. 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
Agenda in practice
Attendees can access the Agenda on the Web App or Mobile App by clicking or tapping the feature. They'll see sessions listed out by day with the time, name, and number of participants listed. If the session has an active live stream or recording, they'll also see buttons for those. Attendees can toggle between days using the date bar at the top of the screen. Tapping or clicking on a session takes them to the session page.
On the session page, attendees can scroll down to see all the details and links you added to the session. On the Web App, an agenda with a live stream shows a video panel above the details section. A collapsible panel on the right shows Chat, Q&A, and Polling if they've been enabled for the session.
Fifteen minutes before a session's start time, a session's live stream becomes available to attendees. On the Mobile App, attendees can tap Join Live Stream to start watching on their device. They can also tap Watch on Desktop to email themselves a link to the Web App. 📫 To participate in Chat, Q&A, and Polling, Web App attendees can simply click the relevant tab in the panel on the right. Mobile App attendees can tap the links in the details section to access these features.
Fifteen minutes after a session's end time, the View Recording button appears (if you added a recording link).
Attendees on the Web App and Mobile App can take notes during a session by clicking or tapping the notepad icon in the upper right corner of the screen.
There's more to see in the Agenda, but going hands-on is better than us showing you more pictures. 😄 To check out a demo event with complete agenda items and tracks, click the button below. 👇 The event is open, so simply enter your preferred email, set a password, and click the Schedule feature.
⚠️ Caution! We know it's important to look your best, and a professional-looking event should be free of any broken links or other errors. Make sure you look your event over, too.
After a session or two, you can check out 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?
Questions? Chat Us or Email [email protected]