The Agenda feature - or "Calendar" in Communities - is one of the most-used aspects of most event types. 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. 🗺️

Screenshots showing the Agenda feature in the Web App and Mobile App.

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 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

From the Features page of your event, click Add Features, locate the Agenda feature in the list, click Add, and then close the modal.

Screenshot showing the process just described.

Edit settings

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.

Screenshot of the process just described.

In the modal that appears, you can edit the following:

Screenshot of the Agenda Settings modal.
  • 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 see an alert like the one below.

      Screenshot of the Session Conflict warning,
    • 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 will 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 - 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.

Screenshot showing a user hovering their mouse over the Edit button of 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 let attendees easily filter on sessions that match their role or interest. For more on Tracks, check this out.

⭐️ Keep in mind, Tracks 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 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:

Screenshot of the new session modal.
  • 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 - 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 (more on that later in this article). To start learning about live streaming in Webex Events, 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 Webex Events Streaming or the Webex Events RTMP Player, 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.

    Screenshot of the Live Stream section of the New Session modal.

    If your live stream provider allows embedding, you can leave the Open in external browser box unchecked. The live stream will appear inside your Webex Events 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. 👍

    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.

    Screenshot of the Live Stream section, with the Closed Captions settings highlighted.
  • 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 Webex Events 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.

    Screenshot of the Add Internal Links section of the modal.
  • 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 make sure the site is embeddable! Pass Data to URL is an advanced feature that lets attendee data from Webex Events be sent to the destination URL. To learn about the Pass Data to URL option, check this out.

    Screenshot of the Add External Links section of the modal.
  • 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 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.

Screenshot of the Attendee Engagement section of the session creation modal.
  • Enable Custom Tab - Change the toggle to 'Yes' to add an 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!

    Screenshot of a Slido poll embedded in an Agenda session with a Custom Tab.

    ⭐ 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.

    Screenshot of the Attendance Management section of the session creation modal.
  • 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, use an Internal Link instead.

    ⭐️ Keep in mind, you can't add attachments when importing data.

    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.

    Screenshot of the Attachments section of the session creation modal.

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.

Manage sessions

After you've added some sessions, there are several actions you can take 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

    • Assign to Track

    • Delete

Animated GIF showing a user re-ordering a session, activating the settings cog for a session, and multi-selecting a session.

Agenda in practice

Navigation

Attendees can access the Agenda on the Web App or Mobile App by clicking or tapping the feature. The feature opens in the Default View you selected. On the Day view, attendees see sessions listed out by time. At a glance, attendees can see the name, number of participants (if enabled), and tracks. If the session has an active live stream or recording, they'll also see buttons for those, and any sessions happening currently or within 15 minutes appear in the Happening Now carousel.

Two screenshots showing the Agenda on the Web App and Mobile App.

Attendees can toggle between days using the date bar above the session list screen. Tapping or clicking on a session takes them to the session page. They can also click the Month or Year views to see other dates that have sessions.

⭐️ 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.

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.

Two screenshots showing an Agenda session on the Web App and Mobile App. Both have an active live stream.

Attendees on the Web App and Mobile App can take notes for a session by either clicking or tapping the notepad icon in the upper right corner of the screen.

Two screenshots showing where users can access session notes on mobile and the web app.

Live stream experience

Fifteen minutes before a session's start time, a session's live stream becomes available to attendees, and it appears in the Happening Now carousel. 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. 📫

When Webex Events Closed Captions & Translations is enabled with Webex Events Streaming or RTMP, attendees simply click the CC icon on the Web App or tap the CC icon on the Mobile App to turn closed captions on. They can also select their preferred language from the Language dropdown on the Web App or the settings (⚙️) icon on the Mobile App, and the closed captions will translate to that language.

Screenshot showing a live stream in an Agenda Session with Webex Events captions enabled.

When using a third-party caption provider, attendees on the Web App click the Show Captions button under the live stream to reveal closed captions. If you've arranged audio captions, the button says Audio Captions.

⭐️ Keep in mind, the Mobile App doesn't support third-party captions.

To participate in Chat, Q&A, Polling, or Custom Tab content, 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).

Want to see more of the Agenda in action? Schedule a demo today!

Metrics

Screenshot of the Features panel of the Metrics page. The Agenda feature is selected.

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:

  • 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 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 support@socio.events

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