Normally, any attendee can add a session to their Personal Agenda without restriction. Attendance Management is an optional facet of Agenda sessions that lets you create limited capacity or closed sessions. If you set a specific capacity limit for a session, attendees can add the session to their Personal Agenda until the limit is reached. If you set a session to Closed, you'll set up Preset Agendas so that only attendees you add to the session can have it in their Personal Agenda.
Let's take a look at how this works. 🔍
⚠️ Caution, Attendance Management is not a session check-in system, and it doesn't hide sessions from participants. It simply lets you limit which attendees can have certain sessions on their personal agenda. If you want certain sessions to only be visible to certain people, consider using Tracks.
Enable Attendance Management
When editing a new Agenda session, click the Attendance Management section to expand it. The default Attendance Management setting is Open so that anyone can add the session to their Personal Agenda.
Click the Status drop-down and select either Closed or Limited Capacity, then check the Customize the denial message box if you want to edit the default Denial Message. This message appears when an attendee tries to add the session to their Personal Agenda and the session is full or they're not in the participant list.
Closed means that only attendees you add to the session can have that session in their Personal Agenda.
Limited Capacity means that attendees can add the session to their Personal Agenda until the Maximum Capacity is reached. Attendees can see session capacity in the Day View and the expanded session view.
If you selected Limited Capacity, enter a number in the Maximum Attendance field. Attendees will see the current and maximum capacity listed below the session title. Until the capacity is reached, any attendee can add the session to their Personal Agenda.
⭐ Keep in mind, if you uncheck the Show participants list box in the Agenda's settings, the participant count won't appear.
If you selected Closed, only attendees you add to the Participant List will see the session in their Personal Agenda. All attendees can still see the session and join the live stream (if any) unless you restrict visibility using Tracks or Groups.
Finish any other edits to the Agenda session, then click Save Changes.
If you simply set a limit on the session's capacity, you're all done! Bye. 👋
If you set the session to Closed to limit it to only specific people, keep reading. 📖
Add Session Participants
When you set a session to Closed, it can only appear in attendees' Personal Agendas if you add it. You can do this using one of three methods. The one you choose depends on your needs, so here's a quick overview of each:
Import Preset Agendas - Best for when you need to add a lot of sessions for a lot of attendees.
Add attendees to a single session manually - Best for when you need to add a single session for a lot of attendees.
Add one or multiple sessions for one attendee manually - Best for when you need to add sessions for just one attendee.
⭐️ Keep in mind, attendees can remove themselves from sessions you add. They can also add sessions to their My Agenda that you didn't add if they don't have access.
Now, let's look at each of these in detail. 🔍
Import Preset Agendas
The fastest way to add lots of sessions to a lot of Personal Agendas is via import. To import Preset Agendas, go to the Users & Groups page and click the Preset Agendas tab.
In the modal that appears, click the Download button to download the import template.
After a few moments, you'll see a notification that the template is ready to download. Click the Click here to download link to download the .xlsx file. If you missed the notification pop-up, simply click the bell icon next to your user avatar in the top right corner of the screen to find it again.
Fill in the template with the session information for attendees. Refer to the Instructions sheet in the file to learn how to assign sessions on the Preset Agendas sheet. Check out our Import Feature Content article for detailed instructions on using import templates.
Once you've filled in the file and imported it via the Import Preset Agendas modal, all attendees with Preset Agendas will see the Closed sessions when they visit their My Agenda page. 🙌
Add attendees to a single session manually
On the Edit Agenda page, simply click the Settings (⚙️) icon next to the session, and click Session Participants.
⭐ Keep in mind, you can also use the Session Participants modal to see which attendees have added the session to their personal agenda, if the session is open or limited.
In the modal that appears, click the Add Attendees button. This opens the Add Attendees modal where you can search for attendees by name. Click on an attendee's name in the search results to add them to the Session, and then click Add Attendees when you're done adding as many as you like.
Add multiple sessions for one attendee manually
If you need to add one person to the Participant Lists for several sessions at once, you can do so very quickly from an attendee profile.
Go to the Users & Groups page, find the attendee whose agenda you want to add sessions to, and click on their name to view their profile.
In the attendee's profile, click the Personal Agenda tab, then click Add Sessions. In the modal that appears, use the search field to locate sessions by name. As you search the session list, click each session you want to add, then click Add Session(s) at the bottom of the modal when you're done.
You can also remove sessions from an attendee's Personal Agenda tab by clicking the Settings (⚙️) icon next to a session and clicking Remove from Personal Agenda.
Export or remove attendees from a Participant List
In the Session Participants modal for an Agenda session, the Current Attendees field shows the attendees that have added the session to their personal agenda or have been assigned to the session.
Click the Settings (⚙️) icon next to an attendee to remove them from the session.
To export the Session Participants list for the session, check the box at the top left corner of the list, then click the three-dot icon next to the search box, and click Export.
After a few moments, you'll see a notification that the export is ready to download. Click the Click here to download link to download the .xlsx file. If you missed the notification pop-up, simply click the bell icon next to your user avatar in the top right corner of the screen to find it again.
Now you know everything you need to rock Attendance Management and Preset Agendas! 🎸 Now that your attendees are ready to start interacting with your sessions, check out our guide on attendee moderation.
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