Uploading Sessions in Bulk

Sessions make up the program of an event. Participants can click on a session in the event page’s [Programs] tab to view a page with session details, speaker information, and downloadable materials. This article outlines how to upload multiple sessions at once. 

1. How to Upload Sessions in Bulk
2. Configure Additional Session Details
3. Hiding Sessions From the Event Page
4. Additional Notes

1. How to Upload Sessions in Bulk

Navigate to [Contents]>[Sessions]>[Create new] and click [Bulk upload].

Click the [Download template] button to download an Excel spreadsheet. 

The following image shows an example Excel file, and the table below outlines how to fill in the information on the spreadsheet template. 

Column Name	Required/ Optional	Description	Examples/ Requirements
1. Date (date)	Required	The date of the session	Ex: 2024/11/17
2. Start time (startTime)	Required	The time that the session starts	Ex: 10:00
3. End time (endTime)	Required	The time that the session ends	Ex: 16:00
4. Session name (name)	Required	The title of the session	Up to 256 characters
5. Speakers (speaker)	Required	Displayed information about the session speaker(s) If there are multiple speakers, each speaker must be listed on a separate line within the cell.	Up to 256 characters
6. Description (description)	Optional	The session description	Up to 2048 characters
7. Location/Category (location)	Required	The meeting room or physical location of the session For virtual sessions, this field can alternatively be used as a general label, category, or topic. This field can be used as a filter on the [Programs] tab	Ex: Main Hall Ex: Track B Ex: Marketing
8. Web page (sessionUrl)	Optional	A website URL displayed at the bottom of the session detail page	Invalid URLs result in an error when uploading the file.

<tips>You cannot upload the session file if any of the required fields are blank. You can modify these fields later, so ensure you input a value for each session's required fields in the template file.</tips>

Save the Excel file once finished, ensuring the word "session" is in the file name.

Returning to [Contents]>[Sessions]>[Create new]>[Bulk upload] on the event management page, select the Excel spreadsheet template file for bulk upload.

Confirm the displayed information and click [Add].

2. Configure Additional Session Details

To edit the session fields that are not included in the Excel file template, select a session and click [Edit].

The table below outlines the additional configurable fields. 

Field	Required/ Optional	Description	Requirements
Profile images	Optional	Photos of the speakers	- Recommended size: 128px × 128px - Format: JPG/PNG
File attachments	Optional	Session slides or related collateral for participants to download Optionally add a [Thumbnail image] for each file.	- Max 3 files, each up to 50MB - Any format - File Name: fewer than 100 characters recommended [Thumbnail image]: - Recommended size: 250px × 250px - Format: JPG/PNG
Capacity	Optional	The maximum capacity for the session This should be used when there is limited seating for an in-person or hybrid session.  Participants can register for specific sessions during the registration process or from the [Programs] tab on the event page. Participants cannot register for a session when it is at capacity; however, they can still watch it virtually on the event page, as applicable.
Connect Video Channel	Optional	Connects a video stream channel to a session Connecting a channel to a session enables the following features: - Session information is displayed below the video when played on the [Stage]. - Participants can play the video stream by clicking the [Watch Now] button in the session information under the [Programs] tab. - Session analytics can be viewed via [Analytics]>[Session analysis].

<attention>Deleting a session also deletes any data connected to that session. This action cannot be undone.</attention>

3. Hiding Sessions From the Event Page

Hiding sessions from the event page may be helpful while the event sessions are still under construction, thus preventing participants from viewing the sessions before they are ready.

To hide sessions from the event page, navigate to [Contents]>[Modify event tabs] and click the option to disable the [Programs] tab. Click the same option to enable the tab once you are ready to display the program's sessions on the event page. 

4. Additional Notes

• The maximum number of sessions you can upload via one Excel file is 500.
• You cannot delete sessions in bulk; you must individually select and delete sessions via [Contents]>[Sessions].
• Uploading an Excel file creates new sessions; it does not overwrite existing session data.
• The downloadable template file will vary depending on the event's language settings. Use a template file that matches the language of the event.
• Exceeding the character limit for a value in the Excel file will result in an error. Adjust character limits according to the resulting error before uploading again.
• Including an invalid URL in the "Web page" field will result in an "Invalid" error. Correct the URL before uploading again.