Agenda management

​In the agenda, you can add all activities, lectures, and sessions of the event. The number of activities is unlimited and you can add in each of the information about location, speakers, sponsors, exclusive materials, and even build content tracks for your participants.

How do I create an activity?

If you wish to have more than 100 activities on your agenda, it's required for the participants accessing the event to have an i7 computer or Apple M1 chip in order for the Virtual Lobby to load properly with no delay.
  1. Manually

Go to Agenda > Activities then click on the button in the upper left + Add activity and insert info such as: title, start and end time, location, and visibility. Press Create.

create an activity
  1. Via spreadsheet

You can also upload your agenda via spreadsheet, all activities at once. Go to Agenda > Activities > press Edit > Import and download demo file.

It is possible to fill in the name, description, address, location, start and end time, number of vacancies among other information.

Once the spreadsheet is all filled in, click on the green button with the folder icon and next press Import.

To add various speakers/sponsors via spreadsheet, add the names separated by a comma (,).
I can't seem to upload activities via spreadsheet. Why is that?

Click here to check the most common errors when importing activities to the agenda.

How do I edit an activity?

Go to Agenda > Activities > Edit > and select the activity you would like to edit.

Gif on how to edit the activity's details

You should be able to edit the fields below:

  • Name, start, and end time
  • Description: you can use bullet lists on the WYSIWYG editor.
  • Place: click here to learn how to create places.
  • Number of vacancies: how many people can enroll in this activity.
  • Number of people present: how many people are online at the activity.
Editing the activity's details

Setting up virtual rooms

  • Virtual room: you should check this box if your activity is happening online.
  • Room cover: The desired size is 280 x 160 px.
  • Session replica: if you wish to replicate an activity settings, click here for more information.
  • Room status label: each room will display a status label in its upper left corner.
  • Room video mode: click here to check our room video modes.
Depending on which room video mode is selected, some of the fields described below will vary. 
Activitys details
  • Room host: here you should define who is going to be the room host. Click here to learn the room host's permission.
  • Room recording: you should check this box if you'd like your activity to be recorded. Click here for further information.
  • Number of presenters: how many presenters you would like to have in the room. The maximum number of speakers will be 17.
  • Speech to text transcription: the transcription will be generated automatically in the language of your preference. You will be able to select the speech-language and a translation option language. Click here for further information.
  • Audio interpretation: you can add audio interpretation channels to enable simultaneous language interpretation.
  • Follow up session: if you want to send your viewers to the follow-up session.
  • Ask for feedback when leaving: if the activity has a feedback form, a pop-up will be shown when leaving the session. Click here for further information.

Access policy

Define whether you would like the attendees to be able to join activities before their start time and after their end time.

  1. Join sessions before starting

If you select No, the attendees will not be able to join an activity before its scheduled start time.

If you would like attendees to be able to join a room before the activity starts, you will be given the option to decide if they should be able to join 5, 15, 30 minutes or 1 hour prior to the activity's start time.

Access policy for activities
  1. Join sessions after ending

If you select No, the attendees will not be able to join an activity after its scheduled end time.

If you would like attendees to be able to join a room after the activity ends, select Yes.

If you would like to configure an access policy for the entire event instead of configuring it for each session, you can do so too. Click here for further information.

Settings

Here you will be able to configure your activities by controlling the visibility of the following fields for your participants:

Activity's Settings
General settings
  • Automatic enrollment: all attendees from the event will be automatically enrolled in the activity
  • Highlighted position: the room cover will appear bigger in the Virtual Lobby.
  • Interactions notifications: notifications (questions, polling, feedback) from this activity will appear under Alerts.
  • Activity visible to attendees: if enabled, the activity will be visible to the attendees. If disabled, only administrators will see the invisible activity and there will be a tag that says Invisible to let the admins know that the activity is invisible to everyone else.
  • Enrollment lock: The enrollment operations will be locked and attendees will not be able to register in this activity anymore.
  • Raise hands: By enabling this feature attendees will be able to click on the Raise hands icon during this session. If you wish to activate this function for the Breakout room created within the Session, click here to learn how.
Tab Visibility
  • Hide chat: It will hide the Chat tab in this activity in the Virtual Lobby.
If you enable the option Hide chat, the public chat the users use to communicate with each other will disappear, but the private chat will still be available in the room for speakers, admins, staff, and room host.
  • Hide poll: It will hide the Polling tab in this activity in the Virtual Lobby.
  • Hide quiz: It will hide the Quiz tab in this activity in the Virtual Lobby.
  • Hide questions: It will hide the Questions tab in this activity in the Virtual Lobby.
  • Hide people: The People tab will be hidden from users in this room. Admins and speakers will still be able to see the tab.
  • Hide files: It will hide the Files tab inside this activity in the Virtual Lobby
  • Hide breakout rooms: It will hide the Breakout rooms tab inside the activity

Content: speakers, sponsors, files, tracks and breakout rooms

  1. To associate activities with speakers, check this article.
  2. To associate activities with sponsors, check this article.
  3. To insert files in the activities, click here.
  4. To create trails of content using tracks, check this article.
  5. To create chains between activities, check this article.
  6. To create breakout rooms, check this article.

Can I delay activities?

Yes! To delay an activity, press Edit > select the activity you would like to delay and press Delay activity > confirm by clicking Delay.

screenshot showing how to delay activities
Be careful when delaying activities as it delays other activities if input first.

How can I define in which order my activities will appear to the attendees?

Our agenda respects alphabetical and numerical ordering. So, if you need to determine a specific sequence, you can make use of the following options:

  1. Numerical order: place a number in front of the activity name, such as 1) Activity name; 2) Name of the activity; 3) Name of the activity.
  2. Alphabetical order: put a letter in front of the activity name, such as A) Activity name; B) Name of the activity; C) Name of the activity;
  3. Temporal order: register the activities with sequential schedules to determine their order, such as 08:00:01; 08:00:02; 08:00:03.

How do I create schedules for different audiences within the same event?

If you'd like to have different schedules for different audiences, you can link lists of people to activities. This way, only those on the list can see the activity and subscribe to it.

Alternatively, you can create activities with restrictions and choice blocks, take a look at this article to have more information.

How do I save calendar activities as a PDF file?

To save activities in PDF format, you can also add an Agenda section to your hot site and, while viewing the website in the browser on a PC, select CTRL + P on the keyboard or on the Mac, ⌘ + P and select the destination printer as Save as PDF and press Save.

Adding a hotsite section to extract Agenda in PDF will only be possible if there is a hotsite tool in the package purchased with InEvent.

How to check if the participants' agenda is full?

Go to Settings > Tools > scroll down until the Extra section and enable Excel sheets with activities.

Download the attendee's report. In the report, find the "filledSchedule" column. The filling options are "0" and "1", where "0" means that the agenda is not yet full and "1" that the agenda is full.

How can I enroll attendees in activities?

There are numerous possibilities to register participants in their activities. Check this article to learn all the possibilities.

Can I send a push message only to attendees enrolled in one specific activity?

Yes! Click here to learn how.

How can I remove activities?

If you wish to delete one or more activities you can simply follow the next steps. Bear in mind that you will see a different pop-up message to confirm the action depending on the activity (if it has a recording or not).

Activities with no recording

  1. Go to Agenda > Activities > press Edit
  2. Select the activity you wish to remove and press Remove
  3. Press Remove again in the pop-up message
  4. Click End
screenshot showing how to delete an activity

Activities with recording

  1. Go to Agenda > Activities > press Edit
  2. Select the activities you would like to remove and press Remove
  3. Type in the corresponding field: DELETE ACTIVITY AND RECORDINGS.
  4. Press Delete to confirm the action > press End.
screenshot showing how to remove an activity

Can I extract a report?

Yes! To extract a report of all your activities, press Edit and you will see a Report button in the upper left. Click on it and you should receive an email with the report.

report button inside the activity

If you wish to generate reports for specific activities, click on an activity, press Edit and you will see a Report activity button at the upper right. Click on it and you should receive an email with the activity's report.

Report an activity


How Did We Do?