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Schedules: Create & Share An Event Schedule
Schedules: Create & Share An Event Schedule

Learn how to create, edit, and share an event schedule with registrants.

Updated over a week ago

Create Schedules to help communicate important event dates and activities to your event attendees.

You can create separate Schedules for different types of registrants, like Attendees, Vendors, Volunteers, Competitors, etc. These schedules can be shared publicly or privately with select groups of registrants.

A Schedule can contain the following details:

  1. Schedule Name - the name of the schedule that will be displayed to attendees.

  2. Schedule Description - the description to display above the main schedule.

  3. Schedule Section - used to group related schedule lines together. For example, you may create Sections named "Day 1", "Day 2" or "Main Stage", "Side Stage".

  4. Schedule Line - represents a scheduled activity with a start time and an optional end time. Schedule Lines are automatically sorted in chronological order within their parent Section.

Adding a Schedule

To add a new schedule:

  1. Go to the Event Manager App > Schedules section > Schedules tab.

    How to add a new schedule
  2. Click the + Add button.

  3. In the Schedule tab, set the required Schedule Name. This value will be displayed to event attendees.

  4. Optionally, fill in a Schedule Description. The schedule description will be displayed above the main schedule activities.

  5. Optionally, add new Sections to help organize related activities (see below).

  6. Add new Schedule Lines to Sections to communicate event activities to attendees (see below).

Add a Schedule Section

  1. Go to the Event Manager App > Schedules section > Schedules tab.

  2. Edit the desired Schedule.

  3. Click the + Section button to add a new Section to your schedule.

  4. Edit the Section Name to customize the label that will be used to group Schedule Lines added to this section. For example, "Track 1", "Track 2", "Day 1", "Day 2", "Main Stage", "Side Stage", etc.

NOTE: The number of schedules you can add may be limited for some legacy subscription plans. Click here for details.

Add a Schedule Line Item

To add a new Schedule Line Item to your schedule:

  1. Go to the Event Manager App > Schedules section > Schedules tab.

  2. Edit the desired Schedule.

  3. Select the Section or nearest existing Schedule Line and click the +Line button to add a new line item to the schedule. The Add schedule line dialog will be displayed:

  4. Title: Set the required Title to describe the new line item.

  5. Title Link: If you wish to have the displayed Title link to a website address, set the Title Link to a valid website address.

  6. Description: Optionally, provide a more detailed description of the line item that will be shown on the schedule.

  7. Start Date: Adjust the required start date of the schedule item if needed.

    TIP: Use the time increment buttons (e.g. + 00:15) to quickly add common time increments to the Start Date. Use the Copy button to copy the current Start Date into the End Date field.

  8. End Date: Specify an optional end date if you wish to communicate a range of time for the new line item.

    TIP: Use the time increment buttons (e.g. + 00:15) to quickly add common time increments to the End Date.

  9. Image: Upload an image that will be displayed for the line item. Images make it easy for attendees to quickly scan through your schedule to find interesting activities. It's helpful to upload images like a speaker profile picture, band photo, vendor/sponsor logo, etc...

  10. Location: Specify an optional location to communicate where this activity will occur. Live event examples may be "Ballroom A", "Lobby", "Hall 3", etc. For virtual events, examples may be "Zoom", "Livestream", etc.

  11. Location Link: If you wish to have the displayed location text linked to a website address, set the Location Link to a valid website address. For a virtual event, it can be useful to set the Location Link to the online meeting link. For example "https://zoom.us/j/xxxxxxxxxxx".

Copy a Schedule Line

  1. Go to the Event Manager App > Schedules section > Schedules tab.

  2. Edit the desired Schedule.

  3. Select the Schedule Line you wish to copy.

  4. Click the Copy button from the inline menu:

    Copy an existing Schedule Line Item

Move a Schedule Line between sections

To move a Schedule Line between sections, use the inline Move Up/Down buttons, like so:

  1. Go to the Event Manager App > Schedules section > Schedules tab.

  2. Edit the desired Schedule.

  3. Select the Schedule Line you wish to move between sections.

  4. From the inline menu buttons, click the Move Up / Move Down buttons:

    Moving a Schedule Line between sections

Sharing a Schedule

You may control which attendees can view a schedule by adjusting the Sharing settings. Attendees can view schedules through your Event Portal, by browsing to a Share Link, or by viewing an embedded schedule on a 3rd-party website.

Publish a schedule to your Event Portal:

  1. Go to the Event Manager App > Schedules section > Schedules tab.

  2. Select a schedule to share from the list and click the Edit button.

  3. In the Sharing tab, choose with whom you would like to share the schedule. You must share the schedule before it will be visible to attendees. When sharing a schedule you have three options:

    1. Not Shared - Only administrators will be able to view the schedule by previewing it. Attendees cannot access or view a schedule that is not yet shared.

    2. Public - Everyone who visits the Event Portal Web App can see a Public schedule. Visitors to 3rd-party websites that have embedded this schedule can also see the schedule details. Generally, when embedding a Schedule in a 3rd-party website, we recommend making Schedules that will be embedded Public to ensure the schedule can be accessed.

    3. Private - A private schedule means that the schedule can only be viewed by groups of approved registrants that you specify. You may specify multiple groups if needed.

To share a link to your Schedule:

Once your schedule has been published, you may wish to share a direct link to your schedule:

  1. Go to the Event Manager App > Schedules section > Schedules tab > Edit a schedule > Sharing tab.

  2. Inspect the Sharing setting to ensure your schedule is shared.

  3. Copy the link found in the Share Link field.

  4. Distribute this link to anyone you want to view your schedule.

To embed your Schedule in a website:

You may embed any publicly share schedule into an existing website you have access to modify. To learn more about embedding a schedule, please click here.

Delete All Schedule Items

You may need to delete all of your schedule sections and schedule line items. Removing all schedule sections and line items can often be helpful to do before importing new Schedule Lines from a file.

To start over and delete all items from a Schedule:

  1. Go to the Event Manager App > Schedules section > Schedules tab > Edit a schedule.

  2. Click the Delete All button.

  3. Type "YES" when prompted to confirm you wish to permanently delete all existing items. NOTE: All Schedule Sections and Schedule Line Items will be permanently deleted and cannot be recovered.

  4. Click OK.

All Schedule Sections and Schedule Line Items will be permanently deleted.

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