Recruitment CRM: Manage Scheduled Event Sessions

How, when, and why your campus uses Event Attendee Scheduled Sessions will be determined by internal business processes. Depending on how the Event record has been setup users who request Visits may have Event Attendee Scheduled Sessions automatically assigned to them when they sign up, sign up for optional Event Attendee Scheduled Sessions, or it may be up to staff to assign them.

However your campus manages Event Attendee Scheduled Sessions, this article provides an overview of how to view, manipulate, add, and assign Event Attendee Scheduled Sessions as needed.

Managing Scheduled Event Sessions

  1. Navigate to the desired Event Attendee record via your preferred way to access Review Requested Events or Visits.
  2. From the Event Attendee record click on the Manage Scheduled Event Sessions button at the top or bottom of the Event Attendee Detail section.
    The Manage Scheduled Event Sessions button above the Event Attendee Detail
  3. Depending on your needs and internal business practices you may need to do one or several of the items below.
    • The Scheduled Sessions section will have any already scheduled sessions available to manipulate as needed.
      The Scheduled Sessions section with three sessions showing
      • Session Status and Assigned Staff Contact are able to be manipulated directly from the list.
      • To finalize any changes made click on the Update Scheduled Sessions button.
      • To remove any sessions click on the Del link to the left of the Session Name.
      • Clicking on the Session Name will bring you to the main Event Session record.
        • If trying to make changes to just this session make sure you find the Event Attendee Scheduled Session record you want to work with in the list at the bottom of the Event Session record.
        • It may be easier instead to delete a session and Add a One-Off Event Session if trying to change something for just this Event Attendee.
    • The Available Event Session section will have any sessions available for that Event record that are not already scheduled for the Event Attendee.
      The Available Event Sessions section with a session showing
      • Check off the box to the left of the Session Name for any individual session you'd like to add or check off the top box to add all in a longer list.
      • Once the desired sessions are checked off click on the Add Checked Event Sessions button to finalize and add the sessions to the Scheduled Sessions area.
    • The Schedule One-Off Event Session area allows you to enter information for a single session for just this Event Attendee.
      The Schedule One-Off Event Session section
      • Session Name allows you to name the session and is a required field.
      • Session Location (Lookup) allows you to search for and associate an Event Location record with the Lookup icon.
      • Session Start Time allows you to enter a start time for the session and is a required field.
      • Assigned Staff Contact allows you to search for and associate a Contact or User record with the Lookup icon.
      • Session Type allows you to use the dropdown to select a type in accordance with your internal business practices.
      • Session Location (text) allows you to enter a text location if you are not using the Session Location (Lookup) field.
      • Session End Time allows you to put an end time for the session and is a required field.
      • Once you fill in all the information you need click on the Add One-Off Event Session button to finalize the session and add it to the Scheduled Sessions area.