Agenda Planning

How do I set up an empty agenda?

Once you have configured some opening times and locations for your event, an agenda planning board will appear. From here you can edit the locations’ availability, and when you have sessions, allocate them to times and locations.

How do I add breaks to the agenda?

  1. Navigate to Agenda Planning, and then the Locations list view.
  2. Select all of the locations that you want to add a break to.
  3. From the drop-down menu, choose “Make unavailable (add breaks)”
  4. Use the date picker to choose the day and start time of the first break, then set the break’s duration.
  5. Repeat for subsequent breaks.

How do I set the default session duration?

In the Event Settings view, there is an option to set the default session duration. All sessions that are created will have this duration unless they are configured otherwise (for example, if you ask submitters to specify the session duration in the Call for Papers).

What can I use labels for?

Labels can be used for whatever you need them for. Some clients use them for things like session format: “presentation”, “panel discussion”, “fireside chat”, “round-table”, etc.

How can I see more of the event schedule in the agenda planner view?

You can use the ‘hide’ controls to hide various elements of the agenda planner view:

This will give you more screen space to see your agenda. The show/hide controls are minimized, but they’re still available:

Can I make my locations narrower, so that I can fit more of them on the screen?

Yes! In the Agenda planner view, click on the settings cog icon: This will bring up a View Options dialogue: Change your locations from “Wide” to “Narrow”, and click OK: Your agenda planning view will now show those locations in Narrow format, so you can fit many more of them on the screen:

Is there any way to reorder the locations as they appear on the Agenda Planner?

Yes! In the Agenda planner view, click on the settings cog icon: This will bring up a View Options dialogue: Use the drag handles (they look like equals signs) to drag locations up and down the list to reorder them:

How do I hide certain locations in the planner view while I’m not working with them?

In the Agenda planner view, click on the settings cog icon: This will bring up a View Options dialogue: Hide locations using the hide buttons:

How can I find a session in the planner view?

In the agenda planner view, there is a search tool in the top-right corner of the screen: When you enter a search term, two things happen:

  1. Scheduled sessions that match the search term remain unchanged; sessions that do NOT match are greyed out.
  2. Unscheduled sessions that do match the search term remain unchanged, unscheduled sessions that do NOT match the search term are hidden from the list: To clear the search term, either delete the text in the search box, or click on the grey ‘x’ at the right-hand side of the search box.

My planned sessions sessions have a colored stripe down the side. What does this mean?

The colored stripe down the side of planned sessions indicates the session’s status:

- Green: the session has been scheduled for a time and location and all of its planning constraints have been met. Everything is OK!

- Red: the session has been planned but at least one of its planning constraints has not been met. The session needs some attention

- Amber: the session has been scheduled for a time and location and all of its planning constraints have been met. However, the speaker has not confirmed that they can present at the scheduled time and location yet.

Speaker confirmation is disabled by default, in which case planned sessions will only be displayed as green or red. You can enable speaker confirmation by navigating to Agenda Planning -> Speakers -> Confirmation, and using the toggle switch to enable speaker confirmation.

In the agenda planner view, some of my sessions have a red stripe down the side. How do I see what the problem is with them?

  1. Mouse over the info icon (an ‘i’ in a circle) on the session in question
  2. This will bring up an information pop-up giving you details about the session. Planning constraints that are met will be displayed with a green tick next to them. In the below example, all the speakers are available, the location is available, and has sufficient capacity for the expected audience (200), the location has the appropriate track associated with it (“Inbound Marketing”), and the necessary resource (Wi-Fi).
  3. Any problems with this session being scheduled in this location and time will be indicated by a red ‘no entry’ icon. In this instance, the session has a scheduling rule that says that the session must take place in the same venue as another session: “Blogging & Authenticity - Part 1”.

Why do some times/locations become greyed out when I drag a session over them?

As you pick up a session to drag and drop it onto the planning board, Lineup Ninja evaluates that session’s planning constraints. It greys out times and locations that are not valid for that session.

If you hold the session over an invalid time, it will display the reason(s) why that session cannot be allocated to that time:

What does the thumbtack icon / pin icon on planned sessions do?

The pin icon on planned sessions allows you to pin sessions to the planner board so that they can’t be picked up, dragged and dropped.

Pinning sessions is useful if you are absolutely sure a session will take place in that location and at that time, and don’t want it to be changed easily (or accidentally). Examples of when you would use session pinning include: opening welcome address and closing plenary; sponsored sessions where sponsors have paid for a specific time slot in a particular location.

What does 'Pin All' mean?

Pin all simply sets all the currently scheduled sessions to pinned, so they can’t be easily changed to different times/locations.

This is uesful when you’re happy with your agenda and don’t want someone else in the team to come along and start messing with it!

What does

Unpin all simply sets all the currently scheduled sessions to unpinned, so they can be easily moved around.

What does the “Remove Invalid Unpinned” button do?

This simply moves all sessions that are unpinned AND invalid (i.e. they have a red stripe down the left-hand side) from the planner board onto the Unscheduled Sessions list.

What does the “Remove All Unpinned” button do?

This simply moves all sessions (valid and invalid, or green, amber and red) that are unpinned from the planner board onto the Unscheduled Sessions list.

What does the “Auto Schedule” button do?

Auto Schedule will go through the list of Unscheduled Sessions and try to find valid times and locations for each one.

Auto scheduling your entire agenda is quick, but you might want to review the results before publishing it! We recommend using it with session pinning to build your agenda iteratively.

Also in this section

    Scheduling

    How to use Lineup Ninja's tools to schedule your event effectively

    Locations

    (AKA stages, rooms, venues etc)

    Speakers

    (AKA presenters, authors, nominees, entrants, artists, acts)

    Sessions

    (Presentations, workshops, round-tabes, demonstrations etc)

    Tracks

    (AKA Themes, topics, categories, genres)

    Resources

    (Physical resources required by the session)

    Publish Agenda

    Learn how to publish your agenda

    Export Agenda

    Learn how to export your agenda