Tracks

What are tracks and how can I use them?

“Track” is the term used for themes, topics, categories, genres etc. - thematic groupings of sessions.

They are used to help you ensure that you schedule sessions take place in locations that host the required theme. For example if a session has a track of Top Tech then the session can only be scheduled in a location that has the Top Tech track associated with it.

How do I create and manage tracks?

Tracks are easy to create:

  1. Navigate into your event and click on “Agenda Planning” in the left-hand menu
  2. Next click on “Tracks” in the left-hand menu. This brings up the Tracks List view
  3. To create a new track, click the blue ‘plus’ button on the right hand side of the screen
  4. Enter a name for the track
  5. You can optionally add a color to the track at this time.
  6. If you have configured locations, you can associate tracks with locations here too.

How do I add sessions to tracks?

  1. Navigate into your event and click on “Agenda Planning” in the left-hand menu
  2. Next click on “Tracks” in the left-hand menu. This brings up the tracks List view
  3. Find the track that you want to add the session to
  4. Click on the pencil icon at the right-hand end of the row
  5. In the Sessions column, choose the session that you want to add to the track from the drop-down list.

How do I add tracks to locations?

  1. Navigate into your event and click on “Agenda Planning” in the left-hand menu
  2. Next click on “Tracks” in the left-hand menu. This brings up the tracks List view
  3. Find the track that you want to add to a location
  4. Click on the pencil icon at the right-hand end of the row
  5. In the Locations column, choose the location that you want to add the track to from the drop-down list.

Do tracks have to be linked to locations?

If you have a tracks that can be scheduled in any location then:

  • Either: Edit the track and switch the option Schedule sessions needing this resource in these locations off. This will remove the scheduling requirement for the track.
  • Or: Add the track to every location. Do this by editing the ‘locations’ for the track and clicking ‘Select All’

How do I limit the number of sessions running in a track?

You might want to limit the number of sessions in a particular track to ensure you have a diversity of sessions across your tracks. To set this limit do the following:

  1. Navigate into your event and click on “Agenda Planning” in the left-hand menu
  2. Next click on “Tracks” in the left-hand menu. This brings up the track List view
  3. Find the track that you want to edit and click on its name.
  4. Edit the value for ‘Max Sessions’. As you schedule your event Lineup Ninja will be checking to ensure that not more than this number of this sessions in this track.

How do I limit the number of sessions running in a track at the same tine?

You might want to limit the number of sessions running in a track to one or two, so that your attendees that are interested in a particular track can attend as many sessions as possible.

  1. Navigate into your event and click on “Agenda Planning” in the left-hand menu
  2. Next click on “Tracks” in the left-hand menu. This brings up the track List view
  3. Find the track that you want to edit and click on its name.
  4. Edit the value for ‘Concurrency’. As you schedule your event Lineup Ninja will be checking to ensure that not more than this number of this sessions with this track are scheduled at the same time.

Can I use multiple tracks per session?

Lineup Ninja supports multiple tracks per session. If your event was created after 4th June 2021 this will be available automatically, if you created your event prior to this time please contact support to enable multiple tracks.

Some third parties that we integrate with do not support multiple tracks, namely Eventscase and Grip. If you are going to integrate with one of these parties then you should edit the ‘Maximum Tracks Per Session’ on the ‘Event Settings’ page and set the value to 1. Lineup Ninja will then warn you if you have assigned more than one track to a session.

What is Track Scheduling Mode?

If a session has multiple tracks associated with it then there are a few ways you might want tracks to be used to choose a location for the session.

You might want

  • To ensure the location has all of the same tracks as the session.
  • To ensure the location has at least one of the same tracks at the session.
  • Or you might want to just ignore the tracks and schedule it in any location.

There are two places you can configure this, event wide, and per session. To configure the event wide option navigate to ‘Event Settings’ and edit the ‘Track Scheduling Mode’ option. By default all sessions will use this setting but if you have specific sessions that require a different rule then you can navigate into that session and set ‘Track Scheduling Mode’ for that individual session.