How to manage your agenda session capacity and registration

In the Session module > Preferences tab > Session section, you can:

• Choose the default registration capacity mode for your agenda sessions.
• Choose a registration cut off time for agenda sessions.
• Specify one or more email addresses to be contacted when a session's capacity is full / when attendees register/unregister from a session.
• Manage the colors that will be used in the app to show if a user has registered or not to an agenda session. 

Choose the default registration capacity for all sessions

Select the default setting for managing the session registration and capacity. This is the default setting that will be applied to all sessions created in the workspace (unless specified otherwise):

Beyond this settings, the capacity can at any time be modified individually in each session, using the Capacity settings field. More information

Choose a registration cut off time for agenda sessions

Use this setting to enter a duration in minutes. This duration corresponds to up until how long before the start of a session the participants will be able to register/unregister to the agenda sessions:

Leaving the field blank means that there is no cut-off time.

Once a session can no longer be registered to, unregistered from, a message will show to the app user saying that "Changes are not allowed this close to the start time of the session". The color used for this message is determined by the "Background color for error session block", as explained below.

Choose whether to allow or prevent registrations to concurrent sessions

Use this setting to configure whether or not your attendees will be able to register for sessions that are happening at the same time, such as track sessions:

Limit the maximum number of session registrations

You can use the two following settings to limit the number of sessions an attendee can register to per day and in total for the full duration of the event:

Once an attendee has reached the daily or total limit, they will no longer be able to register to more sessions, except if they unregister from some sessions in order to free up their registration capacity.

Note: If you enable these limits during the event, and some attendees have already exceeded the specified maximum number of registrations, then the limits will not take into consideration these existing registrations. For example, if an attendee has already registered for 3 sessions on the same day, and you set a maximum limit of 1 registration per day, that attendee will no longer be able to register for more sessions on that day, but they will remain registered to the three sessions that existed prior to the limit being added.

Choose who to contact when full capacity is reached or when there are registration changes for a session

Specify one or more email addresses to be contacted when:

• Email address to send an email to when sessions fill up
  Adding one or more email address(es) here will enable this. The result will be that an email will be sent to each email address entered here, whenever a session has reached full capacity. If you leave this field blank, no emails will be sent:
  
  Email address to send an email to when specific session registrations change
  Adding one or more email address(es) here will not fully enable this functionality. In addition to adding the email address(es) here, you will actually need to enable the sending of the emails in each individual session to be monitored, in the "Send an email notification each time someone registers or unregisters from this session" option in the Registration section. More information

Remember to hit Save here to confirm any changes you make.

Choose the colors used to indicate the attendees registration status for the session

You can change the colors of the Session registration bars that the attendees will see in the app, to match your event theme. This is done using the three color fields:

Note: The changes made here will apply to the Session registration component that is present by default in the session display template. Changes made here will impact all the sessions in the event as long as the default Session registration component is present in the display template. These colors cannot be modified for individual sessions.

Here, you can modify the three theme colors to your liking:

Unregistered session color block:

Registered session block color:

Unable to unregister ("error") from session block color:

Note: The "background color for error" color is used only when there is an error when registering to a session.