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Creating Sessions

Sessions are the building blocks of your event schedule - the individual talks, workshops, panels, and activities that attendees will participate in. This guide covers how to create and manage sessions for your event.

Prerequisites​

To create and manage sessions, you must be:

  • An Admin or Organizer for the event

Speakers and Attendees cannot create or edit sessions.

Editing Sessions

You can create and edit sessions at any time, even when your event is archived. There are no restrictions based on event status.

Accessing Session Management​

  1. Navigate to your event in the Event Admin area
  2. Click Sessions in the sidebar
  3. Use the day navigation to switch between different days of your event

The session manager shows:

  • Sessions organized by day
  • Total session count and breakdown by type
  • Conflict detection warnings
  • Quick editing capabilities

Creating a Session​

Basic Session Creation​

  1. Go to Event Admin > Sessions
  2. Select the day you want to add the session to
  3. Click New Session
  4. Fill in the required information:
    • Title (required) - The name of your session
    • Session Type (required) - Choose from available types
    • Start Time (required) - Select time using AM/PM format (e.g., 2:00 PM)
    • End Time (required) - Must be after start time
    • Day (required) - Which day of your event (Day 1, Day 2, etc.)
  5. Click Create Session

The session is created with chat enabled by default.

Session Fields Explained​

Required Fields:

  • Title - Keep it concise and descriptive
  • Session Type - Affects how the session is displayed
  • Start Time - When the session begins
  • End Time - When the session ends (must be after start time)
  • Day Number - Which day of your multi-day event

Optional Fields:

  • Short Description - Brief summary (max 200 characters) shown in agenda views
  • Description - Full details shown on the session page
  • Stream URL - Link to your Vimeo video (live stream or pre-recorded)
  • Chat Mode - Control whether you have all chat (public + backstage), only backstage chat, or no chat

Session Types​

Choose the type that best describes your session:

TypeDescriptionCommon Use
KeynoteMajor address or opening/closing speechConference opening, featured speakers
PresentationStandard talk or lectureMost talks and presentations
WorkshopHands-on learning sessionInteractive training, tutorials
PanelPanel discussion with multiple speakersGroup discussions, Q&A panels
NetworkingUnstructured networking timeCoffee breaks, social hours
Q&AQuestion and answer sessionDiscussion sessions, AMAs

The session type affects:

  • How the session appears in your agenda
  • Visual styling in the schedule

You can assign any speaker role to any session type - the type is just for organization and display.

Multi-Day Sessions​

For multi-day events, sessions are organized by day number:

  • Day 1 = Your event's start date
  • Day 2 = Start date + 1 day
  • Day 3 = Start date + 2 days
  • And so on...

When creating a session, select the appropriate day number. The system automatically calculates the actual date based on your event's start date.

Organizing Multi-Day Schedules​

Tips for multi-day events:

  • Use consistent timing across days (e.g., keynotes always at 9:00 AM)
  • Leave buffer time between sessions for transitions
  • Consider timezone when scheduling (times are in your event's timezone)
  • Group similar session types together

Session Visibility Windows​

Control when session content (video and chat) becomes accessible to attendees. This helps keep attendees focused on what's happening now rather than wandering into sessions that haven't started yet.

Setting Event-Wide Defaults​

Set a default visibility window for all sessions in your event:

  1. Go to Event Admin > Event Settings
  2. Find the Session Visibility Window dropdown
  3. Choose your default:
    • Always visible - Content available anytime (default)
    • 2/5/10/15 minutes before/after - Content only accessible within that window around the session time

Per-Session Overrides​

Override the event default for specific sessions:

  1. Edit the session
  2. Find the Visibility Override field
  3. Choose:
    • Use event default - Inherits the event-wide setting
    • Always visible - This session is always accessible
    • X minutes before/after - Custom window for this session

How Visibility Windows Work​

When a visibility window is active:

  • Before the window opens: Attendees see a message that the session isn't available yet
  • During the window: Full access to video and chat
  • After the window closes: Content becomes inaccessible (unless VOD is enabled)
Use Cases
  • Conferences: Keep attendees in the current session, not browsing ahead
  • Live events: Build anticipation by revealing content at showtime
  • Workshops: Ensure everyone starts together

Chat Modes​

Control who can access chat for each session:

Enabled (Default)​

  • Creates two chat rooms: Public and Backstage
  • Public chat: All event attendees can participate
  • Backstage chat: Only speakers and organizers
  • Best for most sessions where you want attendee interaction

Backstage Only​

  • Creates only a Backstage chat room
  • Only speakers and organizers can chat
  • No public attendee chat available
  • Best for:
    • Sessions where you don't want attendees interacting in chat
    • Sensitive topics or client presentations
    • Coordinating between speakers without public chat
    • Pre-session planning and rehearsals

Disabled​

  • No chat rooms created
  • Nobody can chat during this session
  • Best for passive content or when using external chat tools
Chat Rooms Auto-Created

When you create a session, chat rooms are automatically created based on your chat mode selection. You don't need to set them up separately.

Editing Sessions​

You have two ways to edit sessions:

Quick Edit (Inline)​

Available in Event Admin > Sessions:

  1. Find the session in your session list
  2. Click on the field you want to edit (title, time, description, etc.)
  3. Make your changes
  4. Changes auto-save after 500ms

This is fastest for small updates like fixing typos or adjusting times.

Full Edit Modal​

Available from the public session page (where attendees watch videos):

  1. Navigate to the session page
  2. Click the Edit button (admins/organizers only)
  3. Make your changes in the modal
  4. Click Save Changes

This is better for making multiple changes at once, especially when you're viewing the session as attendees see it.

What You Can Edit​

You can change any session field after creation:

  • Title and descriptions
  • Session type
  • Start and end times
  • Day number (move to a different day)
  • Chat mode
  • Status
  • Stream URL
Moving Sessions

If you change the day or times, check for speaker conflicts. The system will warn you if a speaker is double-booked.

Deleting Sessions​

To delete a session:

  1. Find the session in your list
  2. Click the menu icon (three dots)
  3. Select Delete Session
  4. Confirm the deletion
Permanent Action

Deleting a session removes it permanently, including:

  • All speaker assignments
  • Associated chat rooms and message history
  • Session from attendee schedules

This cannot be undone.

Video Platforms​

Add video streaming to your sessions with support for multiple platforms and flexible stream modes.

Stream Modes​

Each session has a stream mode that determines how video is handled:

ModeDescriptionUse Case
NoneNo video for this sessionNetworking breaks, in-person only sessions
LiveLive video during the sessionReal-time presentations, workshops, Q&A
Pre-recorded (VOD)Pre-recorded video contentAsynchronous content, speaker couldn't attend live

Video Visibility Controls​

Fine-tune when and what attendees see:

  • Show Video - Master toggle to show/hide video on the session page
  • Show Recording - After the session ends, display a recording (can be on a different platform than the live stream)
Recording on a Different Platform

Use Zoom for your live session but want to host the recording on Vimeo or Mux? Set your live platform to Zoom, then add a VOD URL from your preferred hosting platform. Attendees see the live Zoom meeting during the session, then the hosted recording afterward.

Supported Platforms​

  • Vimeo - Pre-recorded videos and live streams
  • Mux - Professional streaming with analytics (PUBLIC and SIGNED playback)
  • Zoom - Live meetings (opens externally)
  • Jitsi (JaaS) - Embedded video conferencing with per-user authentication
  • Other - Link to any external platform (MS Teams, Google Meet, etc.)
Platform Availability

The platform dropdown only shows options your organization can use:

  • Mux and Mux SIGNED require Mux credentials in Organization Settings
  • Jitsi requires JaaS credentials in Organization Settings
  • Vimeo, Zoom, and Other are always available

If you're missing options, check your Organization Settings to configure credentials.

Adding Streaming to a Session​

  1. Edit your session (or create a new one)
  2. Select your Stream Mode (None, Live, or Pre-recorded)
  3. Choose your Streaming Platform
  4. Enter platform-specific details:
    • Vimeo: Video URL or ID
    • Mux: Playback ID and policy (PUBLIC or SIGNED)
    • Zoom: Meeting URL/ID and optional passcode
    • Jitsi: Room name (requires JaaS credentials)
    • Other: HTTPS URL to external platform
  5. Configure visibility:
    • Show Video - Toggle video visibility
    • Show Recording - Enable to show recording after session ends
    • VOD URL (optional) - Add a recording URL if different from live stream
  6. Save the session

The video or join button appears on the session page for attendees based on your visibility settings.

Which Platform Should I Use?​

  • Vimeo - Simple, reliable video embedding. Best for pre-recorded content or Vimeo Live streams.
  • Mux PUBLIC - Professional video hosting without authentication. Great for publicly accessible content.
  • Mux SIGNED - Secure video with viewer analytics and time-limited access. Perfect for premium content.
  • Jitsi - Embedded video conferencing. Best for interactive sessions that stay within Atria.
  • Zoom - External video conferencing. Best when attendees prefer using Zoom app.
  • Other - Link to any external platform. Best for MS Teams, Google Meet, or custom solutions.
Learn More About Streaming

For detailed setup instructions, troubleshooting, and platform comparison:

Conflict Detection​

The system automatically detects when speakers are scheduled for overlapping sessions.

What Triggers a Conflict Warning​

A conflict occurs when:

  • The same speaker is assigned to multiple sessions
  • Those sessions overlap in time
  • They're on the same day

How to See Conflicts​

Sessions with conflicts appear with a yellow warning highlight in the session list. This warns you about overlaps but doesn't prevent you from creating them.

Important: The system will warn you about overlapping sessions, but it will not allow you to assign speakers to overlapping sessions. If you try to add a speaker who's already assigned to another session at that time, it will be blocked.

Resolving Conflicts​

To fix a scheduling conflict:

  1. Identify the overlapping sessions
  2. Either:
    • Change the session times so they don't overlap
    • Move one session to a different day
    • Remove the speaker from one of the sessions
Conflict Detection

The system only detects conflicts for sessions on the same day. Speakers can have sessions at the same time on different days.

Time Validation​

The system validates your session times:

Rules​

  • End time must be after start time
  • Times are selected using AM/PM dropdowns (12-hour format)
  • Day number must be valid for your event duration
  • Times are available in 15-minute intervals (00, 15, 30, 45)

Time Selection​

Use the time picker to select times:

  • Format: 12-hour with AM/PM (e.g., 2:00 PM, 9:30 AM)
  • Intervals: 15 minutes (times like 2:15 PM, 2:30 PM, 2:45 PM)
  • Display: Shows in AM/PM format, stored in 24-hour format in the system
Timezone Context

All session times are in your event's timezone. Attendees will see times converted to their local timezone automatically.

Best Practices​

Session Planning​

Before creating sessions:

  • Plan your full schedule on paper or spreadsheet first
  • Consider session lengths (30 min, 45 min, 60 min, 90 min are common)
  • Build in buffer time between sessions (10-15 minutes)
  • Leave time for breaks and meals

Session length guidelines:

  • Keynotes: 45-60 minutes
  • Standard talks: 30-45 minutes
  • Workshops: 60-90 minutes
  • Panels: 45-60 minutes
  • Networking breaks: 15-30 minutes

Descriptions​

Short description (200 chars):

  • One sentence summary
  • Focus on key takeaways
  • Shown in agenda view

Full description:

  • What attendees will learn
  • Prerequisites or required knowledge
  • Key topics covered
  • Include speaker bios here or link to them

Chat Configuration​

Use Public Chat when:

  • You want attendee questions during the session
  • Interactive sessions with Q&A
  • Community discussion is valuable

Use Backstage Only when:

  • Coordinating between speakers and organizers
  • Pre-session setup and planning
  • You have external chat tools for attendees

Use Disabled when:

  • Passive viewing only
  • Using external chat platform (Discord, Slack)
  • Very large audiences where chat would be overwhelming

Common Scenarios​

Scenario 1: Creating a Full Day Schedule​

Goal: Set up Day 1 with keynote, talks, and breaks

Steps:

  1. Create keynote session (09:00-10:00, type: Keynote)
  2. Create coffee break (10:00-10:15, type: Networking, chat: Disabled)
  3. Create morning talks (10:15-11:00, 11:00-11:45, type: Presentation)
  4. Create lunch break (12:00-13:00, type: Networking)
  5. Continue with afternoon sessions

Scenario 2: Moving a Session to a Different Day​

Issue: Need to reschedule a Day 2 session to Day 3

Steps:

  1. Open the session for editing
  2. Change Day from 2 to 3
  3. Check for speaker conflicts on the new day
  4. Save the changes

Scenario 3: Setting Up a Live Stream​

Goal: Add a Vimeo stream to your session

Steps:

  1. Find or create your session
  2. Get your Vimeo live event URL or video URL
  3. Use quick edit to click on the Stream URL field
  4. Paste the Vimeo URL
  5. The video automatically appears on the session page

Scenario 4: Using Backstage Chat Only​

Goal: Allow speaker coordination without public chat

Steps:

  1. Create or edit your session
  2. Find the Chat Settings field
  3. Select Backstage Only
  4. Save the session
  5. Only speakers and organizers will see the chat room

Troubleshooting​

Can't Create Sessions​

Problem: Create button is grayed out or missing

Solutions:

  • Check that you're an Admin or Organizer
  • Verify you're on the Sessions page for your event
  • Make sure the event exists and you have access

End Time Before Start Time Error​

Problem: "End time must be after start time"

Solutions:

  • Ensure end time is actually later than start time
  • Check you selected AM/PM correctly (common mistake: selecting PM instead of AM)
  • For sessions crossing midnight, consider splitting into two sessions or scheduling the end time as late as 11:45 PM

Invalid Day Number​

Problem: "Day number must be between 1 and X"

Solutions:

  • Check your event's duration (start date to end date)
  • Day 1 = start date, Day 2 = start date + 1 day, etc.
  • You can't create sessions beyond your event's end date

Speaker Conflict Warning​

Problem: Warning that speaker is double-booked

Solutions:

  • Review the overlapping sessions
  • Adjust times to remove overlap
  • Move one session to a different day
  • Remove the speaker from one session

Video Not Showing​

Problem: Added stream URL but video doesn't appear

Solutions:

  • Make sure you're using a Vimeo URL (other platforms not yet supported)
  • Verify the URL is correct and publicly accessible
  • Check that the video isn't set to private in Vimeo
  • The video appears immediately once the URL is saved

Chat Rooms Not Appearing​

Problem: Expected chat rooms aren't showing up

Solutions:

  • Check the session's chat mode setting
  • "Disabled" means no chat rooms
  • "Backstage Only" means only backstage chat (no public)
  • Speakers and organizers can always see backstage chat
Session Management Tips

Start with a rough schedule, then refine it. You can always edit sessions later. Focus on getting the core schedule in place first, then add details like descriptions and stream URLs.