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      How to set up and configure Sessions - Advanced Settings & Session Types

      Learn how to configure Advanced Setting & Session Types to provide event organizers with additional customization options for sessions beyond basic settings. These options allow for greater control over session features.

      STEPS FOLLOWED BY AN ADMIN/EVENT ORGANIZER


      • Admin accesses the backend dashboard and navigates to the “Sessions” section from the left menu panel. They then click on the “Settings” button to configure session specific settings.




      Title

      Description

      Track Session Viewing Percentage for Attendees

      If enabled, timer will be used for session tracking to identify the percentage of sessions watched by attendees.


      NOTE: This is primarily used when certificates functionality has been enabled for the events to assign certificates based on the extent to which sessions have been watched

      Enable Masked URL invite for Automated Zoom

      If enabled, this will create a vfairs invite URL for speakers instead of one from zoom.

      Hide Zoom App Link in the Session Pop Up

      If enabled, the ability to be redirected to the zoom app for watching zoom sessions will be hidden.


      NOTE: This is mainly used when event organizers want attendees to watch sessions within the platform’s embedded experience, rather than leaving the platform to open the Zoom app, particularly for tracking purposes.

      Twitter embed code

      Organizers can embed Twitter content to the event and would have to Visit https://publish.twitter.com/ to get the embed code as the direct twitter URL will not work.

      Enable New Abstract Management System

      If enabled, the new abstract management system will be activated for the event.


      NOTE: The event will accordingly be populated with the following items:

      • Abstract Management menu and sub-menus
      • Abstract Management module specific forms
      • Abstract Management module specific emails.

      Enable Abstract Reviewer Assignment

      If enabled, the reviewer assignment system will be activated (old abstract management system).

      Enable Ability to Edit Abstract

      If enabled, editing abstract options will be enabled for the listing page (old abstract management system).

      Enable Language Switcher Dropdown

      If enabled, a language switcher dropdown will appear in the session pop-up of sessions listing section, allowing users to select and view the session in their preferred language.


      NOTE: This is primarily used in multi-lingual events.

      Enable Checkpoints Tracking

      If enabled, tracking is enabled at different milestones within the session.

      Allow Same Email for Multiple Roles

      If enabled, booth representatives and attendees can be added as speakers using the same email address.

      Enable Custom Filters

      If enabled, custom filters can be added in the sessions listing section along with default filters.


      NOTE: This allows event organizers to configure additional single or multi-select filters for sessions to increase the scope of classification.

      WHC Span (Time In Minutes)

      Allows users to add a custom span that will control the WHC interval.


      NOTE: By default, What's Happening Center shows up the details of the events occurring within the next hour.

      Enable SMS Reminders

      If enabled, SMS-based reminders will be sent to users.


      NOTE: Enablement of this toggle will enable the “SMS Campaigns” sub-menu visibility within the “Marketing” menu that allows organizers to set up campaigns based on the intended audience and initiate SMS.


      • The last set of settings, called "Session Type Settings," contains toggles to enable the specific types of sessions that will be used during the event.

      Following are the session types that can be configured by the users:

      • Automated Zoom Webinar

      By default this toggle will be enabled as a session type, and the associated session specific configurations show up in the sessions creation drawer. The sessions are automatically scheduled on vfairs zoom licenses upon saving them via sessions creation drawer and syncing with zoom.

      Associated settings linked with the session type are highlighted in the screenshot below:

       

      • Automated Zoom Meeting

      By default this toggle will be enabled as a session type, and the associated session specific configurations show up in the sessions creation drawer. The sessions are automatically scheduled on vfairs zoom licenses upon saving them via sessions creation drawer and syncing with zoom.

      Associated settings linked with the session type are highlighted in the screenshot below:

       

       

      • External URL

      The default state of this toggle is off and must be enabled in the "Session Types" settings section for it to appear in the "Session Types" dropdown within the session creation drawer.

      Main purpose of this type is to allow users to schedule sessions which are hosted on external session hosting platforms such as client’s zoom licenses, Microsoft teams, etc.

      • Embedded Zoom Webinar

      This particular session type lets users schedule embedded zoom sessions so that users watch sessions while staying in the vfairs platform. Additionally, users can wither add their own “Meeting IDs” or vfairs zoom license’s “Meeting ID” upon creation of the session.

       

       

      • Semi-Live/Embedded Video

      This type is ideal for organizers who want attendees to experience a session as if it were live, even though a pre-recorded video has been added to the platform.

      NOTE: The recommended recording formats are “Vimeo” or “Youtube” video links.

      • On Demand video

      This type is set for sessions which are pre-recorded in nature.

      NOTE: The recommended recording formats are “Vimeo” or “Youtube” video links.

      • Poster

      This type is used for posting posters on the platform. The organizers accordingly get the ability to add poster files, thumbnails, and descriptive content upon setting up the session.

      • Message/Title

      This type is used when organizers want to display plain messages within the sessions listing area. For example: To highlight “Break” in the agenda.

      • In-Person Webinar

      This type of session is specifically used in mobile app where sessions are displayed with their scheduled dates and timings but there is no joining aspect associated with them since the sessions are conducted in person. 

      • Webinar/Breakout Webinar

      This lists down the sessions in the “Parent/Child” relationship. The sessions scheduled in the “Webinar” type are the parent sessions and the ones in “Breakout Webinar” are the sub-sessions associated with the session.

       

      • vFairs Embedded Webinar

      This session type, vFairs Embedded Webinar (Sequel.io) is to host live webinars within the event.

      • Custom Embed

      This session type is to provide organizers with the ability to embed sessions hosted on platforms such as (live Vimeo Streaming, mux streaming, live YouTube streaming) within vFairs.

      • Restream Webinar

      This allows users to host sessions on restream. This is usually used when sessions are being live streamed.

      Event organizers have to select the time and adjust the date and time of the sessions. The remaining restream specific configurations are auto-populated upon saving the session.

       

       

      Additional session types that can be configured for the events are stated below:

      • Scorm webinar
      • Kudo Webinar