How to create a Schedule for an event

  • Updated

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Schedules provide a clean structure and source of information for your attendees to know what’s happening during the event, where they should be, and when.

When you create a schedule, it automatically appears on your event’s Registration page and Reception page.

What happens when I have a schedule for an event?

With a Schedule, Hopin will automatically add a "way-finding" indicator to the area icons on the left of your event (i.e., Stage, Sessions, Networking…) to let your attendees know what’s going on.

Hopin reads your Schedule and attaches the red LIVE tag to the currently scheduled areas of your event. A 'What's happening now' section on the reception page also displays the current segments happening per time.

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Creating your schedule

To create a schedule, click the Venue > Schedule tab on the left menu of the event dashboard. There are several ways you can go about creating a schedule, click one of the options below to learn more:

  • Table view

    Make sure that you click Table from the toggle at the top of the page to work on your schedule in Table view. In Table view, your schedule should look something like this:

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    Simply press the "Q" button on your keyboard or click Quick add new to add a new segment to your schedule. 

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    This will open a new row where you can add the Title and the time of your schedule segment and then hit "enter" on your keyboard, or click Add

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    This will create a schedule segment but you will still have to edit the segment to add in all the extra information regarding speakers, tags, and where this schedule segment will take place. 

    Note: It will automatically default to the Stage when creating a segment in this way.
  • Calendar view

    Make sure that you click Calendar from the toggle at the top of the page. In Calendar view, your schedule should look something like this:

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    To add a schedule manually, click the Add to Schedule button and fill in all the information in the modal on the right hand side.

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    First select whether the schedule segment will be a Hybrid segment or Virtual, depending on which one you choose, you may see additional fields to complete.

    To finish creating your schedule segment, you will need to add the following information:

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    • Segment type: Choose from the dropdown between Stage, Session, Networking, Expo, Replay, External URL, Custom Area [Enterprise plans only], App Area, or Break
        • The next field will be either Stage, Session, Networking, Expo, External URL, Custom Area, or Break depending on the previous selection (Select the actual stages or sessions, etc., from the dropdown).
      Note: you could use the External URL option if you would like to direct your attendees to another event outside of Hopin or if would like them to complete an additional activity
    • Title: Add a title for the schedule segment
    • Description: Add a description for the schedule using our rich text editor where you can bold, italicize, underline or strikethrough text, add hyperlinks, and create lists
    • Start: Start date and time
    • End: End date and time
    • Onsite room (Hybrid only): Choose which room at your onsite venue the segment will take place in
    • Onsite capacity (Hybrid only): What is the capacity of the room in which the segment is taking place?
    • Speaker(s): If any added to the event you'll be able to select them or create a new profile
    • Tags: Search or create new to add tags
    • Attendance: regular or recommended

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    Click Add to schedule to create your segment.

  • Upload a schedule CSV

    If you'd like to import a schedule via CSV file upload, click on the Upload button. To view the sample template, click on the Download CSV Template button. You can fill in the information for your schedule using this template and save it. Once completed, upload the file back into Hopin and finally click on Import.

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    The next thing to do is to map the fields from your CSV to the schedule template on the event dashboard. If the fields do not match automatically, click the dropdown button and select the match for each column of your CSV. Once done, click Confirm fields

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    Next, confirm the date and time format in your CSV file. That's it! 

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    What if I want to upload another Schedule CSV?

    If you want to upload another schedule CSV when a schedule already exists, simply follow the same steps as stated above. You will then get a pop-up box with a message that says a schedule already exists.

    Click Append to Schedule to keep all the existing schedule items as well as the items from the new CSV you're uploading. Click Replace Schedule to replace the existing schedule items with the new one you're uploading.

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Can I edit my schedule?

You can edit your schedule in many ways before your event, or even when your event is live. You may need to do this if a speaker cancels, if a segment runs over, or perhaps you have simply changed your mind about something!

To find out how to edit your schedule, check out our guide.

How to add breaks to my schedule

Breaks are useful to add to your schedule so that your attendees can easily plan their day. Adding a break simply blocks out that period of time on your schedule.

This can be done easily, just follow these steps to know how.

How to create a new Session from the Schedule

To save you time when building your event, you can now create a new Session directly when creating your schedule. This means that you can build new Sessions into your schedule without having to go back and forth between the different areas of your Event Dashboard. Simply create a new Session and then edit it later! 

Check out this guide on how to create a new Session from within the Schedule to know how!

Other things to note

  • Organizers now have the ability to generate the embed code via iFrame for their event's schedules and can embed this code on third-party websites to have the schedule pulled up (Advanced plans only). Find out more here. 
  • To add Networking to your schedule you must first enable it. You can do this by heading to your Event Dashboard > Venue > People Area. Check out this article for more info. 
  • If you have added speakers to your event, you are able to add them to specific scheduled segments. This will display their profile pic, name, and headline in the schedule throughout your event.
  • By default, scheduled sessions do not show up on the sessions tab of the event until 5 minutes before the scheduled time. Organizers are able to access the sessions via the link on the event dashboard at any time. 
  • If the scheduled time for the session/stage is over, the session/stage will still be live and won't get cut off. Even though no one will be kicked out when the scheduled segment is over, the scheduled sessions will disappear from the sessions tab 5 minutes after the scheduled end time, unless specified otherwise. 
  • Attendees can view the list of previous sessions by clicking Show past segments at the Reception area of the event.

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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