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Schedule Builder

Create detailed event agendas with activities, lineups, and multiple tracks.

Overview​

The Schedule Builder (called "Program" in the UI) lets you:

  • Create multi-track agendas with arenas
  • Add activities with details and lineups
  • Organize by arenas/venues
  • Schedule accepted proposals from Open Call
  • Publish schedules for attendees

Accessing Schedule Builder​

  1. Go to Dashboard → Toolkit
  2. Click Schedule
  3. Select your event from the list

Arenas​

What are Arenas?​

Arenas (also called tracks or stages) represent:

  • Physical rooms or stages
  • Virtual breakout rooms
  • Parallel activity streams
  • Topic categories

Creating Arenas​

  1. Click Add Arena
  2. Configure arena settings:
    • Arena Name (required) - e.g., "Main Stage", "Workshop Room A"
    • Description - What happens here
    • Color - Visual identification in schedule (color picker)
    • Capacity - Maximum attendees (optional)
    • Location - e.g., "Building A, Room 101"

Managing Arenas​

Each arena card shows:

  • Arena name and location
  • Description
  • Capacity (if set)
  • Number of activities assigned

Actions:

  • Edit (pencil icon) - Update arena details
  • Delete (trash icon) - Remove the arena (activities become unassigned)

Activities​

Creating Activities​

  1. Click Add Activity
  2. Fill in activity details

Activity Information​

Basic Details​

  • Activity Title (required) - Activity name
  • Description - What the activity covers
  • Activity Type - Talk, Workshop, Panel, Keynote, Networking, Break, Other

Scheduling​

  • Event Date (required) - Which day of the event
  • Arena - Which room/track (optional)
  • Start Time (required) - When activity begins
  • End Time (required) - When activity ends

Capacity​

  • Set maximum attendees (optional, leave empty for unlimited)

Activity Types​

TypeDescription
TalkSingle presenter session
WorkshopHands-on interactive session
PanelMultiple presenters discussing
KeynoteFeatured presentation
NetworkingSocial/meetup time
BreakCoffee, lunch, intermission
OtherAnything else

Activity Settings​

Tags​

Select from your created tags to categorize activities.

Allow Bookmarking​

Toggle to let attendees bookmark this activity for their personal agenda.

Highlight Activity​

Toggle to make this activity stand out visually in the schedule.

Building Your Schedule​

View Modes​

Toggle between three view modes:

Grid View

  • Calendar-style layout
  • Time slots on vertical axis
  • Arenas as columns
  • Activities positioned by time

List View

  • Activities grouped by time slot
  • Shows all parallel activities together
  • Good for quick overview

Cards View

  • Card layout with filters
  • Filter by Arena, Type, or Tag
  • Clear all filters option

Day Navigation​

For multi-day events, day tabs appear showing:

  • Date (e.g., "Mon, Jan 15")
  • Number of activities per day

Click a day tab to view that day's schedule.

Managing Activities​

  • Edit - Click any activity to edit its details
  • Delete - Click the trash icon on an activity
  • Click on unassigned activities to assign them to an arena

Handling Conflicts​

The system warns about:

  • Overlapping activities in the same arena
  • End time before start time

Scheduling Accepted Proposals​

If you have accepted proposals from Open Call, they appear in the Accepted Proposals section:

  1. View the list of unscheduled proposals
  2. Click Schedule on a proposal
  3. Set the event date, arena, and time
  4. The activity is created with proposal details

This connects your Open Call process to your schedule.

Tags​

Creating Tags​

  1. Click Add Tags button
  2. Enter tag name
  3. Choose a color

Tags appear in the Tags section and can be clicked to edit.

Using Tags​

Apply tags to activities for:

  • Categorization
  • Filtering (in Cards view)
  • Attendee discovery

Common Tags​

  • Technical Level: Beginner, Intermediate, Advanced
  • Topics: AI, Marketing, Design, Leadership
  • Format: Interactive, Lecture, Q&A

Publishing Schedule​

Draft vs Published​

The Schedule Builder shows the current status:

  • Draft - Not visible to attendees
  • Published - Visible on event page

Publishing​

Toggle the switch in the top-right corner of the Schedule Builder to publish or unpublish the schedule.

After Publishing​

Attendees can:

  • View full schedule on event page
  • Browse by day and arena
  • Bookmark activities (if enabled)

Attendee Features​

Personal Agenda​

Attendees can bookmark activities (if bookmarking is enabled) to build their own schedule.

Activity Discovery​

Attendees browse by:

  • Day (for multi-day events)
  • Arena/Track
  • Time slot

Best Practices​

Planning​

  • Build schedule early
  • Leave buffer between sessions
  • Include breaks
  • Consider setup/teardown time

Communication​

  • Share schedule preview with speakers
  • Announce schedule publication
  • Notify of any changes

Attendee Experience​

  • Vary session types
  • Balance parallel sessions
  • Don't overload any time slot
  • Include networking time

Schedule Templates​

Conference (Full Day)​

9:00 - 9:30   Registration & Coffee
9:30 - 10:30  Opening Keynote
10:30 - 10:45 Break
10:45 - 11:30 Parallel Sessions
11:30 - 12:15 Parallel Sessions
12:15 - 13:15 Lunch
13:15 - 14:00 Parallel Sessions
14:00 - 14:45 Parallel Sessions
14:45 - 15:00 Break
15:00 - 15:45 Panel Discussion
15:45 - 16:30 Closing Keynote
16:30 - 18:00 Networking

Workshop (Half Day)​

9:00 - 9:15   Introduction
9:15 - 10:30  Session 1
10:30 - 10:45 Break
10:45 - 12:00 Session 2
12:00 - 12:15 Wrap-up & Q&A

Meetup (Evening)​

18:00 - 18:30 Networking
18:30 - 19:15 Presentation
19:15 - 19:30 Q&A
19:30 - 21:00 Social

Troubleshooting​

Activity Not Showing​

  • Check event date is selected
  • Verify start and end times are set
  • Check the day tab for multi-day events
  • Activities without arenas appear in "Unassigned" column

Overlap Error​

  • Activities in the same arena cannot overlap
  • Choose a different time or arena
  • Check end time is after start time

Schedule Not Visible to Attendees​

  • Toggle the Published switch in Schedule Builder
  • Verify event is published

Next Steps​