If you have a smaller schedule, you can manually add content in Builder one session at a time. Manual entry is a great option if you’d like to quickly make edits to a few existing sessions too.
This video walks through manually adding sessions to your schedule. It also covers editing an existing session. For written instructions, please see the sections below. Frequently-Asked Questions (FAQs) can be found towards the end of this article.
Manually Add a Session
In Builder, open the guide you are working on. From the guide-building screen, click on the Schedule. Then click the blue “New session” button.
Session Name [REQUIRED]: Provide the title of the session here.
Duration [REQUIRED]: Set the date/time when the session occurs.
- If you would like to enter a schedule session that runs all day, select the “This session runs all day” option. If your session has a specific start and end time, input the specific times.
Location(s): Set the location where the session takes place. Click here for more information on Locations.
Track(s): Assign the session to a track to indicate the topic, audience, or any other tag you’d like to use. Click here for more information on Schedule Tracks.
Description: Use this space to include anything your users need to know about this session.
- Note: You can use the formatting tools or the <> HTML editor to modify formatting and input links. Click here for HTML tips.
Image: Upload a 640 pixel width x 240 pixel length JPG or PNG header image to spruce up your session.
Manually Edit an Existing Session
To edit an existing session, just click on the name of the session. You’ll see these Session Details fields, plus tabs for a few additional options.
Feedback: You can link to Surveys via the Feedback tab.
Attendance: Here you can determine whether attendees can add the session to their "My Schedule" and you can set a limited number of available seats. For more details on managing session attendance, please click here.
Collaborate: Use this tab to invite people to edit the content of this particular item. Anyone you invite to edit a session via the Collaborate tab does not need a Builder account and will not have access to any other content in your guide! Details on the Collaborate Portal are available here.
Add Schedule Sessions: Template Import
The schedule template spreadsheet lets you quickly add multiple sessions to your guide at once. You can download a copy of the schedule template at the bottom of this article, or you can find it in your guide in Builder.
Before you get started with your Schedule Template, make sure you have gathered as much session data as possible. This includes session names, dates, times, locations, descriptions, and tracks (if applicable).
Watch this video to learn how to download the template, add session data in the template, and then upload the template into Builder.
Downloading the Schedule Template
You can download a copy of the schedule template at the bottom of this article, or you can find it in your guide in Builder. Click on your schedule module, and then click “Data Import/Sync”.
Near the top-right corner of this window, look for “Templates”. Click either "Schedule (XLS)" or "Schedule (CSV)" to download a template.
You can use Microsoft Excel, Apple Numbers, Apache OpenOffice, or LibreOffice to open the template files. Please keep in mind that Excel may not handle special characters (like accents) well. Excel cannot encode in UTF-8, which is the preferred text format that Guidebook uses. OpenOffice and LibreOffice are free to download from the links above!
Adding Session Data to the Schedule Template
Now that you have a schedule template, it's time to put your session data into the spreadsheet.
Please don’t change anything in Row 1 of the template.
Builder is pretty smart, but it needs some help sometimes. Please keep these column headers unchanged so Builder knows how to read your data correctly!
Schedule Track titles may be no longer than 40 characters.
If you leave "Allow adding to my schedule" blank, it will be TRUE by default. This means your users will be able to add sessions to their My Schedule module.
The "Allow adding to my schedule" through "Allow Waitlist" columns pertain to session attendance management. Click here for more details!
Uploading a Schedule Template into Builder
After you've added your data to the spreadsheet, you're ready to import the template into Builder.
In your guide in Builder, click on the Schedule menu item. Click on the "Data import/sync" button.
Then click "Select file" on the left side of the screen, under the "Import schedule" heading.
This will open a file browser; please select the schedule template you were working on. Then click "Import data".
You will receive an email that says "Success" or "Whoops!" (Make sure to check your Spam folder if you don't receive this email!)
If you see a "Whoops!" message, please make note of the error message details provided and check out our handy troubleshooting article here.
How do I set the date and time for a session? The date/time picker doesn’t seem to be working.
To set the date, click on “Start time” to the right of the calendar icon. This will open a calendar you can click through to find the date you need. Click on the date.
To set the time, click on “Start time” and the time field will appear. Click on the hour and use your keyboard to set the hour. Use the numbers at the top of your keyboard, or use the arrow keys (up/down) to set the hour. Then click on the minute to enter the minutes.
- Please Note: If you have a number pad attached to your keyboard, this number pad will not work for date/time input. ***Please use the row of numbers at the top of your keyboard, above the letters.
Click on the AM/PM to adjust. Tap “a” on your keyboard for AM, or tap “p” on your keyboard for PM. You can also use your up/down arrow keys to select AM or PM here.
I have a lot of similar sessions. Can I copy & paste session data in Builder?
You can use the schedule template spreadsheet to copy & paste session date down multiple rows and make quick additions and/or edits that way. There is no copy & paste within Builder, when using manual entry. For more information on the schedule template import, please click here!
In what order will my sessions appear?
The schedule will order sessions chronologically. If there are sessions that take place at the same time on the same day, these sessions will appear in alphabetic order for that time period.
When I try to open my CSV file, a window pops up asking me to select punctuation, such as "tab", "semicolon" or "comma". What should I click?
Deselect all options except for "comma", and then press OK.
When I convert my Excel file into a CSV file and open it again, there are strange marks in the text (i.e. white question marks on black diamonds). What do I do?
This is probably a side effect of using non-standard characters in your text fields. Many characters that appear when typing in Microsoft Word/Excel, such as the n-dash or curly quotation marks, are proprietary and non-standard. When transported into a CSV file or a UTF-8 encoded file, they fail to render properly. We recommend uploading this file in .xls format to avoid this encoding issue or by editing using either of these free spreadsheet editors: Libre Office or Apache Open Office.
When I import my XLS file, all of the dates appear to be 4 years old...Help!
This is a well-documented Excel issue that traces back to the way Excel calculates dates (there are two methods: the 1900 method, and the 1904 method). While you can use CSV imports to skirt around the issue, this support article outlines how to adjust your Excel settings to solve the problem: http://www.accountingweb.com/technology/excel/when-excel-dates-mysteriously-shift-by-4-years
I have uploaded some sessions to my schedule. I would like to make changes and/or add more sessions. How do I do that?
We recommend exporting your schedule data so you have one spreadsheet with all of your sessions in one place. Click here to learn how to export your schedule spreadsheet. Make changes to your data there and/or add new sessions to that spreadsheet, then re-import it into Builder. You'll notice the exported data will have Session IDs; Builder generates these for you so it can keep track of your sessions without duplication or loss of data.
My session data doesn't fit into these columns. How do I add the session data I want?
If you change the column headers or add your own columns to this spreadsheet, Builder will not be able to read your data. Use the Description field to contain as much information as possible about your session. Click here for help with concatenation (combining cells to put data in one cell). Click here for help with HTML for things like phone numbers and email addresses. Some information may be best included via linking.
I am using Schedule Tracks, and I want to assign one session to multiple tracks. Can I do that in the spreadsheet?
Yes! Include multiple track names in the schedule tracks cell by separating each track name with a semicolon. For example: "Track 1; Track 2; Track 3". Don't forget that schedule track names may be no longer than 40 characters each.
Some of my sessions last all day, so I don't want to put a specific start/end time. How can I show this in my guide?
Type the words "All day" in the Start Time for an all-day session. Leave the End Time blank.
The End Time can ONLY be blank when the Start Time says "All day".
I have concurrent sessions that aren’t showing up in the right order on the app. How do I reorder the sessions the way I want?
You can use the schedule template spreadsheet to set a specific “rank” to order your concurrent sessions. In the spreadsheet, add a column called "Rank" right after the Description column.
This is the only way you can edit the column headers and have Builder still read your data properly.
For sessions that start at the same time on the same date, you may add a number to the Rank column. Lower numbers will appear first in the app. You will not see this rank order reflected in Builder.