A schedule track is a filtered view of your schedule. A track contains a subset of your sessions, according to the track names or tags you assign.
For example, you might have sessions tagged by audience (First Year Students; International Students). You might set up your tracks by topic (Sales; Marketing; Executive). You could also create a schedule track that houses sessions for a specific timeframe (June 12–16; June 19–23). You can assign more than one track designation to a session, so a session might be tagged June 12-16 and International Students.
This feature is available on Premium or Metered plans.
Manually Add Tracks
In Builder, click on the Schedule menu item in your guide. Click on the New session button. This will open the manual session editor. Add information about your session here including name, date, time, location, track, and description.
In the Tracks field, type in the name of the track you'd like to assign. Either select from the populated list of tracks which are already in your guide, or click Create new track track name.
If you've created a new track, you will have the option to set a color for your track. The name of the schedule track may be no longer than 80 characters.
The track description is for your internal notes only.
You can assign more than one track designation to a session. When you have successfully added your session information and track designation, click Save in the bottom-right.
Use Template Import to Add Tracks
In the schedule template spreadsheet, there is a Schedule Track column where you can input your schedule track name. If you assign more than one track to a session, separate the track names with a semicolon (;). Once you've filled out the template, you can import your schedule template spreadsheet.
The track color will automatically be assigned on import. You can change the color associated with the track by navigating to the Schedule feature, clicking the Tracks tab, clicking the track name, and changing the color from the Color section.
Add Tracks to Existing Sessions
If you add schedule sessions to your guide before adding tracks, and later decide you'd like to use tracks, you can follow the steps below the include tracks. If you'd like to use a template to add tracks, follow the process of exporting and editing content.
In Builder, click on the Schedule menu item in your guide and click on the Tracks tab. Click New track to create your schedule tracks here – give each a name and a color.
The track description is for your internal notes only. Schedule Track titles may be no longer than 80 characters.
Once you have created a track, click on the track name, and click on the Sessions tab. Click on the Search for sessions... box to type in the name of sessions and select them. This will assign the sessions to the track.
You can also add tracks to sessions by navigating to the Sessions tab, clicking into the session, and adding the track(s) to the Tracks section.
Pinning Schedule Tracks to the Menu
The schedule track feature is a fantastic way to organize and segment your schedule to help your users quickly find the sessions they need. In addition to easy navigation, pinning tracks makes it look like there are multiple, distinct schedules in your guide.
Before you can pin tracks to your menu, please make sure you have your schedule sessions set up in your guide, and that you have created some schedule tracks.
- Click on the Schedule module.
- Click on the Tracks tab.
- To the right of the track name, click on the settings dropdown—the gear icon—and select Pin to menu.
You’ll notice your track(s) will now appear in the menu. You can click and drag your menu items to set the order you prefer. You may also click on the track pinned to the menu, navigate to the Settings tab, and change the icon.
If you're pinning more than a couple of tracks, it's typically helpful to place the pinned tracks inside a folder. This reduces the size of the menu so your menu is easier to navigate for your end-users.
Use Tracks and Pinning to Hide Certain Sessions
We know that you may not want everyone to see every session in your schedule. With this pro tip, you can hide the master schedule from view and instead choose to show specific schedule tracks to your users. Before getting started, add sessions to your schedule, and assign a track to each session that you’d like to be visible (we'll pin those tracks later).
The primary actions you'll take are to pin schedule tracks to the menu (see the above section), and hide the main schedule module. Likely, you will add some of the pinned schedule tracks to a folder. We also recommend creating a ”Schedule At-A-Glance“ or ”Agenda Overview“ pinned schedule track where you house the most important sessions. The sessions that you want hidden will not appear since they are not part of the pinned tracks.
To hide the schedule module:
- Click on the Schedule module from the guide-building screen.
- Click on the Settings tab.
- Find the Enable setting and click to turn this off.
Your Schedule module has now been disabled so it is hidden from view in the app, the only sessions that will be immediately visible to your users are sessions that are within a schedule track that you've pinned to the menu.
Alternative Methods to Session Availability
There are a couple of options available to you in order to make hidden sessions—sessions that are not within a pinned schedule track—visible to your users.
If you have breakout sessions, or other concurrent sessions, and you don't want all of them to clog up your pinned track view, we recommend having a session called Morning Concurrent Sessions, for example, in the pinned Agenda Overview track. You can then take advantage of linking to link the sessions happening in that time slot to the Morning Concurrent session.
If specific users need to see certain sessions that no one else is allowed to see, for example, you might have a VIP group, you can use preset schedules to assign particular sessions to users. These sessions will show up in the user's My Schedule feature once they've logged in. Sometimes folks use Preset Schedules and disable the main schedule, with no pinned tracks, if each user has a specific assigned schedule.
What It Looks Like
Before Hiding Sessions
Users will open your guide, access the schedule, and see everything in one place. This might be a little confusing and overwhelming if you have numerous concurrent sessions.
After Hiding Sessions
The pinned track called ”General Sessions” will be cleaner and easier to navigate.