Editing Sessions

When creating a Multi-Session Event in the Profile System, you have to add and edit the event's sessions individually with the Edit Sessions tab. This section comes after completing the following sections:

• Event Information

• Event Content

• Related Materials

• People & Calendars

The Edit Sessions section allows you to add and edit individual sessions in a Mulit-Session event. You need to add individual sessions to the event to set up a schedule for the overall event.

Navigating to the Sessions

After completing the first 4 sections in the process of adding a Multi-Session Event to the calendar, you are taken to the Edit Sessions tab:

Click Add New... to add a Session (yellow).

In the Edit Sessions section, click the Add New... button (yellow above).

You will be taken to the beginning of the process for adding an event that very much resembles adding a Single Event:

Adding a session resembles creating a single event, but has important differences.

Although it looks the same as adding a Single Event to the Calendar, there are important differences.

• You are asked to go through the whole process for creating a single event, however:

The rest of these instructions will highlight the important data to input and other changes to the process of adding a Session that make it different from a Single Event.

Event Info

Even though most of the data you can enter while creating an individual session will never be displayed, there is some important information you need to input.

The most important piece of information to determine is the Session Date and Time.

Because this is a Multi-Session Event, you’ve already set the overall dates and time frame for your events, (for details, see https://ysmweb.atlassian.net/wiki/spaces/HELP/pages/1711571028/Event+Information#Event-Info:-Recurring-Event) you cannot set the date of an individual session if it does not fall in the window of your Multi-Session event.

You’ll notice in the Event Info tab in section containing Start and End Date, there is the notification below, highlighted in yellow:

You must choose a date and time that falls within the overall time of the Multi-Session Event (yellow). If you don’t you will get an error message (red).

If you try to set a date outside of the window of the Multi-Session Event, you will get the above error message (highlighted in red).

There are 2 other potentially important options in the Event Info tab of a Multi-Session Event.

• Select the radio button next to Disable Add to Calendar function on Websites to indicate that you do not want this individual session to show up on website calendars.

• Select the radio button next to Break/Recreation Session to indicate that this session is a break or for recreation.

To move on to the next section, click Save and Continue at the bottom of the page, When you are done editing the individual session, select View Full Event.

Concurrent Events

A Multi-Session event like a conference often has events at the same time as each other or events where the times overlap.

• This is desirable, for example, for a training conference where people might break up into smaller groups to attend their choice among several available sessions.

If your Multi-Session event has concurrent events, they will have a special design on the YSM website:

An example of a Multi-Session Event on the YSM website with concurrent events (blue) and events that don’t overlap (yellow).

Editing Sessions Once They Have Been Created

Once you have added all the sessions you want to a Multi-Session Event, you can still go back and edit individual sessions.

After clicking View Full Event while editing an individual session, you are taken to the page below:

Click on the pencil icons (blue) to edit any individual session.

Once you have navigated back to the Edit Sessions section of the original Recurring event, click on Continue to move on to the Publish Info tab.