Session access (access & visibility)

1. Via ticket categories: attendees hold a ticket, and each session can be assigned to specific tickets. Attendees only see sessions they're entitled to.
2. Restricted access: access to some sessions is locked, so attendees can't sign themselves up. As the organizer, you add attendees to those sessions — via invitations, manually through the session's attendee list, or via API connection to a ticketing system.

Use cases

• You're running a trade fair and a conference together. Most attendees only have the trade fair ticket, others have booked the conference. You don't want trade fair attendees to see the conference program.
• In a pitch competition, the first round consists of parallel pitching sessions. You want each contestant to only see their own session.
• Your conference includes a dinner party that needs to be booked separately. You want everyone to see the dinner party in the program, but only those who booked it to be able to attend.

Access control via tickets

• Create ticket categories: e.g., “Conference”, “Trade Fair”, … under Admin > Classification Tags > Participants > Ticket Categories > [+ Add]
• Configure sessions: by default, sessions are open to everyone. To restrict sessions, go to Admin > Agenda > open session > Additional Options > Only for tickets … and pick the ticket categories.
• Assign tickets: manually in invitations (Admin > Invitations > open invitation > Ticket) or via the invitation upload file (.csv/.xlsx). With API integration to an external ticket system, ticket categories are transferred from there.

Caution: If you change an attendee's ticket during the event (e.g., for an upgrade), you have to update it in both the attendee profile and the invitation. Attendees without a ticket category can see all sessions.

Configure restricted sessions

Set up the session so that attendees can't sign themselves up:

• Go to Admin > Agenda and open a session.
• Go to Additional Options > Participation and choose Assigned by admin, but visible to all for participation.
• If the session includes a video meeting, choose in Video Editor > Video call in session: Video call room (registration required).

In the agenda overview (user view, NOT in the admin area), restricted sessions don't show a + button to attend.

Note on livestreams: If a session contains a video livestream, access can't be controlled this way. If the session is visible, an embedded livestream can always be watched.

Assign attendees to a session before registration

Go to Admin > Invitations and open an invitation profile. In the Sessions field, you can add the relevant session. Start typing the session name, pick the right session, and confirm with Enter. Each attendee needs to have the relevant sessions assigned to them. Currently it's not possible to assign sessions in the uploaded invitation .csv file.

Assign attendees to a session after registration

Open the agenda in the main menu (in the user view) and pick the relevant session. In the session details, you'll see the Attendees tab. Click the + to add attendees to the session.

Tip: If the event has many attendees and you can't find the one you're looking for: open the participant list and scroll all the way down so all attendees load. Then go back to the session — now all attendees are available when you click +.