Personalizing Sessions using Tracks Formats Audiences

Tracks, Formats and Audiences are a set of properties that you can associate to your sessions in PheedLoop. Using these filters will enable attendees to more easily track sessions that are suited to them or other attendees.

Tracks

This can represent a topic that is associated with your event. For example - different sessions can be related to science like physics, chemistry, or biology. Each term can be a different track and attendees will be able to filter for relevancy.

Formats

Formats and Tracks share similar use, formats can be a secondary filter when Tracks aren’t enough. For example, this can represent the way a session is being held such as a keynote, workshop, or a breakout session.

Audiences

Attendees can be categorized into several groups for events. For example, this could include students, teachers, staff, etc. This way, attendees can filter events meant for them or other categories defined in the Audience list.

We encourage you to explore these features and use them in the best way suited for you.

1. Adding Tracks

Tracks can be created and customized by event organizers.

1. From the Event Dashboard, navigate to Sessions > Tracks
2. Select the Create button
3. Under Details, ensure Track Visible checkbox is toggled on
4. Designating a colour under the Color field will change the colour of the track
5. Select Save Changes once all prerequisite information has been filled
   

Your track should now be saved and can be assigned to any session. To remove a track, select  Actions above the track's waitlist and select Delete.

2. Adding Formats and Audiences

Both Formats and Audiences can be managed through from Sessions.

1. From the Event Dashboard, navigate to Sessions > Sessions
2. Select the session you would like to adjust from the list
3. Under Other Details, select Manage
4. Once you fill out a title, select Add Format/Add Audience
5. You should now be able to add both Formats and Audiences from their respective fields

3. Viewing Tracks, Formats, and Audiences

Once all the filters are created and assigned, attendees will be able to use these filters from their respective experiences portals including the Virtual Event Portal, Event Website, and the PheedLoop Go! app:

For this example, we will show how to access these three filters under the virtual event portal:

1. From the Virtual Event Portal, navigate to Sessions and select the Filters bar
2. Select the relevant Tracks, Formats, and Audiences you would like to apply from the list

4. Bulk Editing Tracks, Formats, and Audiences

Multiple sessions can have their tracks, formats, and audiences configured simultaneously in the Sessions page of the Event Dashboard. By selecting Edit, formats and audiences can be created and deleted all in one menu. 

1. From the Event Dashboard, navigate to Sessions > Sessions
2. Select the checkboxes of at least two sessions
3. Above the Sessions table, select Actions > Edit
4. Select the checkboxes of Formats, Target Audiences, and Tracks
5. Select the Formats, Audiences, and Tracks you wish to update to
6. Create new Formats or Audiences by selecting manage on their respective fields
7. Select Add Format or Add Target Audience
8. Select Save next to the newly created format/target audience
9. Select Save Changes

5. Bulk Assigning Tracks, Formats, and Audiences in Sessions

Tracks, Formats, and Audiences are part of the many fields that can be uploaded in real time with the bulk upload feature. This is ideal for uploading multiple sessions at once without having to manually enter each field.

PheedLoop uses a template when uploading sessions, to retrieve this template:

1. From the Event Dashboard, navigate to Sessions > Sessions
2. Select the Upload button
3. Select Download Template
4. Enter the session information in the template
   1. For exact instructions, please review the How to Edit the Session Template section of our How to Add, Import and Edit Sessions article.
5. Save the template file 
6. Upload the template file by selecting Drag and drop some files here, or click to select files

The sessions will now be added to your session page and will become visible.

6. Bulk Uploading Session Tracks

Multiple tracks can be uploaded simultaneously in the Event Dashboard.

1. From the Event Dashboard, navigate to Sessions > Tracks and above the Tracks table, select the upload button

2. Select Download Template

The tracks template will now be downloaded onto your device.

1. Open the Tracks template file
2. Fill out the information outlined in the Headings in the Tracks Upload Template step below
3. Save the document as a CSV file
4. From the Event Dashboard, navigate to Sessions > Tracks
5. Above the Tracks table, select the upload button
6. Select the Drag and drop some files here, or click to select files button to upload your template
7. Select Submit

Headings in the Tracks Upload Template

The tracks template has multiple columns to fill out. Below we will define each column and their purpose.