Registering for Sessions on the Attendee Hub Website and App

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The same carefully-crafted session rules and capacities you set up in your Flex event will apply in your Attendee Website and Event App. Attendees can reserve a spot in a session or unregister themselves from sessions through the website or app, freeing up space for someone else. Schedule changes are sent to Event Management, updating registration in real-time.

How It Works
When a logged-in attendee visits the All Sessions tab on the website, they'll see an "Add" button next to a session if it's available to add and a "Remove" button next to a session if they're already registered.
User-added image
In the app, a logged-in attendee will see a blue plus sign next to a session if it's available to add and a checkmark next to a session if it's already on their agenda.

All Sessions and My Schedule Comparison
 
NOTE: Make sure you've allowed attendees to modify their registration and chosen to display sessions on Attendee Hub. Otherwise, they won't be able to update their schedules.
 
On a specific session's page on the website, the attendee will see an "Add" or "Remove" button.

User-added image

If the attendee is viewing a live virtual session they aren't already registered for on the website, they'll see a "Join session" button instead of an "Add" button.

On a specific session's page in the app, the attendee will see an "Add session" or "Remove session" button instead.
 
Session Add or Remove Button Comparison

As an attendee tries to add or remove a session from their schedule, the website or app syncs with Cvent to check the session's registration rules. If the attendee is clear to add the session, the website or app adds it to their schedule and updates their registration in Cvent (and OnArrival, if applicable) as well.
 

Adding Session GIF

If they are not able to add or remove a session, the website or app lets them know why and provides guidance on how to resolve the issue. 

To help attendees better understand their options, a session on the Attendee Website may have one of the following labels:
 
  • Included session - For included sessions and sessions associated with an admission item. Attendees cannot remove the session from their schedule.
  • Session ended - For sessions that have ended. To maintain accurate registration and participation data, attendees cannot remove the session from their schedule once its end date and time has passed. Attendees can still add a session after it has ended if it includes on-demand video content. When an attendee clicks the "Replay" or "Watch recording" button, we'll check your registration rules and either register the attendee for the session and allow them to access the video content, or block them from enrolling and accessing the video content accordingly.
  • Virtual session - For sessions that have the "Will this session be virtual?" setting set to Yes. Attendees can add or remove the session from their schedule.
  • LIVE - For live stream and pre-recorded sessions using the Cvent Video Player that are actively streaming or playing video content. Attendees can add the session to their schedule using the "Join session" button, or remove it using the "Remove" button.

A session in the Event App may have one of the following labels:
 
  • Required - For included sessions and sessions associated with an admission item. Attendees cannot remove the session from their schedule.
  • Limited Seats - For sessions with a capacity. Attendees can still add or remove the session from their schedule.
  • Full - For sessions that are at capacity. Since there are no seats remaining, attendees cannot add the session to their schedule.
  • Fee - For sessions with a fee. Attendees cannot add or remove the session from their schedule in the app and must do so via the registration site instead.
  • Closed - For sessions that are closed for registration. Attendees cannot add the session to their schedule. This label will only display to attendees who are not logged in.
  • Over - For sessions that have ended. To maintain accurate registration and participation data, attendees cannot add or remove the session from their schedule once its end date and time has passed.
 
When an attendee makes changes to their schedule through the registration site, those updates sync down to the website and app.


Recognized Session Rules

The following rules will determine which sessions attendees can see in the Attendee Website and Event App
:
 
  • Session Registration. Everyone who is registered for a session will see the session on the Attendee Hub. If you make a session unavailable to a particular registration type or admission item, anyone who has already registered for the session will still be registered and will see it on the website or app (even if they don't meet the new requirements).
  • Session Visibility. In order to be displayed to an attendee, sessions must be visible to the attendee's registration type or admission item, if applicable.
  • Cancelled Sessions. Sessions that have been cancelled will not be displayed on the website or app. 
  • Session Selection. If "Display in Attendee Hub" is set to No, attendees will not see the session in Attendee Hub unless they are registered for that session or they selected it during the registration process. If "Open for registration" is set to No, but "Display in Attendee Hub" is set to Yes, attendees cannot add that session during the registration process, but can still add that session in Attendee Hub.

The Attendee Website and Event App recognizes and enforces these additional rules you’ve created in your Flex event:
 
  • Session Capacities. If an attendee tries to add a session with no seats available from the website, they'll see a "Can't add session" message. When viewing a session from the app, attendees will see a "Session full" label, and the "Add session" button will be grayed out. In the app, attendees can also see the percentage of seats available based on the set capacity. This indicator will turn red when less than half the seats are remaining. If an attendee tries to remove a session with less than half the seats remaining, a confirmation prompt notifies them they might lose their spot.
  • Session Groups. If an attendee is already registered for a session that's part of a session group and tries to add another session in the same group, they will be notified that there's a conflict, and can choose to switch sessions within the group. If the session group is required and the attendee tries to remove a session, they will see a list of the other sessions in the group with the option to switch sessions.
  • Concurrent Sessions. If concurrent sessions are not allowed and an attendee tries to add a session that occurs at the same time as another session they've already registered for, they will be shown a list of their schedule items that conflict with the session they want to add, along with the option to switch to the new session.
  • Admission Item Session Minimums. If an attendee tries to remove a session that will put them below the minimum, they will see a message telling them the session can't be removed and letting them know the minimum number of sessions they're required to attend.
  • Admission Item Session Maximums. If an attendee tries to add a session that will put them above the maximum, they will see a message telling them the session can't be added and letting them know the maximum number of sessions they're allowed to attend.
  • Optional Session Advanced Rule. If adding or removing a session will put an attendee above or below your set minimum or maximum, they will be shown the custom warning message you entered when creating the rule. 
  • Sessions With Fees. If an attendee tries to add a session with a cost associated, they will be shown a "Can't add session" message on the website, and will be redirected to the registration process. In the app, they will not be able to select the session.

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