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What are tracks and how do I use them?

TRACKS

Tracks are used to add a level of organization to your sessions by categorizing them in a way that makes it easier for your attendees to find the sessions they're looking for. These are helpful if you have concurrent sessions that you can use themes to distinguish between. If your attendees are divided into groups that are supposed to attend different breakouts, the tracks function is great for establishing those.

Within the app, you can view the agenda organized By Time, displaying the sessions chronologically for the day that you're on (and you can click into adjacent days). In this view, tracks appear as coloured bullets under the sessions' titles.



You can also view the sessions organized By Track, displaying the tracks that you've created as clickable headers under which any associated sessions will display. Sessions in the "By Track" view are ordered according to track, subtrack, date, and then time, in that order.



The order of the tracks in the app should reflect the order they appear in the Content Manager when you click the Tracks button. To reorder them there, hover over the track and click the arrows button on the left to drag-and-drop them in the order you'd like.

CREATING TRACKS

To create tracks for your agenda, just navigate to the Agenda module and click the Tracks button.



In the Tracks pop-up, you can change what tracks are called (e.g. breakouts, sessions, streams, etc.) by entering your replacement in the Rename field and clicking Rename. Then, to add a track, type the track's name in the Create field and click Create.



Once added, you can change a track's colour and add subtracks by hovering over the track in the list and using the icons that appear.

If you're going to use tracks, we recommend creating them before you add your sessions. This way, they are available for for assignment as the sessions are being created. If you create the sessions first, you have to go back into the sessions after to assign the tracks, which creates an extra step.

CREATING TRACKS WITH EXCEL

Of course, you can use Excel to create your tracks and sessions, in which case it only matters that you import your tracks first and your sessions after. This will save you a ton of time, especially if you have a lot of tracks or sessions. 

You will see two buttons at the top-right of these modules: Import and Export.

Step 1: Grab the EventMobi Templates

Download the EventMobi Templates folder. Just click Import > Download Excel Templates. Once you have the templates, you can fill them in with your information. 


 

Step 2: Open the Agenda Tracks and Agenda Details Spreadsheets

In the Agenda module, you can use the Import function to populate your tracks and your sessions. Both sessions and tracks have their own spreadsheets (the Agenda Tracks and Agenda Details spreadsheets, respectively). 

Step 3: Complete the Agenda Tracks Spreadsheet

Fill out the spreadsheet according to the format in the template. The ID column is mandatory and must contain a unique value for every row within a given spreadsheet. You will use the IDs later to link the sessions to the tracks so, to make your life easier, it might be wise to use the track names as the track IDs. 

Colours
It's usually easier to leave the Colors column empty and just choose the colours using the Tracks pop-up mentioned above. However, if you do want to fill that out, here is a guide to the colours and their corresponding values in Excel.



Subtracks
The Parent ID column is used to
make one track fall under another as a subtrack. The track that it falls under is called a Parent Track. To indicate which track you want it to fall under, put the ID for the desired Parent Track in the Parent ID column next to the desired subtrack. Refer to the GIF below for a visual guide.

Step 4: Complete the Agenda Details Spreadsheet
Now, switch to the Agenda Details spreadsheet and input your sessions. Be sure not to alter any of the columns; if you don't want to use one of the columns, just leave it empty rather than deleting it.


Step 5: Connect Your Tracks and Sessions in Excel
Using your Agenda Tracks spreadsheet as a reference, all the linking actually happens in the Agenda Details spreadsheet, which you used to create your sessions. To link them up, all you need to do is get the track IDs (whatever you made them) from the Agenda Tracks spreadsheet and put them in the Tracks column of the Agenda Details spreadsheet next to the relevant sessions.


 

Step 6: Import the Spreadsheets

Import the spreadsheets by clicking Import, making sure the correct tab is selected (i.e. Tracks or Agenda Details), and choose your files. Import the Tracks first and the Agenda Details second.

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