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.

All Sessions List
 
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. 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.

Web Add and Remove

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 Rules
The Attendee Website and Event App recognizes and enforces these additional rules
you’ve created in your Flex event:
 
  • Session Visibility. In order to be displayed to a logged in attendee, sessions must be open for registration and visible to the attendee's registration type or admission item, if applicable. Sessions that have been cancelled will not be displayed on the website or app. In the Event App only, settings that have their "Display on Agenda" setting set to No will not be displayed.
NOTE: If you make a session unavailable to a particular registration type or admission item, anyone that has already registered for it will still be registered and will see it on the website or app (even if they don't meet the new requirements).
  • 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 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 from the app, a confirmation prompt notifies them they might lose their spot. Once the session is at capacity, attendees will see a "Session full" label and the "Add session" button will be greyed out in the app.
  • Session Groups. If an attendee is already registered for a session that's part of a session group, they will be required to drop that session in order to add a different session in the group. If an attendee tries to remove a session that's part of a required session group from the app, they will be shown 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 sessions.
  • Admission Item Session Minimums. If an attendee tries to remove a session that will put them below the minimum from the website, 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. In the app, they will be prompted to add a different session first.
  • Admission Item Session Maximums. If an attendee tries to add a session that will put them above the maximum from the website, 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. In the app, they will be prompted to remove a different session first.
  • 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 "Can't add session" or "Can't remove session" message in the website. In the app, they will be shown the custom warning message you entered when creating the rule.

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