What attendees see

Everything you build in the Calendar section reaches attendees through two pages on your site: the schedule and My Agenda. This page explains how both behave, so you know what people are actually getting.

The schedule page

A visible calendarA published programme for an event: sessions and other items laid out across dates and times for attendees to browse on your site. An event can have several calendars, for example a main session schedule alongside a guide to event spaces, and each has its own web address. A calendar is only shown to attendees once you make it visible. appears at /<event>/schedule/<url key>. The plain /<event>/schedule address shows one of your visible calendars as the default.

When an event has more than one visible calendar, attendees get a row of tabs to switch between them. With only one, no tabs are shown.

Note

Which calendar the plain /schedule address lands on is not something you control, and it is not the first one in your admin list. If it matters which calendar people see first, link directly to that calendar’s own address from your navigation rather than to /schedule.

On the schedule itself, attendees can:

• Switch layout. Your display mode is the starting view; they can change it, and their choice is remembered on their device.
• Filter by laneA named, colour-coded grouping inside a calendar, such as a stage, room, or track. Lanes colour the entries assigned to them in every display mode, and become the columns in the lanes grid. Lanes are set up on the calendar itself, so each calendar has its own set., in the card layouts. Chips are tinted with your lane colours.
• Jump to a day, on calendars spanning more than one day. The page opens on today when today falls inside the range.
• Open an entry to see its full description, time, and lane. Entries open in a panel on the schedule page, so there is no separate address for a single session to link to.

Past sessions are greyed out rather than hidden, so someone arriving mid-event still sees the shape of the day. On phones the card layouts tuck earlier sessions behind a “Show earlier events” toggle.

There is no text search on the schedule, and lanes are the only filter.

Publishing delay

Schedule pages are cached to keep them fast under load. A change you make in the admin can take up to five minutes to appear, and an older copy may be served for a short while after that.

Note

Worth planning around for changes made during your event. If you move a session shortly before it starts, the schedule may briefly still show the old time, so announce urgent changes through another channel as well.

Favourite buttons and My Agenda are not cached, so those update immediately.

Favourites and My Agenda

Signed-in attendees get a heart button on each entry. Favouriting adds it to their agendaAn attendee's own list of calendar entries, reached from My Agenda on your site. Entries arrive there when the attendee favourites them, and when a roster shift is published for them. Reminders are sent for favourited entries only. at /<event>/my-agenda.

Note

The heart appears once someone is signed in. If favouriting matters to your event, it is worth mentioning on the page that attendees should sign in to use it.

Entries reach an agenda two ways:

• The attendee favourited it.
• A roster shift was published for them. Rostered shifts appear on the assignee’s agenda with the position and shift status, and never on any public calendar. Unpublishing or cancelling an assignment removes it, without touching anything the person favourited themselves.

Buying a ticket or an add-on does not put a session on someone’s agenda, even when the entry is linked to that booking type or add-on.

Reminders

An attendee who favourites an entry gets a reminder before it starts. How far ahead is set by the reminder lead time in Settings.

Reminders always arrive as an in-app notification, which sits in the attendee’s notification list for four hours. They are also emailed, unless the attendee has turned calendar emails off in their own notification preferences. Email is on by default. There is no SMS or mobile push.

Three things about reminders are worth knowing before your event:

• Reminders follow favourites. Rostered shifts and purchases have their own notifications, so they do not also send a calendar reminder.
• Set the lead time before you build the schedule. Each entry’s reminder is scheduled when the entry is created or rescheduled, so a later adjustment applies only to entries added or retimed after it.
• Very last-minute entries go out without a reminder. An entry starting within a couple of minutes of being created is past the point where a reminder would help.

Renaming a session does not disturb its reminder, and the reminder uses the current name when it goes out.