Creating Your Schedule

Build your event schedule visually with the Schedule Builder calendar.

Overview

The Schedule Builder is a calendar where you place your event content by drag and drop. Three kinds of content can appear on the grid:

Submissions and sessions exist independently of the calendar: scheduling or unscheduling them never deletes them. A meeting, on the other hand, is its time slot — deleting a meeting slot cancels the meeting.

Prerequisites

• ✓ At least one schedule created (Schedule → Create Schedule)
• ✓ Rooms created (Rooms → Add Room) — room type submissions for talks, meetings for 1:1 meetings
• ✓ Session types defined in Settings (required before any submission can be created)
• ✓ Submissions with evaluation status Accepted (or Accept Queue) — only those appear in the schedulable list

Accessing the Schedule Builder

1. Open your event dashboard
2. Click "Schedule" in the sidebar
3. If the event has a single schedule, you land directly on its calendar; otherwise pick the schedule

The Interface

Left panel — Filters & unscheduled content

The left panel contains filters (Title, Type Submission/Slot, Session Type, Session Topic) and the schedulable list: every accepted submission and every session that is not yet placed on the calendar. Hovering a card shows its description.

This list is your source for drag and drop. Once an item is scheduled it leaves the list; if you remove it from the calendar it comes back.

Calendar controls

Scheduling a Submission (drag and drop)

1. Make sure the target room is displayed (Show Rooms)
2. Grab a card in the left list
3. Drop it on the grid at the desired time, in the desired room column

The slot is created and saved immediately (no extra confirmation). Defaults:

• Duration: 25 minutes — adjust it afterwards by editing or resizing the slot
• Placement snaps to 5-minute increments

⚙️ Both defaults, plus the displayed hours of the calendar, are configurable per event in Settings → Session Types & Topics → Schedule Calendar (default slot duration, drag precision, day start/end). Times are set in the event timezone; leave the hours empty to fit the scheduled sessions automatically.

ℹ️ To edit or delete a slot you just dropped, reload the page first: right after the drop, clicking the slot opens the public details popup instead of the edit form.

Editing a Slot

Click a slot on the grid to open its edit form:

Click Save schedule to apply. You are returned to the calendar.

⚠️ After changing the time, wait for the room list to finish reloading (the room name is displayed again) before clicking Save — saving during the refresh can silently fail.

Moving and resizing on the grid

Already-placed slots can be dragged to another time/room and resized from their top and bottom edges (hover the edge to get the resize handle). On the Day view, the slot keeps its room when dragged. Changes are saved immediately.

Removing Content from the Schedule

1. Click the slot
2. Click Delete, then confirm ("Yes, delete it!")

What happens depends on the content type:

• Submission or session → only the calendar slot is removed. The talk/session is untouched and returns to the left list, ready to be scheduled again.
• Meeting → the meeting itself is cancelled (a meeting only exists through its time slot). To change a meeting's time or room without cancelling it, edit the slot instead of deleting it.

You are returned to the page you deleted from.

Slot Colors

Slot color follows this priority: session type color → session topic color → default (light grey). Colors are configured in Settings → Session Types & Topics (a type with no explicit color does not override the topic color).

Best Practices

• Create rooms and session types before opening the builder
• Accept submissions in bulk from the Submissions page (select → Evaluation → Accepted) so they all appear in the schedulable list at once
• Use Room view to spot gaps and overlaps per room
• Resize slots right after dropping them (drops default to 25 minutes)

Timing

Previous: Speaker Communication Next: Rooms & Tracks