Scheduling Functionality

Introduction to mTap Events Scheduling

mTap Events is a comprehensive digital event management platform that includes powerful scheduling capabilities designed to streamline event organization. The platform equips event managers with three core functionalities:

1. Sessions: Individual time slots that make up the event's agenda.

2. Speakers: Individuals or groups leading or participating in these sessions.

3. Tracks: Parallel streams of sessions to manage multiple presentations simultaneously.

Together, these elements form the backbone of event scheduling in mTap, enabling efficient management of complex events, speakers, and sessions while ensuring a smooth experience for both speakers and attendees.

Key Actions:

• Creating and managing sessions
• Adding and managing speakers
• Managing multiple parallel tracks

Session Scheduling and Management

What is a Session?

A session is an individual segment of the event, such as a keynote speech, panel discussion, or workshop. Each session includes details like the title, description, time, date, and assigned track.

Session Management Workflow:

1. Accessing Sessions:

    Navigate to the event overview.

    Select the "Schedule" tab.

    Click on "Sessions" to view, add, or modify sessions.

2. Adding a Session:

    Click "Add Session."

    Input the session title, description, date, time, and duration.

    Assign it to a track (if applicable).

    Add any related materials or notes.

3. Editing/Deleting a Session:

    Click on the desired session in the session list.

    Modify the details as needed (time, track, speakers).

    Use the "Delete" option if the session is no longer needed.

4. Rearranging Sessions:

    Use the drag and drop interface to rearrange sessions within the calendar or track timeline.

Tip: Ensure there’s no overlap between sessions unless they are assigned to different tracks.

Speaker Management

What is a Speaker?

Speakers are the key participants in each session. mTap Events allows you to manage all speakerrelated details, from bios and contact information to session assignments.

Speaker Management Workflow:

1. Accessing Speakers:

    Go to the "Schedule" tab and select "Speakers."

    View a list or grid of current speakers with their details (name, photo, bio).

2. Adding a Speaker:

    Click "Add Speaker."

    Enter details: name, bio, contact info, and photo.

    Assign speakers to relevant sessions directly from this interface.

3. Editing/Deleting a Speaker:

    Select a speaker to modify their bio, contact info, or assigned sessions.

    Use the "Delete" option if a speaker is no longer part of the event.

Tip: Always ensure speaker bios and session assignments are updated to avoid last minute confusion.

Track Management

What is a Track?

Tracks are streams or themes that run parallel within the event, allowing multiple sessions to happen simultaneously. Tracks are particularly useful for events with diverse topics or audiences, as they organize sessions into logical groups.

Track Management Workflow:

1. Accessing Tracks:

    In the "Schedule" tab, select "Tracks" to view all active tracks.

    Each track is displayed as a timeline, color coded for easy differentiation.

2. Creating a Track:

    Click "Add Track."

    Name the track and add a description if needed.

    Select a color for easy visual identification.

    Drag and drop sessions into the track timeline.

3. Editing/Deleting a Track:

    Modify the track’s name, description, or assigned sessions by clicking on the track.

    Use "Delete" to remove a track from the event.

Tip: Use distinct color codes to differentiate between tracks easily, helping attendees navigate the event better.

User Journey in mTap Events Scheduling

1. Step 1: Log in to the mTap Events platform.

    Navigate to the event you are managing.

2. Step 2: Access the "Schedule" Tab.

    From the event overview, click on "Schedule."

    Choose whether you need to manage Sessions, Speakers, or Tracks based on your immediate task.

3. Step 3: Create/Manage Sessions.

    Add new sessions or rearrange existing ones.

    Assign speakers and tracks as needed.

4. Step 4: Add and Manage Speakers.

    Add speaker bios and assign them to sessions.

    Edit or delete speaker details when necessary.

5. Step 5: Organize Tracks.

    Use tracks to structure the event for concurrent sessions.

    Ensure each session is properly placed within its relevant track.

6. Step 6: Review and Finalize the Event Schedule.

    Review all sessions, speakers, and tracks in a consolidated view.

    Make final adjustments before publishing the schedule.

mTap Events Scheduling Benefits

1. Comprehensive Overview:

    See all sessions, speakers, and tracks in a single interface, making event management intuitive and efficient.

2. Flexibility:

    Quickly make changes, such as moving sessions between tracks or swapping speakers, with realtime updates across the platform.

3. Efficient Organization:

    Manage multiple parallel tracks and sessions, catering to different attendee interests.

4. TimeSaving:

    Streamline event management with features like draganddrop scheduling and automated updates.

5. Improved Communication:

    Keep speakers and attendees informed with clear, uptodate information on session times, locations, and participants.

6. Scalability:

    Easily manage events of all sizes using the same intuitive interface, from small meetups to largescale conferences.

Best Practices for mTap Event Scheduling

• Plan Ahead: Ensure you have the event structure (sessions, speakers, tracks) defined early to avoid last minute adjustments.
• Visual Aid: Use color coding for tracks to make the schedule easy to navigate for both attendees and organizers.
• Communicate: Regularly update speakers on their session details, ensuring no conflicts arise.
• Utilize Automation: Leverage mTap's CRM integration to save time on speaker management and session scheduling.