Managing the Sessions tab

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In the Sessions tab of the event creation flow, hosts can upload a CSV file with session information or manually add session information. Hosts can also manage lobby livestreaming, Q&A, speaker controls, and interpreter information for each session.

For more information about the conference event creation process, please visit Creating a Zoom Events conference.

This article covers:

Prerequisites for using the Sessions tab in the event creation flow

  • Zoom desktop client
    • Windows: 5.7.6 or higher
    • macOS: 5.7.6 or higher
  • Zoom mobile client
    • iOS: 5.7.6 or higher
    • Android: 5.7.6 or higher
  • Pro, Business, Enterprise, or Education account
  • Stripe or PayPal Business account is required to create paid events
  • Zoom Events license

Notes:

  • There is a dependency with Windows' Webview package for Windows platform; while version 5.7.6 does support Zoom Events, it may cause a blank lobby experience for hosts.
  • For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to add session information manually

  1. Access the Sessions tab in the conference event creation flow.
  2. In the top right corner, click Add, then click Add Session Manually.
  3. Add information to the Basic Info tab.
  4. Click Save.

Once you complete the Basic Info tab, you can add information to the In-Session Branding (webinar-only), Polls/Quizzes, Interpreters, and Session Control tabs.

Basic Info tab

  1. Under the Basic Info tab, add the following information:
    • Title: Enter the title of the session.
    • Session Starts: Enter the session's start date and time.
      • Click the time to select the start time from a dropdown menu. Double-click the time to enter a custom start time.
        Note: When a host creates an event across multiple time zones, the host will be able to create sessions that go beyond 11:59 PM to accommodate for time differences.
    • Duration: Use the dropdown menu(s) to select the session's duration.
    • (Optional) Preview Time Zone: By default, Zoom Events will use your computer's time zone. Click the dropdown menu and select a time zone to see what time the conference session will start in the selected time zone.
    • Select the event type you want to create: Select if this event will be a Webinar or Meeting event type.
      • This session is led by Sponsor: Select this check box to indicate to attendees that this session will be led by a sponsor.
    • Session Image: Click + to add the session image.
      Notes:
      • Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 10MB.
      • Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload. Additionally, resizing images is possible after image uploads.
    • Session Video: Click + Add Video to add the session video.
      Note: The maximum video length is 60 minutes. The maximum video size is 1.9 GB, MP4 files only.
    • About This Session: Provide a description about this session. You can personalize your event through branding elements, using the rich text editor for description fields in the event creation flow.
    • Speaker: Control each speaker’s access using the in-session options:
      Note: Hosts can be assigned as a speaker, granting themselves additional functionality, to the sessions at their event. When the host assigns themselves as a speaker, the Alternative Host and Can edit session checkboxes will no longer be available for the hosts (grey out) at the session level.
      • Show Speaker: Select this check box if you want a speaker to appear on the session details page. If this check box remains unchecked, the speaker will not appear on the session details page but will still be visible on the conference lobby’s Speaker tab.
      • Can edit session: Select this check box if you want to allow a speaker permission to edit and add information to their session details.
      • In-session Role: Select the in-session role permission for speakers:
        Note: Each session is required to have one assigned person with alternative host access.
        • Alternative Host: The host or co-host with permission can choose to enable or disable a speaker's alternative host access on a per session basis. Additionally, alternative hosts can start a session, without being part of the speaker list for the event, and have the same in-session permission as the host. This role is available for both meeting and webinar sessions.
          Note: This option is automatically selected by default.
        • Panelist: Panelists can mute/unmute themselves, start/stop their video, and view and respond to all Q&A. This role is only available for webinar sessions.
        • Attendee: Speaker(s) can join meeting sessions as an attendee; if you do not select the Alternative Host check box, then the speaker will only have attendee permissions.
      • Feature speakers: To the right of a speaker, click the ellipses more-button__1_.png, then click Feature this speaker. An orange star will appear, which shows that the featured speaker will appear on the session card (their image will be displayed) on that session tile. Additionally, the featured speaker will appear on the session details as the featured speaker. If there are multiple featured speakers, the first person with the branding check mark will appear on the session card; all featured speakers will appear on the event details page's Speakers tab as well as the conference lobby Speakers tab.
      • Reorder speakers: To the left of a speaker, click and hold down on the six dots icon, then move the speaker to your desired location.
      • Delete speakers: To the right of the speaker row, click the trash icon trash-button.png to delete a speaker.
      • If no speakers have been added, click + Add Speaker.
    • Track: Enter the session's track. Tracks can be used to separate events into different categories. Tickets for these tracks will be linked to specific sessions and only ticket holders can join these sessions. In addition, tracks help to direct users to the sessions they should attend.
    • Tags: Click the forward-arrow-button.png arrow to display additional fields.
      • (Optional) Product: Enter the product of discussion for the session.
      • (Optional) Level: Define the audiences' level of aptitude toward the session topic.
      • (Optional) Audience: Define the audience the session is designed for.
  2. Click Save.

In-session Branding tab

  1. (Optional) Under the In-session Branding tab, set the style for each special role at the session level and how they appear in any of the webinar sessions they join in the event:
    • In the right preview panel, switch the preview between a desktop or mobile layout by clicking the swap-view icon viewport-toggle.png.
    • Webinar Wallpaper: Your wallpaper is displayed behind video tiles and shared content for this session only.
      • Under Webinar Wallpaper, hover your mouse over the image tile and click the pencil icon pencil-button.png to + Upload Wallpaper or select a wallpaper for this session.
        Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 10MB.
      • (Optional) Click Preview Wallpaper to preview how your webinar wallpaper will appear to Attendees. You can preview your webinar wallpaper between the Speaker and Gallery view.
    • In-Session Appearance: All Hosts, Alternative Hosts, Sponsors, Interpreters, Panelists, and Speakers will have an event-wide default virtual background and name tag design. You can make specific changes for this session only.
      • Click Customize In-session Appearance to view how all roles will appear when they join.
      • On a tile, click the pencil icon pencil-button.png to update the name tag text and template, and assign a different virtual background. These changes will apply to this session only. These changes will apply to this session only.
        • Enter the panelist’s information into the Name, Description, and Pronouns fields.
          The entered information will appear under Preview.
        • Choose a name tag design that you created to display under Preview.
        • Under Virtual Background, select an uploaded virtual background to display under Preview.
        • Click Save.
    • + Add more branding: Click + Add more branding to add a new virtual background or add a new name tag template.
      • Add New Virtual Background: Select a virtual background to upload and add from your computer.
      • Add New Name Tag Template: In the Add Name Tag Template window, customize your name tag template. Changes are previewed live in the left preview panel.
        Note: You can create up to 20 name tags.
        • Enter the Template Name in the text box.
        • Select the Text Color.
        • Select the Background Color.
        • Select the Accent Color.
        • Click Save.

Polls/Quizzes tab

  1. (Optional) Under the Polls/Quizzes tab, click + Create to add 1 or more questions to the poll.
    A pop-up window will appear.
  2. At the bottom of the pop-up window, click the ellipses more-button__1_.png to select the Allow participants to answer questions anonymously check box.
  3. At the bottom of the pop-up window, click + Add Question to add more poll questions.
  4. Click Untitled Question to change the name of that polling question.
  5. Click the question area to edit the following details:
    • To the right of the name of the polling question, click the dropdown menu to choose the question type:
      Note: Users below version 5.8.3 will not be able to view or participate in advanced polls.
      • Single Choice: Poll participants can select only one of the provided answers. Possible answers can be listed all at once or under a drop-down menu.
      • Multiple Choice: Poll participants can select multiple provided answers.
      • Matching: Poll participants can match prompts on the left side with answers on the right side. The order of prompts and answers can be adjusted as needed. Up to 10 prompts can be provided for each question, with the possible matches ranging between 2-10 options.
      • Rank Order: Poll participants can rank each item based on the provided scale. Up to 10 items can be provided for each question, with the scale allowing a range of 2-7 options.
      • Short Answer: Poll participants can respond with a short answer response. The minimum and maximum allowed characters for the response can be set.
      • Long Answer: Poll participants can respond with a long answer response. The minimum and maximum allowed characters for the response can be set.
      • Fill in the blank: Poll participants are presented with the statement and a blank, asking them to fill in the missing information based on the statement and other context provided. Multiple blanks can be added and each blank has its own answer box.
      • Rating Scale: Poll participants are given a statement or topic, then they are given the opportunity to rate the topic on a given scale. The range of the scale can be adjusted from the default of 1-10, and the ends of the scale can be labeled to indicate what the scale is based on, for example Not likely to Extremely likely.
    • Click the blank for each choice to enter an answer for participants to select from.
    • Click Add Choice, Add Row, Add Column, Add Prompt, or Add Answer (depending on the type of poll question selected) to add additional answer options.
    • Click the trash bin icon trash-button.png to delete the current polling question.
    • Click the ellipses more-button__1_.png to access additional options:
      • Upload Image: Allows an image to be uploaded and displayed below the question.
        Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 10MB.
      • Duplicate Question: Duplicate the current polling question as it currently is.
    • Select the check box next to Required to ensure a question must be answered before a participant can submit poll answers.
    • Pencil icon pencil-button.png: Edit the existing poll.
  6. (Optional) Click + Add a Question to create an additional question.
    Note: Each question and individual answers for a question can be reordered as needed.
  7. Click the more-button__1_.png button to access the following option:
    • Allow participants to answer questions anonymously: Poll participants can choose to have their answers associated with themselves or to provide answers to the poll anonymously.
    • Make a quiz and set correct answers: If you want to set correct answers and score respondents' accuracy, you can turn the polling feature into a quizzing platform.
      Note: Only Single Choice, Multiple Choice, Matching, and Rank Order polls can set a correct answer. Short answer and long answer questions will require manual scoring.
      • Create and add a poll.
      • Click the ellipses more-button__1_.png and click Make a quiz and set correct answers.
      • Click set answer shown on each question.
      • Select which answer(s) you want to be the correct option.
      • Click Done.
      • Repeat for each question.
      • Click Save.
  8. Click Save.

During a meeting event, all questions under a single poll will be asked when launched. You can create additional polls to ask questions at a different time during a webinar event session.

Additionally, the host, alternative host, co-editors, and speakers (who have been given permission) can edit and create new polls or quizzes while a session is live/ongoing. The new or updated polls/quizzes will be published and available during the live session.

Notes:

  • Edits made by speakers are still submitted for approval to the host or alternative host before they can be published.
    • Edits made to the details in a session's Basic Info tab and the polls within that session are reviewed separately. This allows polls to be edited even when the session it falls under has started.
  • You can add up to 50 polls/quizzes per session. A basic poll/quiz has a maximum limit of 10 questions. An advanced poll/quiz has a maximum limit of 50 questions.

Interpreters tab

  1. Click + Add Interpreter.
  2. Enter the interpreter's email.
    Note: After the conference is published, an invitation and interpreter ticket will be sent to this email.
  3. Click the first Language dropdown menu to select which language the interpreter will interpret.
  4. Click the second Language dropdown menu to select which language the interpreter will interpret.
  5. (Optional) Click + Add Interpreter to add another interpreter.
  6. Click Save.

Session Controls tab

  1. Click the following toggles to enable or disable the session-level settings that you want:
    • Allow livestreaming to event lobby
    • Closed captions for livestreaming to event lobby
    • Session chat in lobby
      Note
      : Attendees need to have Zoom Chat enabled by their account admin to view and participate in the conference chat. If an account admin has disabled Zoom Chat for the host creating an event, the host will receive a disabled chat notification about their web portal chat settings and the effect it will have on their event.
    • Q&A: The Q&A settings configures the default settings for when you start this webinar session. You can change the settings in this webinar session. Select the sub-options that you want to enable or disable:
      • Allow anonymous questions
      • Allow attendees to view
        • answered questions only
        • all questions
    • Custom Livestreaming Service: If enabled by the account admin, you can configure custom livestreaming service settings at the session level.
      Note: This feature will be unavailable if it’s disabled and locked by a Zoom account admin.
      1. By Custom Livestreaming Service, click Configure.
        A Configure Custom Streaming Service pop-up window will appear.
      2. In the pop-up window, enter information for:
        • Stream URL
        • Stream Key
        • Livestreaming page URL
          Note
          : Anyone using this link can watch the livestream of the meeting.
      3. (Optional) Select the following check boxes:
        • Custom streaming service requires authentication to broadcast
        • Configure live stream during the meeting
      4. Click Save.
        Your settings will appear in the Session Controls tab.
      5. (Optional) Click Edit to edit your custom livestreaming service settings.
      6. (Optional) Click Delete to delete your custom livestreaming service settings. If a verification dialog appears, click Delete.
  2. Click Save.

Use the rich text editor

You can use the rich text editor to customize the About This Session. When you click an input field on the rich text editor bar, the input field will display a blue outline to show your selection.

Phase_1_rich_text.png

Select an input field

  1. In the About Conference's rich text editor, select the icon that you want:
    • Bold mceclip1.png
    • Italic mceclip2.png
    • Underline mceclip3.png
    • Text color mceclip0.png
    • Text size mceclip5.png
    • Paragraph mceclip0.png
    • Bulleted list mceclip8.png
    • Numbered list mceclip11.png
    • Increase Indent mceclip6.png
    • Decrease Indent mceclip7.png
  2. Enter your text.

Text color

Note: @, #, and link color cannot be changed.

  1. In the About This Session's rich text editor, select the text color input icon mceclip0.png.
  2. Under Text Color, select the text color that you want.
  3. Under Background color, select the background color that you want.
  4. To clear all text and background color, click Clear.

Text size

  1. In the About This Session's rich text editor, select the text size input icon mceclip5.png
  2. Select the text size that you want:
    • Small: 12px
    • Medium: 14px
    • Large: 16px

Paragraph

  1. In the About This Session's rich text editor, select the paragraph icon mceclip15.png.
  2. Select the following paragraph format that you want:
    • Heading 1 = Bold, 20px
    • Heading 2 = Bold, 16px
    • Heading 3 = Bold, 14px
    • Paragraph = Regular, 14px

How to edit session-level settings

After you save your session information, you can return to the Sessions tab to make further edits. You can also enable or disable toggles for specific settings for each individual session.

On the left side, you can use the following check boxes to select different sessions:

  • Session Name & Time: Select this check box to select all date and session check boxes below.
  • Date(s): Select the date's check box to edit the sessions from that date.
  • Sessions: Select the check box of the session that you want to edit.

When you select check boxes, you can choose Batch Actions (which are displayed in the top header) for those selected sessions:

  • Invite Speaker to Edit Session: Review invitation details and your message to the speaker. Invited speakers will receive an email invite with a link; clicking the link will allow the speakers to edit their respective sessions. Any changes that the speakers make will not be published until you approve the changes.
  • Upload Session Image: Upload an image for your session.
    Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 10MB.
  • Livestreaming to lobby: Select if you want to Enable “Livestreaming to lobby” or Disable “Livestreaming to lobby”. By enabling this feature, sessions will be livestreamed to the lobby. Attendees will be required to agree to be livestreamed to attend the event. When enabled, in a meeting-type session, the host will be allowed to livestream sessions to the lobby. In a webinar-type session, livestreaming to the lobby will start automatically.
  • Configure Q&A: The Q&A setting configures the default settings for when you start the selected webinar sessions. You can change the settings in the selected webinar session.
    • When you enable Q&A, a Configure Q&A for selected session(s) pop-up window will appear. In the pop-up window, configure the settings:
      • Allow anonymous questions
      • Allow attendees to view
        • answered questions only
        • all questions
    • When you're finished configuring the settings, click Save.
  • Assign Zoom Room to session(s): The added Zoom Room(s) can join a session as attendee(s). Enter the Zoom Room name and click Save.

Session-level settings are also organized and can be filtered by the following categories on the Sessions page:

  • Speaker(s): Hover your mouse over the speaker icon to view the list of speakers.
  • Livestreaming to lobby: For sessions that involve meetings, hosts can choose whether or not they want to livestream sessions to the lobby. For sessions that involve webinars, livestreaming to the lobby will start once the webinar starts. Click the toggle to enable or disable this setting for the session that you want to manage.
    • To the right of Livestreaming to lobby, click the filter icon to display sessions by:
      • All
      • “Livestreaming to lobby” On
      • “Livestreaming to lobby” Off
  • Interpreter(s): Hover your mouse over the number of interpreters to view the list of interpreters and their languages for a session.

You can use the more more-button__1_.png button to do the following actions:

  • Feature/Un-feature this Session
  • Invite Speaker to Edit Session
  • Edit: Edit your session.
  • Delete: Delete your session.

How to search for sessions

  1. Access the Sessions tab in the conference event creation flow.
  2. In the search box, enter a session name.
    Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial name. Additionally, if you enter a few letters of a session name, you can view all results that include those letters.

How to filter sessions

  1. Access the Sessions tab in the conference event creation flow.
  2. To the right of the search box, click the filter icon.
  3. Filter the sessions by the following categories:
    • Track: Click the dropdown menu to select the track to filter your sessions.
    • Date: Select the date to filter your sessions
    • Audience: Click the dropdown menu to select the audience to filter your sessions.
    • Product: Click the dropdown menu to select the product to filter your sessions.
    • Level: Click the dropdown menu to select the level to filter your sessions.
  4. (Optional) Click Clear All to remove any filters.

How to add more sessions

  1. Access the Sessions tab in the conference event creation flow.
  2. In the right corner of the page, click the Add button to add another session:
  3. Add Session Manually: Add a session manually.
  4. Add Sessions through Uploading CSV: Upload a CSV file with entered session information.

How to export or download CSV info

  1. Access the Sessions tab in the conference event creation flow.
  2. Click the more ... button to export or download CSV information:
  3. Export CSV: Export your event's session information (from the Sessions tab) to a CSV file.
  4. Download CSV Sample: Download a sample session CSV file.

How to upload session information through CSV file

A sample CSV file is available for download, which you can fill out with your session information and then upload.

Notes:

  • If you upload a .csv file to a conference that is already published, the assigned tickets and notifications will automatically be sent to the invited users.
  • The date(s) of the conference that you selected in the Basic Info tab must match the date(s) of the conference listed in the .csv file.
  1. Click Upload CSV File to batch-upload information about multiple sessions and speakers.
  2. Find and select the .csv file you want to import.
    You can also drag-and-drop a .csv file to import your agenda information.
  3. After selecting a CSV file to upload, click Open.
    The event sessions will be displayed after the CSV file has been uploaded.

Editing Session tab features

This table displays the features found under this tab, the different stages of the event cycle, and whether or not the feature is editable at that stage of the event.

Feature

Editable after event is  published or is upcoming

Editable after a ticket has sold Editable during live event Editable post event
Add Session  
Session Title  
Session Starts  
Duration  
Webinar or Meeting ✔* ✔* ✔*  
Session led by sponsor  
Session Image  
Session Video  
About This Session  
Speakers  
Alternative Host  
Zoom Room        
Track  
Tags  
Downloadable Material  

* Meetings can be changed to webinars, but webinars cannot be changed to meetings.

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