Session Proposal Setup Guide

March 23, 2026 | 3 min read

This feature allows you to collect proposals for entire sessions from external submitters. The submitter will be able to invite abstract authors to submit works directly to the proposed session.

Step 1: Configuring the Feature and Form

First, you must enable the option in the system: under the Overview menu, check Session Proposals and click Save.

Form Settings

After enabling the feature, a settings menu will appear on the right, allowing you to configure the following:

• Form fields settings and Form Status: For each field, determine if it is mandatory, optional, or hidden. You can also set instructions and character limits for each field. Set the status (Open/Closed) and the deadline for submission or updates.
• Instructions to submitters: Enter "Welcome" text, detailed submission instructions, and a "Thank You" page.
• Messages: Edit the messages sent automatically or manually to session proposers.

Step 2: Submitter Management and Automated Communication

The system automatically manages the relationship between the session proposer and the abstract submitters:

• Submission Confirmation: Upon completing the submission, the proposer receives a "Session Submitted Message".
• Unique Link: The message includes a unique link {Session.LinkToAbstract} that the proposer can distribute. Any abstract submitted via this link is automatically associated with that specific session.
• Ongoing Updates: A "Session Status Update" message is set to be sent automatically, which contains the {Session.Abstracts} token. This token ensures the proposer receives an updated list of submitted abstracts every time a new one is added to their session.

Important Note: The "Session Status Update" message will only include the list of submitted abstracts if you have marked the session status as Approve in the back office.

Step 3: Back Office Management

Managing proposals is handled under the Overview menu:

• Viewing Proposals: Clicking Requested sessions will display the list of submitted sessions.

• Viewing Session Details and Abstracts: Clicking the session name in the list opens a detailed view where you can see all abstracts submitted under that session. The unique Submission link for that specific session will also appear here.

• Editing and Status: By clicking Edit on any session, you can:
  • Edit session details or view associated abstracts.
  • Update the status (Approve, Reject, Request Revision).
  • Manually send the Update message to the session proposer (the message can include the current session status).
  • Mark if the session is ready for review (relevant only if a session review process is required).
• Filtering Abstracts: In the Abstracts menu, you can filter the general list of abstracts by a specific submitted session.

Step 4: Building the Program

Once sessions are approved, you can easily add them to the program:

• Inside the Agenda editor, click Add From Bucket.
• Select the session from the list and click +Add.
• The system will add the session in its entirety, including all linked abstracts.