Before you review or change a session, first find it. This article explains how to search an event’s sessions, open a session record, and delete a session you no longer need, including why Rhythm sometimes blocks deletion.
Prerequisites
- Permission to view the event's sessions.
Find a Session
- Go to Meetings & Shows › Events › [event name] › Sessions.
- Enter any combination of search criteria: name, type, tracks, start or end date range, or identifier.
- Select Search.
- Select a session's name in the results to open it.
Result
The Sessions overview shows two counts at the top: active sessions and session registrations for the event. Select either count to open the query tool with the matching list already prepared.
The Recently Viewed Sessions panel on the same screen shows sessions you recently opened for this event, so you can return to one without searching again.
Review a Session
When you open a session from search results or a link, Rhythm opens that session’s record. The record organizes the session’s registrants, speakers, fees, waitlist, documents, and custom-field answers into tabs.
- Open the session.
- Use the tabs to review its Description, Speakers, Registrations, Cancellations, and, when they apply, Fees, Waitlist, Documents, and Custom Fields.
Result
Each tab’s count updates as its data loads. If the session has a capacity, Rhythm shows a sold-out notice near the top when it is full, or a plain capacity notice when space remains.
Tip
To build a working list of everyone registered for a session, open the session’s Registrations tab and select Open in Query. Rhythm loads a prepared query in the query tool, limited to that session’s active registrants, which you can adjust and run. You can also build the same kind of list as a reusable query: start a new Events query from Sessions, add Session Registration as a related record, and export the results for further filtering.
Warning
If a session's registration query won't open, check the session name for unsupported special characters such as #. Remove the character from the session name and try again; this workaround has resolved this specific failure.
Delete a Session
- Open the session you want to remove.
- Select Delete Session.
- Confirm the deletion.
Result
Rhythm removes the session from the event’s program. You cannot undo this in Rhythm, though the record’s last version remains in your Rhythm account’s audit history.
Why You Can't Delete This Session
Rhythm will not delete a session while any session place, session fee, or registration package still names it. Remove those dependent records before you delete the session:
- Remove or cancel every session registration for that session, either on the session's own Registrations and Cancellations tabs or from each registrant's own record. From a registrant's own registration, open the modification flow and use the red trash-can icon on that session's line item. This removes the session from their registration without canceling or rebuilding the whole event registration. Canceling or refunding a registrant does not always clear every trace, because refunded or otherwise processed session-fee records tied to that registration can remain and continue to block deletion after the registrant is gone.
- Remove any session fees on the Fees tab.
- Remove the session from any registration packages that include it. If the package uses the included-sessions option, open the package, turn that option on if it is not already visible, remove the session from the included list, turn the option back off if you no longer need it, save, and then try deleting the session again.
Warning
Removing a registrant from a session does not always clear every trace of that link immediately. If you removed all registrants from a session and Rhythm still says dependent records exist, wait a short while and try again, or contact support if the message continues. The link between the registration and the session can take a moment to clear after the registrant no longer appears on the session. This fix applies cleanly to sessions and registrations created or changed after it took effect, but older records can still carry the same stale relationship and may need support's help to clear. In rarer cases, a session keeps a relationship that is not visible on the normal screens. If deletion keeps failing and you cannot find a dependent record, contact support so the relationship can be checked and cleared directly. You can also check Session Options › Database Relationships on the session yourself for relationships that can block deletion.
Related Reading
To create or change a session's own details, see Create and Edit Sessions and Other Events. To add, change, or remove someone's place in a session, see Manage Session Registrations. To build a custom list from a session's registrants beyond the built-in query, see Design and Run a Query.