Appearance
Managing Sessions
Sessions are the core of MicroTalks. As an admin, you can create sessions, control their lifecycle, and manage all the details.
Creating a Session
- Go to Admin > Sessions and click New Session.
- Fill in the session details:
| Field | Description |
|---|---|
| Title | The session name shown to members |
| Description | A longer description of what the session covers |
| Date & Time | When the session starts |
| Timezone | The session's timezone (default: America/New_York) |
| Duration | Length in minutes (default: 45) |
| Meeting URL | Link to Zoom, Google Meet, etc. |
| Meeting Password | Optional password for the meeting |
| Max Presenters | How many presenter slots (default: 3) |
| Max Guests | How many guest slots (default: 5) |
| Talk Duration | Minutes per presenter talk (default: 10) |
| Q&A Duration | Minutes for Q&A after each talk (default: 5) |
| Has Interviewer | Whether to include an interviewer role |
- The session is created in Draft status.
TIP
Sessions auto-save 1.5 seconds after you stop editing. You'll see a "Saving..." indicator, followed by "Auto-saved" with a timestamp.
Google Calendar Sync
If Google Calendar is configured in Settings, sessions sync to your community calendar when updated, when their status changes, or when participants register or change roles. The calendar event includes the session title, participant list, and a link to the session page.
Session Status Lifecycle
Sessions move through these statuses:
Draft → Open → Closed
↑
Full ───┘| Transition | What Happens |
|---|---|
| Draft → Open | Session becomes visible and accepts registrations |
| Open → Full | Automatic — triggers when all required slots are filled (host + presenters + interviewer if required + guests) |
| Open → Closed | Admin manually closes registration |
| Full/Closed/Cancelled → Open | Admin reopens registration |
| Any → Cancelled | Admin cancels the session; cancellation emails are sent to all active participants |
WARNING
Cancelling a session sends notification emails to every registered participant. This cannot be undone.
Sessions also have computed statuses based on time:
- In Progress — The session's scheduled time is now
- Completed — The session's end time has passed
These are calculated automatically and don't require admin action.
Editing a Session
- Go to Admin > Sessions and click a session.
- The editor has two tabs: Details and Participants.
- Edit any field — changes auto-save after 1.5 seconds.
- Status changes take effect immediately.
Deleting a Session
- Open the session editor.
- Click Delete (typically at the bottom of the page).
- Confirm the deletion.
WARNING
Deleting a session permanently removes it and all participant records. Consider cancelling instead if you want to preserve the history.