Building the Schedule: Rooms and Time Slots
The schedule in Hi.Events says who is on where and when. You add stages or rooms if things happen in more than one place, then give people time slots on a drag-and-drop timetable. The finished schedule shows on your event page with day tabs and stage filters.
How to Get There
- Open your event
- Click Lineup & Schedule in the left sidebar (under Setup & Design)
- Switch the view from Preview to the timetable, or to List
The timetable view is named after your event’s category: Agenda on a conference (Business, Tech or Education), Timetable on a festival or music event, and Schedule for most others. See Building Your Lineup for the full list.
Stages and Rooms
Stages and rooms are optional. Add them when things run in parallel: two conference tracks, three festival stages, a main hall and a breakout room. A single-room event can skip them.
- In the timetable or List view, click Add stage or room
- Enter a Name, such as “Main Stage”, “Room 2B” or “The Tent” (up to 100 characters)
- If your event uses more than one venue, choose the Venue this stage is at. Leave it empty (Same as the event) otherwise. The field only shows once your event has a venue
- Click Add
Your stages appear as coloured chips above the timetable. Click one to open Edit stage or room, where you can rename it, change its venue or Delete it. Deleting a stage keeps its time slots on the schedule with no stage.
Adding Time Slots
There are three ways to add a slot:
- Drag a person onto the timetable. Drag a name from the lineup panel and drop it on a stage at the time you want. This creates a one-hour slot straight away
- Click or drag across the timetable. Click an empty spot, or drag across a stretch of time on a stage, and the slot form opens with that time and stage filled in
- Click Add time slot. The form opens for the day you’re viewing, starting when the last slot that day ends (or at 7:00 PM on an empty day), for one hour
The Time Slot Form
| Field | What it’s for |
|---|---|
| Speakers, Lineup or Hosts | Who’s on. Pick up to 50 people from this event’s lineup |
| Title | The session name, such as “Opening remarks”, “Lunch” or “Doors open”. Optional when someone from the lineup is picked, in which case the slot shows their names |
| Stage or room | Where it happens, or No stage |
| Date, Starts, Ends | When it happens. If the end time is earlier than the start, the slot ends the next day |
| Description | Formatted text shown when someone opens the session on your event page |
Every slot needs a title, at least one person, or both. A panel can have a title and four speakers. A DJ set can be just the DJ.
Click Add slot to save, or Save slot when editing. To delete a slot, open it and click Remove.
Working on the Timetable
The timetable shows one day at a time, with a row for each stage, plus a No stage row if any slots don’t have one. Without stages, everything sits on a single row. Use the day chips (each shows how many slots that day has) or the arrows either side to change day. A line marks the current time.
- Move a slot by dragging it to a new time or a different stage
- Change its length by dragging its edge
- Edit it by clicking it
Moves and resizes snap to five-minute steps and save as soon as you let go.
The timetable won’t let you drop a slot on top of another one on the same stage. You’ll see a message like That overlaps “Opening Keynote” on the same stage and the slot goes back where it was. Slots on different stages can run at the same time.
Only moving or resizing a slot is checked. A slot you create by dragging a name in from the lineup panel, or by typing times into the form, can overlap another one, so look at the timetable afterwards to make sure nothing clashes.
The List View
List shows every slot in time order, grouped by day, with its people and stage. It’s the quickest way to read through a long agenda. Click any slot to edit it, or click Add time slot.
Times, Days and Late Nights
All times are in your event’s time zone, both in the dashboard and on your event page.
A new day starts at 5:00 AM. A set that starts at 1:30 AM after Saturday night stays under Saturday on the timetable, in the list, on your event page and on the printable run sheet, so a festival night isn’t split across two days. The spreadsheet export lists it with Saturday’s slots too, but its Date column shows the calendar date it actually starts on (Sunday).
Recurring Events
On a recurring event you build one schedule using real dates. Each date’s event page then shows only the slots that fall on that date. People with no slot at all appear on every date. See Where Your Lineup and Schedule Appear.
Tips
- Add your stages before you start scheduling. Every stage gets its own row, which makes clashes easy to see
- For a conference, add breaks with a title and no speakers (“Coffee”, “Lunch”) so the agenda shows the whole day
- For a festival, drag acts from the lineup panel onto the timetable stage by stage, then drag edges to set each set length
- Building a big schedule? Lay it out in a spreadsheet and import it in one go
- Print a run sheet for your crew from Export → Printable run sheet
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