How to build and manage Multi-Session Events

This feature is especially useful for:

• Conferences spanning multiple days

• Training programs with separate sessions

• Events with multiple tracks or breakout rooms

• Workshops where attendees may attend only specific sessions

This guide explains how multi-session events work and how to configure workflows, registration, and attendance tracking.

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What Are Multi-Session Events?

A multi-session event consists of:

• A Parent Event (the overarching conference or event)

• One or more Child Sessions (individual days, tracks, or sessions)

Example:

• Parent Event: Unbound 2026

  • Day 1 Session

  • Day 2 Session

  • Day 3 Session

Each child session can:

• Have its own Zoom link

• Have independent attendance tracking

• Have its own registration logic

• Support separate check-ins

At the same time, the parent event maintains an overall attendee list and event participation summary.

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How Attendance Works

When an attendee checks into a child session:

• They are automatically checked into the Parent Event

• They are not automatically checked into other child sessions

This allows you to:

• Track attendance per day or session

• Measure participation across an entire conference

• Manage separate room staffing and QR code check-ins

Each session still supports the standard SimpleEvents QR code check-in process.

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Creating a Multi-Session Event

Step 1: Create a New Event

Inside SimpleEvents:

1. Click Create Event

2. Enter your event details:

   • Public event name

   • Internal event name

   • Description

   • Date and time

   • Location

Example:

• Public Name: Unbound 2026

• Internal Name: 09 Inbound Unbound

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Step 2: Enable Multi-Session Mode

At the bottom of the event settings:

1. Enable the Multi-Session feature

2. Once enabled:

   • The standard event form becomes disabled

   • Session management becomes available

Important:

• Forms only work at the Parent Event level

• Child sessions do not automatically generate forms

• Workflow logic is fully customizable by your team

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Step 3: Add Sessions

When your event spans multiple days:

• SimpleEvents automatically generates day-based child sessions

Example:

• Day One

• Day Two

• Day Three

For single-day events:

• The system displays generic child sessions instead of days

Each child session can have:

• Its own description

• Independent location

• Separate meeting links

• Unique attendance tracking

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What Gets Created in HubSpot

When the event is created:

• A Parent Marketing Event is created

• Each child session becomes its own Marketing Event object

Example:

• Unbound 2026 (Parent)

  • Unbound 2026 — Day One

  • Unbound 2026 — Day Two

  • Unbound 2026 — Day Three

Contacts registered for a child session are automatically associated with the parent event as well.

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Registration & Workflow Strategy

Multi-session workflows are intentionally flexible.

You control:

• Registration logic

• Session selection

• Emails

• Calendar invites

• Smart lists and segments

SimpleEvents handles:

• Event registration actions

• Marketing Event associations

• Attendance syncing

• Parent-child relationships

 

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Recommended Registration Workflow Setup

Option 1: Register Attendees for Specific Sessions

Use this approach when attendees select only certain days or tracks.

Suggested Workflow Structure

1. Visitor submits a registration form

2. Use workflow branches based on:

   • Checkbox selections

   • Radio buttons

   • Custom properties

Example:

• If attendee selects Day One → Register for Day One session

• If attendee selects Day Two → Register for Day Two session

Then:

• Add the attendee to the corresponding child session event

The parent event registration happens automatically.

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Option 2: Register Attendees for All Sessions

Use this when attendees should automatically attend the full conference.

Workflow Structure

Sequentially:

1. Register attendee for Day One

2. Register attendee for Day Two

3. Register attendee for Day Three

No branching is required.

Because attendees are registered for all child sessions:

• They are automatically associated with the parent event as well.

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Calendar Invites

Once a contact is registered:

• You can trigger SimpleEvents calendar invite actions

• Calendar holds are generated automatically

Important behavior:

• If the event date/time changes later, SimpleEvents sends updated calendar information to attendees who already received the invite

• New registrants only receive the latest event version

This ensures calendars stay synchronized with the latest event details.

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Smart Lists & Segments

If you enable the Segments feature:

• Smart lists can be created per child session

• You can build advanced automation based on:

  • Specific session registrations

  • Attendance

  • No-shows

  • Multi-day participation

This is ideal for:

• Personalized follow-up campaigns

• Session-specific reminders

• Attendance reporting

• VIP engagement workflows

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Upcoming CMS Module Enhancements

SimpleEvents is actively developing a HubSpot CMS module that will simplify multi-session registration.

Planned features include:

• Radio button session selection

• Dropdown session selectors

• Checkbox registration options

• Automatic child session handling

This upcoming module will reduce the need for custom workflow branching and make multi-session registration much easier to manage directly on HubSpot landing pages and websites.

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Best Practices

Use Parent Events For

• Overall reporting

• Total conference attendance

• High-level engagement tracking

Use Child Sessions For

• Daily attendance tracking

• Breakout sessions

• Session-specific reminders

• Room-level check-ins

Recommended Workflow Design

• Use custom form fields for session selection

• Branch workflows based on selections

• Register contacts into child sessions individually

• Let SimpleEvents automatically associate parent events

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Need Help?

If you need assistance configuring multi-session events or workflows, contact the SimpleEvents.io Support Team.