Round Tables
Feature Purpose
Round Tables are facilitated, topic-based group discussion sessions.
Each Round Tables session is composed of a list of topics; participants apply to the topic(s) they are interested in; and the platform's placement algorithm seats them at numbered tables, grouping people by topic so each table becomes a focused conversation.
Organisers use Round Tables for expert-led discussions, peer-to-peer Round Tables sessions on shared challenges, or sponsor-hosted thematic sessions. From the participant's perspective, Round Tables appear as a session on their personal schedule with a specific table number and topic. From the organiser's perspective, they're a single session configured once in the admin panel, with topic management, capacity limits, and an auto-generated seating chart.
Admin Panel Access
Round Tables management has moved to the Meeting Formats section of the Admin Panel.
To access Round Tables configuration, navigate to:
Meeting Formats >> Round Tables
Three tabs are available:
Management — list, create, and edit Round Tables sessions; access the Moderators button (opens the shared Moderators list) and the Config button (opens General Settings and Round Tables-specific config). Note that Moderators, General Settings, Subject Tags, Tracks, and Types are shared with Sessions; a save warning is shown when a change affects other contexts.
Filters — manage Subject Tags, Tracks, and Types used to classify Round Tables topics (shared with the Sessions taxonomy).
Email templates — configure Round Tables email notifications (see Centralized Email Template Management).
Previous location (deprecated): Round Tables were previously listed and managed as a session sub-type under Management >> Sessions. The underlying data model is unchanged; only the navigation entry point has moved.
Pagination and Sorting Persistence
The Admin Panel now preserves pagination position and sort order in the Round Tables Management list when an organiser refreshes the page or navigates away and returns. Administrators managing long Round Tables lists no longer lose their place and are not returned to page 1 with default sorting after every navigation action.
Working with this Feature:
1. Session Setup
Create a Round Tables session in the admin panel and set its window (start, end, registration close). Within the session, define the list of Topics — these are the labels participants will see and apply to.
2. Table Settings
Each session has a Tables limit setting. By default the system auto-calculates the number of tables needed; setting a fixed limit caps placement at that number and leaves any overflow on an Unassigned list for manual resolution.
3. Applications and Placement
Participants apply to topics from the front-end catalogue. After registration closes, the organiser runs the placement algorithm, which seats each participant at the table best matching their topic preference and the available capacity. Manual reassignment is supported.
4. Final Schedule and Notifications
Once placement is satisfactory, the organiser triggers the Final Schedule. From this point onwards, the assigned table and topic become visible in each participant's personal agenda, and standard notifications fire for any subsequent changes.
5. Reports
Per-session reports cover attendance, applications-per-topic, and unassigned-participants counts.
Troubleshooting:
Participants are missing from the seating chart: Check whether the Tables limit has been set lower than the application count — overflow participants will be on the Unassigned list rather than seated.
Topic shows zero applicants: Confirm the topic was active during the application window and that participant-role permissions allow applying to that session.
Final Schedule didn't update a participant's view: Notifications only fire for placement changes made after the Final Schedule was sent — earlier changes are batched into the initial send.