Overview
Organisers can now add participants to a Round Tables session after the Final Schedule has been sent. Previously, the participant roster was locked at the moment the Final Schedule went out, and any walk-ins or late additions had to be handled outside the system. With this change, the admin panel supports late additions as a standard, supported flow — the participant's personal schedule is updated and the appropriate notifications fire automatically.
How it works
From the Round Tables session in the admin panel, the organiser opens the Attendees list and uses the existing Add participant action. The added participant can be:
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Placed directly at a specific table — the organiser selects an existing table within the session, and the participant is seated there immediately.
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Added without a table assignment — the participant joins the session's Unassigned list and can be placed later from the same admin screen.
The Max number of tables setting is respected: a late addition cannot create a new table beyond the configured cap. If the cap is reached, the participant must either be added to the Unassigned list or seated at an existing table that still has capacity.
Effect on the participant
When a participant is placed at a table after the Final Schedule has been sent:
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The Round Tables session card appears on their personal schedule, showing the assigned table and topic.
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Standard notifications fire — they receive the same email / push notifications they would have received as part of the Final Schedule send, scoped to their single placement.
Participants added to the Unassigned list do not see the session in their schedule and do not receive a notification until they are placed at a table.
When this is useful
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Walk-ins on the day: An attendee asks to join a Round Tables session that has already been scheduled. The organiser adds them at a table with spare capacity.
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Late registrations: A participant completes registration after the Round Tables placement algorithm has already run. The organiser adds them manually.
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Replacement attendees: A delegate cancels and a colleague attends in their place. The organiser removes the original and adds the replacement at the same table.