Session plan

2 Phase 2 · Sessionplan

Plan blocks, methods, and times via drag & drop — on your own or with your team, always with a clear structure.

Overview

The session plan is the timeline of your workshop, built from blocks. Depending on the event type, the tab is called “Workshop plan,” “Talk plan,” “Seminar plan,” or “Training plan.”

The session plan in action: adding and sorting blocks, maintaining categories and fields.

Adding and editing blocks

1. Click “Add block.”
2. Fill in the start time (calculated forward automatically), duration (min.), and category.
3. Show/hide optional columns: “Goals,” “Content,” “Methods,” “Materials,” “Roles.”
4. Reorder via drag & drop. Per block: “Duplicate,” “Delete,” “+ Default slide.”

Tip: “Expand all” / “Collapse all” shows/hides the optional fields; with “Undo” / “Redo” (⌘Z / ⌘⇧Z) you can undo steps.

Adjusting the view & columns

You decide how much detail the plan shows:

• Show/hide and arrange the optional columns “Goals,” “Content,” “Methods,” “Materials,” and “Roles” as needed — so the plan stays clear.
• Expand all / collapse all shows or hides these fields in every block at once.
• Adjust plan width makes the plan narrower or wider — handy on small screens or when projecting.

Structure: block, chaining, breakout

• Block — a single item on the program, sequential.
• Chaining (connector) — you link adjacent blocks into one connected sequence via the connector between them. This does not happen when you create them, but afterward via the connector — there is no separate “group” type anymore.
• Breakout — parallel working groups. Configuration: “Number of groups” and “Participants per group” (requires the “Expected participants” figure). Preview: “{n} parallel groups will be created.”

Breakout options

• Individual breakouts (toggle): Each group maintains its own goals/content/methods/ materials — or all groups share the fields.
• Group pads writable: “breakout phase only,” “until end of Live,” or “afterward too.”
• Result slides: “Create a result slide per group” (from the org template “Group result”).

The magic of flow present

You can hand each group its own collaborative pads that they take into their small groups via a link/QR code. The pads are structured so that the groups record their results in them — and those results show up right back in your presentation. No more tedious collecting, no more plugging in five laptops (three of which don’t work). Enter it in the pad, and it’s live in the presentation. ✨ And of course everything lands directly in the workshop documentation.

Breakout blocks with group configuration and categories.

Multi-day workshops

1. “Add day” — or use the quick access “+ 1 week” / “+ 1 month.”
2. Per day: edit the date, “Start,” and “End.”
3. “Delete day” removes the day (warning: the day’s blocks will be lost).

Assigning roles within a block

flow present comes with default roles — typically “Speaker,” “Facilitator,” “Minutes,” and “Materials.” They are managed centrally under “Settings → Roles” (for the whole organization) and can be overridden per project.

Here’s how to assign within a block: “Assign person” — either an “org member” (dropdown) or a free-form name. “Unassigned” is the default; “Remove assignment” clears it again.

Why roles are more than just a name

Roles create clarity — already during planning and especially in Live mode. Never again “weren’t you going to present that?” or “who’s taking the minutes right now?”: everyone can see at any time who holds which role.

Sub-timers for small groups

With “+ Sub-timer” you add a short timer within a block (shown as “{min}′ Sub”). It is started later in Live mode.

Details that get lost in the heat of the moment

“How long did we want the whisper round to run again?” — you know the feeling. Plan such details right in the day planning and call them up in Live mode. And because no workshop ever runs exactly as planned, the timers can also be adjusted to the new time needs live.

Importing a schedule

Existing schedules can be imported (CSV, XLSX, TXT, DOCX, PDF, e.g. a SessionLab export, or pasted text):

1. Choose a file or paste text → check the preview → confirm.
2. “Structure with AI” organizes unstructured text into blocks.
3. Multiple days are detected and created automatically.

Carrying over briefing points

With “Show briefing on the left” you drag points from the briefing into the session plan via drag & drop — what’s carried over is checked off automatically (progress “{done}/{total}”).

The briefing panel shown alongside — carry points into the plan via drag & drop. ↹ Hell/Dunkel umschalten

Notes & warnings

• “{n} blocks still have no slide” — for categories where “Slide expected” is set.
• “More than {min} min. without a break” — the threshold comes from the org default or the project. Skimped on breaks again? From now on, flow present reminds you in good time.