---
title: Organising speakers with tracks
description: This article explains how to use the tracks feature to organise speakers by session topic or location and assign them to relevant campaigns.
---

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# Organising speakers with tracks

## This article explains how to use the tracks feature to organise speakers by session topic or location, and assign them to relevant campaigns.

If you have specific topics or locations on your agenda, such as "manufacturing" or "design", you can easily organise them using Tracks.

Tracks allow you to assign speakers to campaigns based on the tracks they are involved in. This eliminates the need to manually filter out irrelevant speakers, ensuring that each speaker receives the correct link for their campaign.

After setting up tracks, you have the option to assign one or more tracks to a campaign. This allows you to generate links specifically for the speakers participating in those tracks.

You can create tracks manually and assign sessions to them, or you can include the track names as an additional column in your uploads. If you include track names that don't already exist, we will automatically create them and assign all sessions to the specified tracks.

***Note:*** *The tracks feature is only available for speaker and session campaigns. To assign stakeholders to speaker-only or exhibitor campaigns, please follow the steps outlined in [this](https://resources.gleanin.com/knowledge/assigning-speakers-and-exhibitors?hsLang=en) article.*

**[Creating and assigning tracks manually](https://resources.gleanin.com/knowledge/organising-speakers-with-tracks#manual)**  
**[Assigning participants to campaigns using tracks](https://resources.gleanin.com/knowledge/organising-speakers-with-tracks#participants)**  
**[Adding tracks using the combined upload](https://resources.gleanin.com/knowledge/organising-speakers-with-tracks#combined-upload)**  
**[Adding tracks using the session upload](https://resources.gleanin.com/knowledge/organising-speakers-with-tracks#session-upload)**  
**[Editing existing tracks](https://resources.gleanin.com/knowledge/organising-speakers-with-tracks#edit)**  
[**Deleting tracks**](https://resources.gleanin.com/knowledge/organising-speakers-with-tracks#delete)

### **Creating and assigning tracks to sessions manually**

To assign a track to a session:

1. Choose the **Sessions** screen from the left-hand side menu.
2. Find the **Session** that you want to add to the **track**
3. You can choose to assign an existing track by clicking on the **+** icon in the **Track** column and ticking the box next to the track that you want to use, or you can **create a new track** by following the steps below:  
     1. 1. Click on **Create new track**.
            2. Choose the **Track** **name** and **colour**.
            3. Click **Create.**
4. Once created, it will be available to assign in the **Tracks** modal. You can assign multiple tracks to a session.

### Assigning participants to campaigns using tracks

To generate and export share links for specific speakers on your campaign, you will need to assign the **Participants** on the **Campaigns list** or in the **How to run my campaign** section first before downloading the **Mail merge** spreadsheet.

To assign and generate links using the **Campaigns list:**

1. Click on **Campaigns** on the left-hand side menu.
2. Click on the settings icon in the **Participants** column and choose **Tracks** from the drop-down menu.
3. **Tick the box** next to the **Track** that you would like to use to assign it.
4. Click on the **Campaign** name.
5. Click on the **How to run your campaign** button.
6. Click on the **Download** links.

To assign and generate links in the **How to run your campaign section**

1. Go to the **Campaign dashboard**
2. Click on the **How to run your campaign** button
3. Under **Mail merge links,** click on the settings icon and select **Tracks** from the dropdown.
4. Add the **Track** that you would like by clicking on the + sign next to the filter box.
5. Download links for the specific **Track** participants.

### **Adding tracks using the Combined upload**

If you want to include a track in your combined upload data, you can add another column to your spreadsheet with the track name.

![Screenshot 2023-05-19 at 08.51.52-1](https://resources.gleanin.com/hs-fs/hubfs/Screenshot%202023-05-19%20at%2008.51.52-1.png?width=670&height=80&name=Screenshot%202023-05-19%20at%2008.51.52-1.png)

***Note**: If you are not familiar with the combined upload, please visit [this article first](https://resources.gleanin.com/knowledge/how-do-i-use-the-combined-upload-tool?hsLang=en).*

Make sure that the **Tracks** switch is on and paste the data as you would normally do.

![Screenshot 2023-05-19 at 08.44.07-1](https://resources.gleanin.com/hs-fs/hubfs/Screenshot%202023-05-19%20at%2008.44.07-1.png?width=670&height=396&name=Screenshot%202023-05-19%20at%2008.44.07-1.png)

Once data is pasted and Speaker details reviewed, you will see the Review Sessions screen, where you will be able to see the Title, Schedule, Speakers and Tracks.

![Screenshot 2023-05-19 at 08.54.34-1](https://resources.gleanin.com/hs-fs/hubfs/Screenshot%202023-05-19%20at%2008.54.34-1.png?width=670&height=345&name=Screenshot%202023-05-19%20at%2008.54.34-1.png)

Sessions and Speakers will be assigned automatically to the tracks provided in the data sheet.

#### **Adding tracks using the Session upload**

You can assign sessions to tracks directly through the Session upload tool.

Make sure that you have the track name included in your spreadsheet, and once the Tracks toggle is on, you can just paste the data and check on the next screen if all is correct.

![Screenshot 2023-05-19 at 08.47.53-1](https://resources.gleanin.com/hs-fs/hubfs/Screenshot%202023-05-19%20at%2008.47.53-1.png?width=670&height=162&name=Screenshot%202023-05-19%20at%2008.47.53-1.png)

![Screenshot 2023-05-19 at 08.47.16-1](https://resources.gleanin.com/hs-fs/hubfs/Screenshot%202023-05-19%20at%2008.47.16-1.png?width=670&height=277&name=Screenshot%202023-05-19%20at%2008.47.16-1.png)

![Screenshot 2023-05-19 at 08.47.41-1](https://resources.gleanin.com/hs-fs/hubfs/Screenshot%202023-05-19%20at%2008.47.41-1.png?width=670&height=260&name=Screenshot%202023-05-19%20at%2008.47.41-1.png)

### **Editing tracks**

To update the label’s name or colour for your track, simply make the changes manually from either the speaker or the campaigns screen.

To edit tracks:

1. Find the track you wish to edit from the **Track** column. If the track isn't immediately visible, click the plus (**+**) icon to display all available tracks.
2. Click the **pencil** icon next to the name of the track you want to update.
3. **Edit** the name of the track and/or choose a new label colour.
4. Click on **Update** track.

### **Deleting tracks**

To delete incorrect or no longer needed tracks, you can do it manually from either the speaker or the campaigns screen.

To delete a track:

1. Find the track you wish to delete from the **Track** column. If the track isn't immediately visible, click the plus (**+**) icon to display all available tracks.
2. Click the **trash** icon next to the name of the track you want to delete.
3. Click **Delete** to confirm.

***Note:** Once a track is deleted, this action is permanent and cannot be undone or reversed.*

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