Scan Agenda

Overview

Scan Agenda is an Enterprise feature that uses AI (powered by Google Gemini) to read a photo of a printed agenda, flyer, or setlist and automatically create event parts from it. Instead of manually typing each item, simply take a photo and let the AI do the work.

This is especially useful for:

• Conference organizers - Quickly digitize a printed conference program with multiple sessions
• Venues - Import a lineup from a poster or flyer
• Event planners - Convert a handwritten or printed agenda into your schedule

Getting Started

To access Scan Agenda:

1. Go to your schedule's admin panel
2. Click the more menu (three dots) in the top right
3. Select Scan Agenda from the dropdown

You will be taken to the Scan Agenda page where you can photograph a printed agenda.

How It Works

The scan process has a few simple steps:

1. Take a photo - Use your device camera to take a photo of the printed agenda
2. AI parses the content - The AI reads the image and extracts individual agenda items, including names, times, and descriptions where available
3. Review and edit - The parsed results appear as a list of event parts. You can edit names, times, and descriptions, or remove any items that were not parsed correctly
4. Reorder with drag and drop - Drag items into the correct order if needed
5. Save to your event - Select the event to add the parts to and save

Customizing the AI Prompt

If your agenda uses a specific format or contains non-standard content, you can customize the AI prompt to get better results:

• Custom instructions - Add instructions like "ignore the header" or "times are in 24-hour format" to help the AI interpret your agenda correctly
• Save as default - Save your custom prompt as the default for future scans on this schedule, so you do not need to re-enter it each time

The custom prompt is optional. The default prompt works well for most standard agenda formats.

Tips

For the best results when scanning agendas:

• Good lighting - Make sure the agenda is well-lit and the text is clearly visible
• Flat surface - Place the agenda on a flat surface to avoid distortion from creases or curves
• Full frame - Capture the entire agenda in the photo. The AI works best when it can see all items at once
• Readable text - Ensure the text is large enough to be legible in the photo. Avoid blurry or low-resolution images
• Complex formats - For agendas with multiple columns or unusual layouts, consider using a custom prompt to guide the AI

See Also

• Creating Events - Add events and manage event parts manually
• Event Graphics - Generate shareable graphics for your events