Sessions
The Session Planner header
Every action that affects the whole session — title, sharing, preview, publish, tags, time, description — lives in the header bar.
The Session Planner header is the bar that runs across the top of every session page. Most of what you'll do to a session — as opposed to working inside one of its tabs — happens here: editing the title, sharing the prep link, previewing what participants will see, publishing, tagging, setting the time. Once you know the header, you know where to find every session-level action.
This page walks the header left-to-right. Open a session in another tab and follow along.
What's in the header
| Control | What it does |
|---|---|
| Editable title | Click to rename the session inline. Saves on blur or Enter. |
| Date / time range | The session window. Opens the timezone modal for cross-zone work. |
| Tags | Apply tags for filtering and organisation. |
| Description | A short summary block beneath the title — the session's "what is this?" |
| Copy public prep URL | Copies the shareable prep link to your clipboard. |
| Preview | Opens the participant prep page in a new tab — what your participants will see. |
| Publish session | The publish button, with a gear popover for prep / agenda visibility toggles. |
Editable title
Click the title to edit it inline. Enter saves; Esc reverts. The title is what shows up in the Sessions calendar, in Calendar (if synced), and on the participant prep page — so it's worth a couple of words of thought.
A good session title is concrete and outcome-shaped: "Q3 strategy decision review" beats "Strategy meeting." Participants reading the title in their inbox should be able to tell immediately what the session is for.
Date / time range and timezone
The date / time range sets the session window. Click the range to edit; click the timezone label to open the timezone modal.
The timezone modal matters more than it looks. When you have participants across time zones:
- The session always anchors to a single canonical timezone (you choose which).
- Each participant sees the session time displayed in their local timezone, on the prep page and in their calendar invite.
- Editing the time in your timezone moves it for everyone — there's no per-participant time.
The pattern: pick the canonical timezone that makes most sense (usually the facilitator's, or the one most participants share), and let Gleo handle the per-participant translation.
Tags
Click the tag picker to add tags. Tags are workspace-wide and shared across users — so a tag you create is one another facilitator can apply to their own sessions. They're useful for grouping sessions by initiative, by client, by phase of work, or any other axis you'd want to filter by later in the Sessions calendar.
Tag names are short (a couple of words) and lowercase by convention, but neither is enforced.
Description
A short prose block beneath the title. Tells the participant — and your future self — what this session is for. Two or three sentences is plenty.
The description appears on the public prep page alongside the prep tasks, so write it for participants, not for you. "Quarterly review of our 2026 product strategy. Comes after the leadership offsite. Decisions made here will go to the board next week." — context, not just a label.
Copy public prep URL
The Copy public prep URL action copies a shareable link to your clipboard. Send the link to participants and they can complete prep without needing a Gleo account — see Sharing prep links with non-members for the full guest flow.
The prep URL works even before prep is published. A recipient who follows the link before you've published lands on the auth screen but won't see the tasks until publication — so you can pre-share the link, then publish when ready, and participants get access immediately. No need to wait for publish before sending the email.
Preview
Preview opens the participant prep page in a new tab — exactly what your participants will see. Use this when you want to see the prep page rendered with theme, tasks in order, the success state, and so on.
This is faster than the incognito-window approach (covered in What your participants see) but renders as the signed-in facilitator, so you won't see the guest auth flow. For testing the auth flow specifically, use incognito.
Publish session
The big publish button is the one that flips the session from draft to published. It carries a small gear popover with two independent visibility toggles:
Publish prep
When on, the prep tasks are visible to participants on the public prep page. When off, prep is hidden — the page renders the auth screen but no tasks.
Publish agenda
When on, the in-session agenda is visible to participants in the live session. When off, the agenda is facilitator-only.
The two toggles are independent — you can publish prep without an agenda, or vice versa. The full publish flow (the pre-publish checklist, the calendar update step, etc.) is covered in Publishing a session.
Walkthrough
-
1
Open a session and read the header top-to-bottom
Start with the title; then date / time; then description. Make sure all three accurately describe the session.
-
2
Add tags
Use the tag picker to apply at least one tag — by initiative, by client, or by whatever axis you want to filter by later.
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3
Set the time and timezone
Click the date / time range to set the session window. Click the timezone to confirm the canonical zone.
-
4
Copy the public prep URL
Click Copy public prep URL. Paste it somewhere visible — you'll send it once you've finished setting up.
-
5
Open Preview
Click Preview. The participant prep page opens in a new tab. This is your reality check before publishing.
-
6
Open the publish gear
Click the gear next to Publish session. Confirm the prep and agenda toggles are set the way you want. (Don't publish yet — see Publishing a session for the full flow.)
Tips & pitfalls
Use Preview, not the production prep URL, for visual checks. Preview is faster and renders as you. For testing what a brand-new participant sees — including the auth flow — open the prep URL in an incognito window instead.
Tag at create time, not at retrospective tidy-up time. Tagging when the session is fresh is one keystroke; tagging dozens of historical sessions to clean up later is several minutes of clicking. Get into the habit.
The header doesn't auto-save the title. Click outside the title or hit Enter to commit. Esc reverts. The other header controls (tags, time, toggles) save immediately on change.