Creating and copying schedules
How do I create a new schedule?
From your Fair Management dashboard, navigate to Meetings, and click Manage Meetings & Schedules. Then click New and fill in the schedule details! Please check out this help article and accompanying video for a detailed walk-through.
What are the different schedule types?
There are two options for schedule type: 1-on-1 Meetings or a Group Meeting. 1-on-1 meetings are more structured, having one candidate sign up for each time slot. Group Meetings are more free-flowing, with an unlimited number of candidates allowed to sign up for the meeting. Most other features of the meetings are pretty similar. For more information on the types of schedules please see our article on the topic here.
How do I copy a schedule?
From your Meetings & Schedules page, click the "Schedule Tab, and then search for the relevant Schedule. Click the Copy icon to the far left of the Schedule as highlighted below:
This will automatically create a new schedule with the same properties, but requiring you to reselect the Employer and provide a new Schedule Name.
You can also check out this article for more information.
How do I view all meetings taking place?
From your fair dashboard click on the Reports tab, select "Meetings", and then click "Fetch my Report". This will download a spreadsheet containing all the Meetings for your fair.
How do I see the meetings on a particular schedule?
From your Manage Meetings & Schedules page, search for the Employer, Recruiter, or Schedule Name, and then click the Schedule Name of the schedule you want to view. Then click on Time Slots to view the meetings for that schedule (video).
How do I change the time slots for a schedule?
Once you've navigated to the Schedule you wish to edit, click on Time Slots. Select 'Clear time slots' and then you can edit the schedule's start time, end time as well as the time slot duration in the top bar, before clicking 'Generate Time Slots'. Click here for a video. You may then also block off particular time slots if desired.
Please note: If there are already meetings booked within the schedule, you cannot change or clear the time slots without canceling the existing candidate appointments. If you choose to proceed with canceling them, please note that this cannot be undone.
How do I block off times on a schedule so candidates can't make a reservation?
From your Fair Management dashboard, click Manage Meetings and Schedules. Then click on the Schedule Name you'd like to edit, and click the Time Slots tab. From there, you will see the time slots and can choose to block off certain times, by checking the box under the column titled Blocked for that row. You may also add a reason if desired.
How do I cancel a candidate reservation on a schedule?
Once you've navigated to the Schedule in question, click on Time Slots, and then simply click the Cancel icon to the side of the appointment you wish to cancel.
You will be prompted to enter a reason for the cancellation and the candidate will be notified. However, please note that canceling an appointment cannot be undone.
How do I export the meetings for a schedule to send to an employer?
From the Schedules dashboard, search for the Employer, Recruiter, or Schedule Name, then select the Schedule Name that you wish to export, and then click on Time Slots. Click the green button titled Export Meetings from the right-hand side of your screen, and the Excel file will be available to download. You can then send it via email to the employer (video).
Can I download a "Resume Book" of the candidates?
Yes, you can! From the Fair Dashboard, click on Manage Meetings & Schedules and open the Candidates tab. From there, click on Export Candidates List to download a file with all the candidate profiles and resume links.
I don't want candidates to book reservations until a certain date. Can I do that?
Yes! The window for booking meetings is set by the fair organizers. From the dashboard, navigate to Manage Meetings and Schedules; at the top, you'll be able to determine when the booking window opens and closes.
I want candidates to be able to book a reservation during the event. Can I do that?
Yes, you are able to set the booking window beyond the start of the fair. We have heard from some fair hosts and organizers that this can be beneficial, so we do typically recommend to leave it open throughout the fair. This also mimics the live, in-person fair experience where candidates can walk up at any point during the fair. You can see more information on how to edit your booking window in our article on the topic here. *Please note that Group Meetings will not be affected by the Booking Window close time. Candidates will be able to reserve a spot in a Group Meeting during the fair, regardless of the booking window, to facilitate a 'Drop-in' format.
How do I add additional recruiters to a schedule?
Click here for a video walkthrough, or follow the instructions below!
From the Manage Meetings & Schedules page, select the Schedule Name that you wish to edit, and then click Recruiters from the tabbed options at the top. Under the heading Add or Remove Recruiters, simply enter the email address of the recruiter you wish to add, and click Send Invite. You will then be able to assign them as a primary recruiter. Recruiters from the same company all have access to the schedules for that company; they can also join any of the video meeting rooms, although the video meeting rooms can only hold a total of 4 people at a time.
How do I find and copy the invitation link sent to a recruiter to join the platform?
From the Manage Meetings & Schedules tab, click the Recruiters tab and then search for the recruiter's email address or the employer name to pull up the recruiter you're looking for. If they haven't joined the platform, their name will be listed as (No Name), and you should click on it. Then you can either resend the invitation to them, or if they are not receiving emails from our system, you can select Copy Invitation Link instead, and send it to them directly. This video demonstrates this for you.
How do I assign or change a primary recruiter for a schedule?
From the Manage Meetings & Schedules page, search for the Employer, Recruiter, or Schedule Name, select the Schedule Name that you wish to edit, and then click Recruiters from the tabbed options at the top. From there, simply use the drop-down menu under Assign a Primary Recruiter to select the recruiter you want to assign for the schedule. If you can't find the recruiter you are looking for in the drop-down options, you can invite them via email in the Add or Remove Recruiters box on the same page. You will then be able to assign them as a primary recruiter.
A recruiter is canceling, how do I delete a schedule?
From the Manage Meetings & Schedules page, click the small trash can icon at the end of the row representing the schedule you wish to delete. A popup will prompt you to confirm the action, as deleting a schedule will cancel all its meetings, and cannot be undone.
You would want to reach out to any candidates that had booked meetings on this schedule to let them know about the cancellation.