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A Guide for Event Hosts Setting Up an Interview Day
A Guide for Event Hosts Setting Up an Interview Day

This guide contains best practices and directions for Event Hosts on setting up Interview Day with Invite-Required Schedules

Ibtehaal Manji avatar
Written by Ibtehaal Manji
Updated over a week ago

About Invite Required Schedules

Invite Required Schedules are schedules that restrict candidates from booking on the schedule unless they are on a specified list of invitees for the schedule.

Invite Required Schedules are used most often in Interview Day scenarios.

Interview Day Best Practice

In our system, we recommend setting up the Interview Day as a separate event after the main fair. Not only does this allow recruiters time to consider who they would like to invite to interview, it also makes the organization and management easier on you and provides you with analytics specific to the Interview Day.

Looking for Recruiter Resources?

If you're looking for instructions and resources for your recruiters instead, we have put together this article and a short webinar for their benefit.

If you're interested in instructions for Event Hosts, keep reading!

How do I Enable Invite Required Schedules?

Invite-Required Schedules can be enabled via the Fair Questionnaire.

  1. Click on the blue "Edit Fair Info" button at the top of your fair dashboard to open up the Fair Questionnaire

  2. Scroll down to the section titled "Configuration Options" to find the line on Invite Required Schedules

  3. Beneath that you'll find a checkbox to enable Invite Required Schedules

  4. Once you have set it, be sure to scroll to the bottom of the page and hit Save!

How do I Create Invite Required Schedules on behalf of Recruiters?

While recruiters are able to create their own Invite Required Schedules once you have enabled them for the fair, you have the ability to create them too. The process for creating an Invite Required Schedule is very similar to creating a regular schedule. The main difference will be in the first step: check the box under 'Invitation Required'.

As the Event Host, you can also switch a regular schedule to an Invite Required Schedule, and vice versa. To do so, select any schedule from your Schedules list, and then click the tab titled "Invitee List", and check the box to "Require Candidates to be Invited", as below. Be sure to hit "Save" at the bottom!

Recruiters cannot change the type of schedule once it is created.

How do I Manage the Invitee List on an Invite Required Schedule?

Once you've created an Invite Required schedule, you will be able to find it in the list of schedules, with a padlock besides the schedule name, as below.

  1. Click on the schedule to view more details and make edits

  2. Select "Invitee List" to manage the list of invitees

  3. Enter one or more comma-separated email addresses in the Email Addresses box at the top

  4. Then click "Add to Invitee List" and the email addresses will drop in to the Invitee List

  5. To remove a candidate from the Invitee List, check the box by their email address, and select "Remove". (Please note, once a candidate has booked on the schedule, they cannot be removed from the Invitee List)

Invite Candidates to Interview

Candidates are not automatically notified when they are added to an Invitee List. Recruiters must invite candidates to interview and send them a link to book a meeting on the schedule.

Recruiters can access the schedule booking link from their own portal, however you can also always send it to them if need be. You can find the link directly beneath the Invitee List, as below:

Watch out: Recruiters often forget to invite their candidates after adding them to the list, so we recommend sending a reminder!

Auditing Schedules

You will be able to find records of all Invite Required Schedules at your fair in:

  • the Schedules tab from "Manage Meetings & Schedules"

  • the Schedules report from your Reports tab

If you still have questions, reach out on!

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