Your Checklist for Managing Events and Schedules
Keenan Perry & Linda Rodríguez
Session Starters….
Please silence your cell phonesGive everyone a chance to talkSit back, relax and let’s have some fun
User Level: Intermediate
Let’s skip the basics! Today we will focus on the management of Career Events & Schedules.NOTE:You must own Schedules as part of your system
to use itCareer Events are not included in Job Board sites
Events & Schedules Checklist
Career Events Timeline Dates & Event Fees External Links Registration Completeness Career Event Template Emails CSO Credit Card Processing Career Event Reports
Schedules Preselect Schedule Management Managing Timeslots Schedule Packet Template Emails Search Qualified Candidates Schedule Reports
Career Events
Event Timeline Dates
Fee Types vs. Custom Fees
Event External Links
Used to notify students of upcoming events
Event External Link Features
View info about the event without logging in
“More Information” button: takes students to the login page
“View Employers Attending”: allows students to see a list of attending employers, also without logging in
Students WILL need to login to register for the event
Registration Completeness
“Submitted” fieldEnsures that only fully complete registrations will
show in your event registration pending binOnly complete registrations count towards the
registration limit
Career Event Template Emails
Packet Templates Career Event – Resume Drop Packet Career Event – Student Registration Packet Career Event Employer Invoice Career Event Employer Receipt Career Event Registration Approval Packet
System Event Emails Student – Student Event Registration Approved Student – Event Approaching (nightly) Employer – Employer Event Registration Approved Employer – Event Approaching (nightly)
Using CSO Credit Card Processing
Allows your employers & students to pay their event registration fees by Credit Card through your site when they register
Credit Card Refunds
There are 2 methods to refund a credit card transaction.
1. Full Refund – Removing the fee method2. Partial Refund – Adjustment amount method
Reasons a Refund wouldn’t process:3. If the original transaction was processed more than
120 days ago 4. If the credit card has expired since the original
transaction was processed
Career Event Reports
Report Types: Career Event
Ex.) # of events during a semester, Upcoming Workshops for students
Career Event – Employer RegistrationEx.) Employer Directory, List of Jobs Employers are Recruiting for at the event, Selected Fees, Paid/Unpaid Employers
Career Event – Employer Registration – RecruiterEx.) Total # of recruiters coming to an event including name and email
Career Event – Student RegistrationEx.) Students attending a specific event, Students who Checked In for an event*
Questions?
Interview Schedules
In this section we will be covering troubleshooting, as well as advanced features you may not have
been aware of in the Schedules database.
You must have the Schedules add-on to utilize this system.
Schedule Types
Open Schedules:Pros: Open Schedules require the least amount of
micromanagement. Job seekers will simply sign up for the interview slot they
wish in the system.
Cons: Employers have no control over who signs up for an
interview; only job screening will filter out a non-qualified candidate.
Schedule Types
Preselect & Preselect Continuous:
Pros: Involve a multiple step approval process to ensure that the employer
interviews the best candidates that they personally select. Students will receive automated notifications throughout the process:
when they are accepted, and when their interview date approaches.
Cons: Involve more time to set up and to monitor More complicated – more room for error
Submitting Picks
In a Preselect Schedule, the employer (or admin) must first submit the picks in order for students to select a timeslot or be rejected.Two step process: Preselect Picks must be
SAVED and SUBMITTED at least once. Employers are only able to submit picks ONCE.
Admins can do so unlimited times.EXCEPTION: Employers can submit their picks
multiple times on Preselect Continuous schedules.
Preselect Contd.
Alternates:Available only on Preselect schedules
Can begin signing up after the “Alternate Student Signup Open” date.During this time period, only alternate candidates will
be able to sign up.
Mass Emailing Students from Preselect List
You are able to mass email students on the preselect list quickly
Can email students based on their PRS status Accepted, Not Accepted, On Schedule, or Requested
Great way to communicate any changes that might need to be made to the schedule
Mass Email Templates
Schedule Packet Template
The template for the student packet can be modified.
• Tools –> Setup -> Templates
Managing Timeslots
Adding student to a TimeslotAdd from Wait ListAdd from Preselect ActivityAdd from Student Search
Search for Qualified CandidatesUse this option to search the database for students
who fit the criteria for the job(s) linked to the schedule
Timeslots Contd.
Adding/Removing Timeslots
Timeslots must follow the template of the current session, and times cannot overlap.
Advanced Troubleshooting
Things to check for:
Alerts: If there are any outstanding issues with the schedule setup, they will be listed at the top of the schedule profile view.
– Timeline is out of order– Schedule/Contact/Employer is not active
Current Sign Up Method– The Sign Up Method automatically updates based on the current
timeline date.– Is the factor that determines who is able to sign up for an interview
Advanced Features
Move Preselects– Allows you to move the list of preselects from one schedule
to another.
Move preselects by job– Allows you to move only the preselects from one job to a job
on another schedule.
Copy schedule/Move job– Creates a new schedule copied from the existing schedule,
and brings the linked job with it into the new record.
Advanced Features – Cont.
Unlink/Relink
– If a job on the schedule has no preselects attached, then it may be unlinked from the schedule.
– It can be re-linked to another schedule at any time, and the preselects for that job will be transferred as well.
Schedule Reports
Report Types: Schedule
Ex.) # of Schedules in a semester, # of specific schedule types, # of organizations that came to campus
Schedule – PreselectEx.) # of students who requested an interview, Students and their preselect status (accepted, not accepted, alternate), Interviews a student has submitted requests for.
Schedule – TimeslotsEx.) Timeslots for a specific schedule (to give to an employer), List of filled or empty timeslots, No Shows (with check-in module)
Schedule – Waitlist Ex.) Students on a waitlist for a particular schedule
Questions?
Thanks for Attending!
If you have any questions please contact the Support Team or your CRM
Head Downstairs for Lunch!
12:15