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