This guide shows you how to invite applicants to events, such as interviews and test screenings. Several methods exist for inviting applicants, so you choose the method that works best for your situation.
- Decide if you are inviting single or multiple applicants.
- For multiple applicants:
- You select the applicants on the Manage Applications page.
- If all applicants are ready to be moved into a new status (such as Interview 1) then you bulk move them.
- For single applicants:
- From each Applicant card, you can either book an existing event or book to a new event.
- If booking into a new event, you must create the event and time slots prior to sending the invitation.
- Applicants accept the invitation and can optionally select a time slot.
Booking Applicants into Events
Book an Applicant into an Existing Event
You can invite an applicant to an existing event from their Applicant card. The Applicant card lists each application that the applicant has submitted.
Open the Applicant card.
- In the Applications area, click More Actions (…) > New booking to an existing event.
- The Event booking details form opens.
- Select the Event type.
- Select whether to allow the applicant to choose the event or select an event from the events calendar.
- To select an event, the event must already exist in the events calendar.
- Click the magnifying glass to search for then select event.
- Select whether to allow the applicant to choose the timeslot.
- If you specify the timeslot, the event and time slot must exist in the events calendar.
- Click the magnifying glass to search for and select the time slot.
- If no time slot is currently open, you can add a new time slot.
- Click OK to return to the Event booking details form.
- Select the applicant status change for each applicant response. The applicant statuses are pulled from the recruitment process for this requisition.
- Select whether to email the applicant. If you select Yes, then edit the email before you send it. You can use merge fields to customize the message.
- Select whether to email users. If you select Yes, then edit the email before you send it. You can use merge fields to customize the message.
- Click Save.
- What happens next:
- Email notifications are sent to applicants and users (if you chose to send them).
- If you added a time slot, the time slot is added to the Events calendar.
- Time slot positions are filled for the event if you selected the time slot for the applicant, or after the applicant accepts and selects a time slot.
- The applicant’s status is updated according to their response.
Book an Applicant into a New Event
You can invite an applicant and create an event at the same time from the Applicant card.
- Open the Applicant card.
- In the Applications area, click More Actions > New booking to New event.
- The Event booking details page opens.
- Create the event by completing the Event details form.
- Title: Include the requisition number when applicable.
- Event type: Choose Interview, Phone interview, recruitment event, etc.
- Venue: Select the campus location where the event will be held.
- Owner: Your name is entered by default, but can be updated to someone who will be responsible for the event.
- Add owner as user: Select Yes if the event owner should be included as an invitee to the event.
- Contact name: Name the person who should be contacted with questions about the event.
- Public instructions: Instructions for the applicant.
- Complete the Booking details form using the same procedure as when booking an applicant into an existing event.
- Click Save.
- What happens next:
- The event is created.
- Time slots are added to the Events calendar.
- Email notifications are sent to applicants and users (if you chose to send them).
- Time slot openings are filled for the event if you selected the time slot for the applicant, or after the applicant accepts and selects a time slot.
- The applicant’s status is updated according to the response.
Book Applicants with a Status Change
You can move individual applicants with a status change, either from the applicant list or from the Applicant card. From the applicant list, you can use bulk move to change the status of multiple applicants.
- Open the applicants list.
- Select the applicants that you want to update.
- Click Select bulk action > Bulk move.
- Select the application status that triggers the invitation (example: Invite to Interview 1), and then click Next.
- The application status will vary by campus.
- Complete the Create an event booking invitation for applicant form.
-
Event: Select whether to allow the applicant to choose the event or select an event from the events calendar. To select an event, the event must already exist in the events calendar.
- Click the magnifying glass to search for and select the event.
- Select whether to allow the applicant to choose the time slot. If you specify the timeslot, the event and time slot must exist in the events calendar.
- Click the magnifying glass to search for and select the time slot. If no time slot is currently open, you can add a new time slot.
- Click OK to return to the Create an event booking invitation for applicant form.
-
Event: Select whether to allow the applicant to choose the event or select an event from the events calendar. To select an event, the event must already exist in the events calendar.
- Select whether to email the applicant. If you select Yes, then edit the email before you send it. You can use merge fields to customize the message.
- Select whether to email users. If you select Yes, then edit the email before you send it. You can use merge fields to customize the message.
- Click Move Now.
- What happens next:
- Selected applicants are moved to the new status.
- Applicants receive an email invitation to the event.
- If you added a time slot, the time slot is added to the Events calendar.
- Time slot positions are filled for the event if you selected the time slot for the applicant, or after the applicant accepts and selects a time slot.
Manage Events
Events and their time slots are shown in the Events calendar. You can use the calendar to plan around event times, edit events, view events, and see how many applicants are booked for each event.
- The events manager has three tabs:
- Calendar – for viewing events on the events calendar
- Events – for viewing a list of events
- Timeslots – for viewing a list of time slots
- Open the Main Menu.
- Click Manage events.
- The Manage Events page opens, displaying the Calendar, Events, and Timeslots tabs.
- The Calendar tab provides the following functions:
- New event: Create an event.
- Print events: Send the event to a printer.
- Print events with bookings: Send the event with booking information to a printer.
- Date selection and navigation: View different days
- Add event to calendar: Click the calendar icon on the event to download a file in standard calendar format.
- Positions: The number of positions is shown in the time slot. Timeslots that have more applicants invited than there are available positions are displayed in red text.
- Booked: The number of booked positions is shown in the time slot.
- View bookings: Click the blue venue link and then click View booking to view booking information
- Edit events: Click the blue venue link and click Edit event to edit the event.
- On the Events tab, you can see a listing of events that you have access to. From here, you can do the following actions:
- Create a New event.
- Edit or Archive an event.
- On the Timeslots tab, you can view information about the time slots to which you have access.
- You can also use the controls on the right side of the page to perform different activities.
- Click the calendar icon to download a calendar file to add the event to your calendar.
- Bookings – view bookings, view applicants, delete booking
- Edit the time slot – edit or delete the time slot
- Edit the event – go to the event editor
Applicant Experience
This section briefly shows what the applicant experiences after you send the invitation. When you book an applicant to an event, decide how to invite the applicant:
- Allow the applicant to select a time slot
- Specify a time slot and allow the applicant to confirm
- The choice that you make determines what message the applicant receives.
Invitation to Select a Time Slot
- If the applicant can select a time slot from the choices you provide, the applicant receives an email similar to this one:
- After the applicant follows the link to the career site and logs in, the applicant can select a time slot.
- The applicant then selects a time slot from a list and confirms the booking.
Invitation to confirm a time slot
If you send an invitation but with the time slot already selected, the applicant receives an email to confirm the time and date.
- After confirmation, the applicant can have the event added to their calendar application.
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