Your Checklist for Managing Events and Schedules Keenan Perry & Linda Rodríguez

Session Starters…. Please silence your cell phones Give everyone a chance to talk Sit back, relax and let’s have some fun Since this is the first session of the conference, just a reminder to silence your cell phones This is a networking session so give everyone a chance to speak Have 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 it Career 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 Fees can be used for Employers and Students Different types Creating custom fees (ex. Do you need electrical outlet?)

Event External Links Used to notify students of upcoming events -External links can be used to notify students about an upcoming event even if they are not registered in your site.

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” field Ensures that only fully complete registrations will show in your event registration pending bin Only complete registrations count towards the registration limit This field appears on both student and employer event registrations. It will flip to Yes automatically once the registration is complete, pushing the record into your registration pending bin.

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) EMPLOYER – Employer Event Registration Approved (this email will only be sent for events WITHOUT an Approval Packet.) Lag days – For the nightly emails, you can set how many days before the event you want the emails to send out.

Using CSO Credit Card Processing Allows your employers & students to pay their event registration fees by Credit Card through your site when they register If you are interested in this feature and do not currently have it enabled in your site, contact support (support@csoresearch.com) to have it turned on!

Credit Card Refunds There are 2 methods to refund a credit card transaction. Full Refund – Removing the fee method Partial Refund – Adjustment amount method Reasons a Refund wouldn’t process: If the original transaction was processed more than 120 days ago If the credit card has expired since the original transaction was processed Reasons a refund wouldn’t process: You can view if the original transaction was processed more than 120 days ago by viewing the Transaction Details screen.

Career Event Reports Report Types: Career Event Ex.) # of events during a semester, Upcoming Workshops for students Career Event – Employer Registration Ex.) Employer Directory, List of Jobs Employers are Recruiting for at the event, Selected Fees, Paid/Unpaid Employers Career Event – Employer Registration – Recruiter Ex.) Total # of recruiters coming to an event including name and email Career Event – Student Registration Ex.) Students attending a specific event, Students who Checked In for an event* Report Type: Career Event: This report will generate a list of all of the events that meet the specified criteria. Report Type: Career Event – Employer Registration: This report will generate a list of all of the employers registered for your events. Report Type: Career Event – Employer Registration – Recruiter: This report will generate a list of your registered employers and any additional recruiters they have listed. Report Type: Career Event – Student Registration: This report will generate a list of all of the students registered for your event. *Students who checked in for an event requires using the Check-In module.

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.

Preselect & Preselect Continuous: 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 Picks must be SAVED and SUBMITTED at least once. This will trigger the email notifications (when enabled) and allow the students to sign up during the accepted student’s signup period.

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

Schedule Packet Template Mass Email Templates Schedule Packet Template The template for the student packet can be modified. Tools –> Setup -> Templates Schedule Data – Resume packet of students signed up for a session – contains the first page with the schedule data Timeslot Data – second page – contains the timeslot lists.

Managing Timeslots Adding student to a Timeslot Add from Wait List Add from Preselect Activity Add from Student Search Search for Qualified Candidates Use this option to search the database for students who fit the criteria for the job(s) linked to the schedule Adding Removing Timeslots: Be careful of removing ALL timeslots from a session – if you do make sure to check the “Schedule Full” field on your 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 Move preselects by job 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 Schedule – Preselect Ex.) # of Schedules in a semester, # of specific schedule types, # of organizations that came to campus Schedule – Preselect Ex.) # of students who requested an interview, Students and their preselect status (accepted, not accepted, alternate), Interviews a student has submitted requests for. Schedule – Timeslots Ex.) 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?

Head Downstairs for Lunch! Thanks for Attending! If you have any questions please contact the Support Team or your CRM Head Downstairs for Lunch! 12:15