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

2. 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!

3. 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

4. Events & Schedules Checklist
Career Events
Timeline Dates & Event Fees
External Links
Registration Completeness
Career Event Template s
CSO Credit Card Processing
Career Event Reports
Schedules
Preselect Schedule Management
Managing Timeslots
Schedule Packet Template s
Search Qualified Candidates
Schedule Reports

5. Career Events

6. Event Timeline Dates

7. Fee Types vs. Custom Fees
Fees can be used for Employers and Students
Different types
Creating custom fees
(ex. Do you need electrical outlet?)

8. 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.

9. 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

10. 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.

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

12. 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 to have it turned on!

13. 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.

14. 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
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.

15. Questions?

16. 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.

17. 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.

18. 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

19. 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 notifications (when enabled) and allow the students to sign up during the accepted student’s signup period.

20. 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.

21. Mass Emailing Students from Preselect List
You are able to mass students on the preselect list quickly
Can 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

22. Schedule Packet Template
Mass 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.

23. 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

24. Timeslots Contd. Adding/Removing Timeslots
Timeslots must follow the template of the current session, and times cannot overlap.

25. 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

26. 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.

27. 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.

28. 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

29. Questions?

30. 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