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CHRS Recruiting Guide Series Event Invitations
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Event Invitations
Revision history
Last modified on Author Reason
3/4/2019 CHRS Recruiting team Initial Publication
Introduction
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.
Process diagram
Start
End
Applicant accepts invitation, optionally
selects a time slot
Applicant card > New booking to
New event
Applicant list > Bulk move
Applicant card > New booking to existing event
Single or multiple
applicants?
single no
Create an event with time slots
yes
multiple
Select applicantsAll ready for
status change?
Event exists?
yes
no
Invite applicants individually
For multiple applicants, you select the applicants.
If all applicants are ready to be moved into a new status (such as Interview 1) then you bulk move them.
Otherwise, applicants must be invited individually.
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.
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What you will do
Book an applicant into existing event
Book an applicant into a new event
Book applicants with status change
Manage events
See the applicant’s experience
Definitions Term Definition
Applicant card
The applicant card is a complete summary of an applicant in the system, including their personal details and application history.
Application status
A single stage of a recruitment process. Campuses pre-determine their recruitment processes based on the type of recruitment. Application status identifies where an applicant is in that process.
Example: First Interview Successful.
Booking An assigned or reserved spot in an event.
Event An interview that is scheduled in PageUp. It has an owner, applicants, and sometimes other users who must book a time for the event. The event has a specific number of applicant “spaces” which, when they are filled, deny further bookings.
Merge field Merge fields are specific text strings that pull information directly from the system. You can use merge fields to personalize bulk communications.
Example: Dear {FIRSTNAME} is shown in the communication preview. When the communication is sent, {FIRSTNAME} is replaced by the value of the applicant’s first name drawn from the applicant card.
Venue The location for the event. A venue can be booked for a given time. The list of venues is configured in the system, so you can select them from a list.
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Book an applicant into 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.
When to invite an applicant to an event
You want to invite an applicant to an interview or similar event.
Prerequisites and assumptions
An event with an open time slot exists.
You can view the applicant card.
You know how to open the applicant card.
You have permission to book events.
How to book an applicant into an existing event
1. Open the applicant card.
2. In the Applications area, click Actions > New booking to an existing event. The Event booking details form opens.
3. Select the Event type.
4. 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.
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5. Click the magnifying glass to search for an event.
6. Search for and select the event.
7. Select whether to allow the applicant to choose the time slot. If you specify the time slot, the event and time slot must exist in the events calendar.
8. Click the magnifying glass to search for and select the time slot.
o If no time slot is currently open, you can add a new time slot.
9. Click OK to return to the Event booking details form.
10. Select the applicant status change for each applicant response. The applicant statuses are pulled from the recruitment process for this requisition.
11. 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.
12. 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.
13. Click Save.
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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 the response.
Guidelines
Remember to first select the event type before you search for events. If you leave this field blank, the search returns no events.
Related documents
Bookings & Events
REC_RG_12_Recruitment Process.docx
REC_RG_20_Bulk Communications.docx – using merge fields
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Book an applicant into a new event
You can invite an applicant and create an event at the same time from the applicant card.
When to book an applicant into a new event
You want to invite an applicant to an event.
The event does not exist.
Prerequisites and assumptions
You have permission to view the applicant card.
You have permission to create events.
How to book an applicant into a new event
1. Open the applicant card.
2. In the Applications area, click Actions > New booking to New event. The Event booking details page opens.
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3. Create the event by completing the Event details form.
4. Complete the Booking details form using the same procedure as when booking an applicant into an existing event.
5. 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.
Related documents
Bookings & Events
REC_RG_12_Recruitment Process.docx
REC_RG_17_Bookings and Events.docx
REC_RG_20_Bulk Communications.docx – using merge fields
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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.
When to invite applicants with a status change
You need to invite one or more applicants to an event as part of a recruitment process.
Prerequisites and assumptions
An event with an open time slot exists.
You know how to open an applicants list.
The recruitment process includes a status that books events.
The applicants are ready to be moved into the appropriate status.
How to book an applicant by status change
1. Open the applicants list.
2. Select the applicants that you want to update.
3. Click Select bulk action > Bulk move.
4. Select the application status that triggers the invitation (example: Invite to Interview 1), and then click Next.
5. Complete the Create an event booking invitation for applicant form.
6. 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 event calendar.
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7. Click the magnifying glass to search for an event.
8. Search for and select the event.
9. Select whether to allow the applicant to choose the time slot. If you specify the time slot, the event and time slot must exist in the event calendar.
10. Click the magnifying glass to search for and select the time slot.
a. If no time slot is currently open, you can add a new time slot.
11. Click OK to return to the Create an event booking invitation for applicant form.
12. 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.
13. 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.
14. 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.
Related documents
Bookings & Events
REC_RG_12_Recruitment Process.docx
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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
When to manage events
You can manage events at any time if there are events on the calendar.
Prerequisites and assumptions
Events exist on the calendar.
You have permission to view events.
How to manage events
1. Open the side menu.
2. Click Manage events. The Mange Events page opens.
The Calendar tab provides the following functions:
o New event – create an event
o Print events – send the event to a printer
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o Print events with bookings – send the event with booking information to a printer
o Date selection and navigation – view different days
o Add event to calendar – Click the calendar icon on the event to download a file in standard calendar format.
o 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.
o Booked: The number of booked positions is shown in the time slot.
o View bookings – click the blue venue link and then click View booking to view booking information
o 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.
o Create a New event
o Edit an event
On the Timeslots tab, you can view information about the time slots to which you have access.
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You can also use the controls on the right side of the page to perform the following activities:
o Click the calendar icon to download a calendar file to add the event to your calendar.
o Bookings – view bookings, view applicants, delete booking
o Edit the time slot – edit or delete the time slot
o Edit the event – go to the event editor
Related documents
Bookings & Events
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.
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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, the applicant can select a time slot.
The applicant then selects a time slot from a list and confirms the booking.
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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 automatically added to the Google calendar or download a file to add to Outlook or other calendar application.