This article explains how to create an event and various default fields that must be filled in when an event is created like the Publish Date that controls visibility for students and how to create an event with a waitlist.
Sections
Creating an Event
-
After navigating to the "Events" Module on the left-hand side navigation menu, select + Host an Event in the upper right-hand corner of the page to start creating an event.
-
Submit the details for the event you want to create. Fields marked with an (*) are required.
Custom attributes are supported on the "Host an Event" form and can be used both internally and by Employer Users (Recruiters) depending on your Event Site Settings, details on Event Site Settings can be found here.
-
Fill out Event Dates. If you want to create a multi-day event you must click the "Add Date" button to add additional days, a single date cannot span multiple days.
Please Note: Student Registration must end before the Event Start Date.
- You can request students add different documents when they register for events using the Registration Document(s) section. You can make it so adding the correct document is required for the student to register.
-
If you'd like students to provide information when they register, enable the Pre-Event Registration Survey and then add your questions. Find out more about this feature here.
-
Be sure to add the correct student groups in the Eligibility Job Fair section. To view the Job Fair, the student must be included in at least one Student Group listed in the Eligibility section.
Note: Eligibility options may vary depending on your site.
- Primary Event Contact and Employers In Attendance are not required fields, however, they can be used to identify the primary contact or employers who will attend the event.
- Primary Event Contact: The person/email address that should be updated with event status information
- Employers in Attendance: The contact(s) (in your platform) that are attending the event. They can be from any company. Note: This is where you would place the various contacts who would be in attendance for a panel
- The Admin section is only visible to admin users (i.e. it will not be available on the Event form if an employer is submitting an Event).
- Event Source: This is a picklist that can be customized under Event Site settings\
-
Employer Registrants Visibility: Admins can determine whether or not they want the participating employer user to view registrants.
-
Event Owner: The specific owner of the event and who will have access to the event on your 12twenty recruiter portal.
- To make a Contact an Event Owner, the contact must have an Employer User Account. Without the ability to log in to 12twenty and your 12twenty site, a contact cannot control or edit their event.
To learn more about Employer User Accounts, please navigate to the Contact vs. Employer User resource.
- To make a Contact an Event Owner, the contact must have an Employer User Account. Without the ability to log in to 12twenty and your 12twenty site, a contact cannot control or edit their event.
- Select Save to create the event. Note that Events created by admin users are automatically approved.
Publish Date
The Publish Date field, located in the Event Dates section of the +Host an Event page, allows admins to control when an event becomes visible to eligible students.
The Publish Date must be before or on the same date as the Student Registration Start Date so students can see the event before they are able to register for it. The system will catch and report this error message if the admin sets a publish date after the Registration Start Date.
Enabling a Waitlist
When creating an event, admins and employers have the option of creating a waitlist students can register for once the “Number of Attendees Permitted” has reached the set limit.
To enable a waitlist, edit an event and select Yes under the "Enable Waitlist" field.
You will then be able to choose to “Auto-Promote Waitlisted Students.” If this feature is enabled, waitlisted registrants will automatically be promoted to an open slot . If auto-promote is disabled, an email will be sent to the career center contact notifying them that the event has an opening.