A Time-slot style Event refers to events such as Office Hours and Mock Interviews in which students not only register to attend the event but also have to choose an available time slot within the event similar to OCI Interview Schedules.
Sections
- Create a Time-Slot Style Event
- Student Registration for Time-Slot Style Events
- Managing Students in Time-Slot Style Events
- Managing an Event Waitlist
- Frequently Asked Questions
Create a Time-Slot Style Event
- To create a time-slot style event, choose a time-slot style Event Type on the Host an Event page. (Unsure which of your event types are time-slot style events? Click here)
If you want your Employers to be able to download document packets similar to an OCI, you will need to include the option for submission of resumes or at least one type of application document in order to trigger the availability of an application document pdf. If you do not offer the option of submission of any resumes, the export of the time-slot schedule will only be available as an excel file. To learn down to download event document packets, check out this article. Select Save to create the event
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You will be directed to the Manage Time Slots page. Create your schedule(s) under the Schedule tab selecting Add Schedule
You can either create your own schedule or choose a previously made schedule template
When creating a schedule you can customize the length of each slot, the time in between slots, the number of rooms, and the number of students per slot. After filling out the schedule information, click Save
Once you create the schedule, you will have an overview of the time slots of each room. You can assign a room name and edit each time slot to manually add a student, or delete a specific time slot.
Student Registration for Time-Slot Style Events
Students select the event.
They will be directed to the Event Details tab, where they will click Select Time-Slot next to an available slot.
The system will prompt the student to confirm the registration.
Note: Students may only register for one time-slot per event (or per employer for Job Fairs).
Managing Students in Time-Slot Style Events
Once added to a schedule, students can be emailed and unregistered from the Schedules tab of a Time-Slot Style Event.
You can unregister a student by clicking the 3-dot action button to the right of their time slot and choose "Unregister" from the drop-down menu. Clicking Email Registrant will open the email messaging dialog box instead.
Changing a student's registered time slot requires first Unregistering the student from the event, then registering them again in the correct time slot.
Managing an Event Waitlist
For instructions on enabling a waitlist, click here.
Waitlist Rules for Time-Slot style events, when Auto-Promote is enabled:
If a student cancels their registration, then the first student on the waitlist will automatically be registered to the free time-slot and they will receive the “Student Registered for Event from Waitlist” email notification.
Any admin edit made to an event (removing a student from a time slot, adding another time slot, adding another schedule) will not auto-promote the first student from the waitlist to the time-slot that is available. The admin will need to either manually add the student to the available time-slot or email the student to register for the newly available slot.
When an admin creates additional time slots, any student can sign up for those time slots regardless if they are on the waitlist or not. The admin can email the students on the waitlist to inform them of the new time-slots and encourage registration as soon as possible as the new time-slots are available to all students eligible for the event on a “first come first serve” basis.
Frequently Asked Questions
I need to change the time of my event, but I receive an Oops Error when I select "Edit" and adjust the event time. What do I do?
In order to change the times of a time-slot style event, you first need to edit the time slots you selected when created the schedule. Click on the "registered students" tab, then "manage slots" and adjust the slots available before editing the time of the event in the event description
Students and Alumni are signing up for the event but are going directly into the waitlist. Why is this happening?
Registrants are sent directly to the waitlist for a time-slot event when they register when the event is missing the schedule. To resolve this issue, please ensure you create a schedule for the time-slot event. This will allow students to the select their preferred time-slot.