Note: Only the Schedule Owner will be able to set the schedule for your company. If this should be someone else, check out this process to get a new Schedule Owner designated.
Once your fair registration has been approved, you’ll receive a notification of approval with a link to set your schedule, as the example shows below.
When you click the link in the email, or if you click on the Schedule tab from the fair overview page, you’ll see the grey button Add Sessions.
Note: Only the fair registrant will be able to set the schedule for your company!
When you click on Add Sessions, you’ll be taken to the Create Schedule page. You’ll need to click the checkbox next to the team member names that will be representing your company at the fair.
Note: There is a limit of 15 representatives per virtual fair registration!
Team members will have to have an active Handshake account in order to claim their schedule and attend. You can share this resource to help them set up an account: Create an Employer User Account, Join a Company, and Connect with Institutions.
Click the blue button Add Team in the lower-right corner of the page to proceed.
Group sessions are 30 minutes long by default, and each organisation registration includes three(3) 30 minute sessions, whether Handshake Video or an external provider is used.
Note: Employers are not able to set qualifications for group sessions.
If you choose to use Handshake Video, please note that there is a limit of 50 attendees max at a time (including employer team members). Any limitations for external providers are determined by the provider you choose to use.
Note: External video providers are only supported for Group Sessions; 1:1 sessions are only able to be conducted via Handshake video!
Note: Group sessions will be upgraded to five(5) 30 minute registrations in the coming weeks!
Is your team holding any group sessions?
- Select if your organisation is holding group sessions (yes/no).
- Select if you are using Handshake Video or another video tool.
When you select Handshake Video, you’ll be able to fill in session details, including the name, description, and a dropdown of time slots during the fair.
If you’d like to add another session, click on the blue text +Add Another Session, then repeat filling in the session details.
Best Practice: Keep in mind any breaks/lunches that you or your team would like to take!
When you have completed adding the desired sessions, click the blue button Confirm Sessions to proceed.
Select which Teammates will be leading the previously setup session(s). Multiple teammates may join group sessions!
Click the blue button Assign Team to proceed.
The next step will allow you to configure 1:1 sessions for representatives attending the fair. 1:1 sessions let your team members meet with individual, qualified students for 10 minute video conversations. All 1:1 sessions are 10 minutes long and cannot be changed.
1. Click Add 1:1 Sessions for the desired team member.
Employers will have the opportunity to set preferences on their 1:1 meetings to efficiently use virtual interaction time.
Best Practice: if teammates from multiple divisions will be hosting 1:1 sessions, we recommend having your teammate add their division name to their title via User Settings - this will display in the signup screen for students and help them know who they are meeting with!
2. If you’d like to set up preferences, or qualifications, for the 1:1 sessions, select Yes to Add preferences to sessions, then click the blue button Add Requirements.
- Employers can set required preferences per team member if they are hoping to engage with two different groups of students.
- Required preferences can be changed up until the time of the 1:1 session.
Note: By selecting these qualifications, you are limiting student signup to only students that meet these qualifications. Students that do not meet the selected criteria will be unable to signup for 1:1 sessions.
Because of this, we have an automated feature that will pause your 1:1 session qualifications 48 hours prior to the fair, to help fill any empty sessions you may still have. If you'd like to opt out of this feature, click No on that option, at the bottom of the 1:1 qualifications page.
You’ll be able to select from a graduation date range and year of study.
Our product research has shown that 1:1 virtual meetings are far more effective when they are more focused, which is more likely when preferences are shared in advance. That said, we also strongly believe in the power of technology to democratise opportunity, so group options are also available for general networking and conversation. We will also be monitoring this feature for concerns regarding limitations to any student groups.
By selecting these preferences, you are limiting student signup to only students that meet these qualifications. Students that do not meet these qualifications will be unable to select 1:1 sessions.
When you’ve finished selecting qualifications, click the blue button Invite Staff.
This will take you back to the 1:1 session page, where you may add additional 1:1 sessions for other team members. Repeat the steps above per desired team member.
Required preferences can be changed up until the time of the 1:1 session.
When you’ve added all 1:1 sessions, click the blue button Assign Team to proceed to review.
Review the group and 1:1 sessions created to confirm accuracy. Click the blue button Confirm schedule and invite team to generate the email for team members to claim their schedules.
Note: Career Services can’t edit required preferences for employers or remove certain preferences from schedules.
I am missing the fair registration approval email. How will I be able to set my schedule?
- Click into the fair you registered for; if your registration has been approved, you will see a prompt to add your schedule:
- Click the blue Add schedule button to begin setting the schedule.