Creating a Schedule for Virtual Fairs

After your company's fair registration is approved, the schedule owner can create the initial schedule in Handshake.

The schedule can include group sessions, 1:1 sessions, or a combination of both, based on your company's goals for connecting with students.

Note: only the Schedule Owner can create the initial schedule. If another team member should manage this, refer to Managing Schedules for Virtual Fairs.

After your company's fair registration is approved, the schedule owner will receive an email notification to add the schedule. If the email is not received, navigate to the fair in Handshake. 

Add a schedule 

1. Click on the red button Add Schedule in the email, or on the Schedule tab from the fair overview page. 

Email 

Career fair overview page 

2. Click the grey button Add Sessions to access the Create Schedule form, which is divided into four sections:

• Add team members
• Add group sessions
• Add 1:1 sessions
• Review schedule 

Add team members

In the Add team members section, check the box next to each team member who will represent your company at the fair, then click the blue button Add team in the lower-right corner of the page. 

To find a specific teammate, use the search field to narrow down the displayed list.

Note: there is a limit of 100 team members per virtual fair registration. 

• All team members must have an active Handshake account to launch a Handshake video session.
  • To get started, they should Create an Employer User Account, Join a Company, and Connect with Institutions.
• Team members listed without a role and marked as 'Unclaimed Account' had accounts created on their behalf but have not yet claimed them (i.e., confirmed the account and set a password). 
• If a teammate doesn’t appear on the list, they likely don’t have a Handshake account yet or aren’t connected to your company.
  • Recruiters can manually add teammates or invite colleagues to join their company on Handshake, if this setting is enabled by the company profile owner or admin.
    • If enabled, recruiters will have two options to invite a teammate who is not yet on Handshake.

      • Copy Invite Link: Click this button to copy a link to share with your colleague. This allows them to create their own account and connect directly to your company profile once their account is confirmed.

      • Add Teammate Manually: Click this button to create an account for your colleague. They will receive an email prompting them to confirm their account and set a password. Once the account is claimed, you'll be able to add them to group or 1:1 sessions.

Add group sessions 

Group session durations, ranging from 10 to 60 minutes, are determined by the institution hosting the fair. Employers can schedule as many group sessions as needed using either Handshake Video or an external provider.

Note: employers cannot set qualifications for group sessions.

1. Is your organisation planning to have group sessions with students? (select Yes/No)

• If No, click the blue button Confirm sessions in the lower-right corner to proceed.
• If Yes, provide a response to the following questions:
  •  Are you using Handshake Video or another video tool? (select one)
    •  Handshake video session 
      • *Would you like to record these sessions? (Select Yes/No)
        • Note: this feature is only available to Premium partners.
      • Title
      • Description 
      • How many people from your team will host this event? 
      • Duration 
      • Time 
    • External video platform
      • • Note: If you prefer to use an external video provider for 1:1 sessions, you can update each session individually after the schedule is created. 
      • Title
      • Description 
      • Video URL
        •  URLs should begin with http:// or https://.
      • Duration 
      • Time 

To add another session, click the blue hyperlinked text +Add Another Session, then follow the same steps to enter the session details.

2. Once you've added all the desired sessions, click the blue button Confirm sessions to continue.

3.Select the team members leading the group session(s). Multiple team members can host group sessions.

• You can add up to the specified number of team members per group session. If you try to add more than the allowed number, you will not be able to proceed. 

4. Once you've added the team members leading the group session(s), click the blue button Assign team to continue. 

Add 1:1 sessions

1:1 session durations, ranging from 10 to 60 minutes, are determined by the institution hosting the fair.

These sessions allow your team members to meet individually with qualified students for video conversations.

1. To add a 1:1 session for yourself or a team member, click the hyperlinked text Add 1:1 session.

• If 1:1 sessions are not being held, click the blue button Assign team. 

Tip: if teammates from multiple divisions are hosting 1:1 sessions, we recommend they add their division name to their title in their Employer Account User Settings. This helps students easily identify who they are meeting, especially if they've signed up for multiple 1:1 sessions.

2. Select the duration of the 1:1 session and indicate if you want to add any student qualification requirements.

• If you want to add qualification requirements, click the blue button Add requirements. 
• If you prefer not to add qualification requirements, click the blue button Schedule sessions.

Adding requirements 

1. On the Student Qualification Requirements form, choose your preferred qualifications, then click the blue button Add and schedule sessions.

• Qualifications can be changed up until the fair starts. After the fair begins, the only option will be to clear all qualifications.
• By selecting qualifications, you limit student sign-ups to only those who meet the criteria. Students who do not meet the selected qualifications will be unable to sign up for 1:1 sessions.
  • To help fill any empty 1:1 sessions, we offer an automated feature that pauses your session qualifications 48 hours before the fair.
    
    • To opt out of this feature, select No, keep my qualifications in place the whole time.
    • If you opt into the feature, you will receive a reminder email 72 hours before the fair, allowing you to opt out at that time if desired.

2. Once you are finished, click the blue button Add and schedule sessions in the lower-right corner. 

• This will return you to the 1:1 sessions page, where you can add additional sessions for other team members. Repeat the steps above for each team member as needed.

3. Once you have added all the 1:1 sessions, click the blue button Assign team to proceed. 

Review schedule 

Review the group and 1:1 sessions to confirm the session details, then click the blue button Confirm schedule and invite team to generate an email for team members to claim their schedules.

Once the initial schedule is created, any team member, regardless of role, can add new group sessions, 1:1 schedules, and take other actions as outlined in Managing Schedules for Virtual Fairs.