Managing Schedules for Virtual Fairs

If someone else should be the Schedule Owner, you can change this on your fair registration as long as the employer registration window is still open.

•  If the registration window has closed (the edit button is no longer visible), contact the Career Services office for assistance in changing the owner. Find How to Contact an Institution.

1. On the overview page, click the white button Registered button in the upper-right corner of the page, then select View registration.

2. Click the Edit tab in the upper-right corner of the registration page. 

3. Scroll to the Basic Information section, click into the Schedule Owner dropdown, then select the teammate that should be the new schedule owner. The dropdown will list all active teammates at your company. 

Note: the schedule owner must have the role of Recruiter, Owner, or Admin to set the schedule for a fair. 

4. Click the blue button Update Registration in the lower-right corner to save your changes.

Note: the teammate will not be notified of the change, so please communicate with them once you have updated the registration.

1. Click the white button Manage Sessions, then select Create new from the dropdown. 

2. In the pop-up modal, select what type of session you want to create. Click Group session.

3. The pop-up modal will expand to include fields to complete.

• Are you using Handshake Video or another video tool? (select one)
  • Handshake video session
  • External video platform
    • If External video platform is selected, enter the URL in the Video URL text field.
• Title
• Description
•  How many people from your team will host this event?
  •  If Handshake Video is selected, enter the number of hosts for the session.
  • Note: the host limit is 25. 
• Time
• Which team members will be participating? 
  • Note: team members may be added or removed later

4. Once you have filled out all required fields, click the blue button Create button in the lower-right corner to save your changes.

1. Click the button Manage Sessions, then select Create new from the dropdown. 

2. In the pop-up modal, select what type of session you want to create. Click 1:1 Schedule.

3. In the dropdown menu, select an active team member who will be responsible for this schedule.

4. Next, select if you would like to add qualifications for that 1:1 schedule (Yes/No). 

• If yes, click Next to choose qualifications (earliest grad date, latest grad date, levels of study and Courses) and the duration for which qualifications are effective (select one) 
  • Yes, pause qualifications 48 hours prior 
  • No, keep qualifications in place 
• If no, click the blue button Create to save the new schedule.

1. Click the button Manage Sessions, then click Edit group session. 

2. In the pop-up modal, select the group session you want to edit from the dropdown, then make the desired changes. 

You can make the following changes:

• Edit the title and description
• Change Handshake-hosted sessions to externally hosted video
• Change the host count
• Add or remove team members as hosts

3. After changes are made, click the blue button Confirm in the lower-right corner to save changes.

1. Click the button Manage Sessions, then click Edit group session. 

2. In the pop-up modal, select the team member that you want to add from the Which team members will be participating? dropdown. 

• To remove a host, click the X to the right of their name. 

Note: when Handshake video session is selected as the medium, make sure that the host count is updated to reflect the total number of team members selected. Group sessions must have at least one host.

3. Once the teammate is either added or removed, click the blue button Confirm. 

1. Click the ellipsis icon to the far right of the session you want to cancel, then select Cancel meeting from the dropdown. 

Note: only the schedule owner can cancel a group session. 

2. In the confirmation modal, click the grey button Cancel Group Session to confirm cancellation. 

Note: once canceled, the time slot for each selected host will be marked as busy. However, time slots can be marked as unbusy.

3. Students and selected hosts who have claimed their schedule will be notified of the cancellation.

Teammates can be added as hosts for both group and 1:1 sessions. 

1. Click the white button Manage Team, then select Add teammate from the dropdown.

2. In the pop-up modal, fill out the following information:

• Whom would you like to add?
  • From the dropdown menu, select an active team member or begin typing to load search results.
• Would you like to add a 1:1 schedule for them? (Yes/No)
  • If yes, Would you like to add qualifications for that 1:1 schedule? (Yes/No)
• Choose group sessions you'd like to add them to (optional)
  • Select group sessions from the drop-down menu. 

3. After filling all fields, click the blue button Next in the lower-right corner.

• If you selected Yes for adding qualifications, select the desired qualifications for this 1:1 schedule.
• Setting qualifications will limit which students will be able to sign up for sessions. 

Note: early in the year, new and transfer students may not yet have a course selected, or a graduation date entered in Handshake. In this case, selecting qualifications will exclude students who do not yet have that data from signing up for your sessions.

4. After selecting your qualifications, select the duration for which the qualifications are effective (select one): 

• Yes, pause my qualifications 48 hours before the event begins (Recommended)
• No, keep your qualifications in place the whole time

5. Click the blue button Add in the lower-right corner of the page to save your changes. 

1. Click the white button Manage Team, then select Bulk invite from the dropdown. 

2. This will open the editor form, where you may select multiple team members to add to group sessions or 1:1 schedules. 

3. To add a team member, click the checkbox to the left of their name, or type their name in the search bar to quickly find and select them.

For next steps, refer to the steps outlined under Add Team Members in Creating a Schedule for Virtual Fairs.

1. Click the white button Manage Sessions, then select Edit 1:1 schedule from the dropdown. 

2. In the pop-up modal, select the team member that you'd like to edit qualifications for from the dropdown. 

3. Make the desired changes to qualifications. To clear all qualifications, click the grey button Clear all qualifications.

4. Once changes are made, click the blue button Update Qualifications in the lower-right corner. 

Repeat the previous steps for each team member as needed.

If you cannot attend your scheduled 1:1 session, you can transfer the schedule to another team member.

Note: you can only transfer the entire schedule and not individual 1:1 sessions. The schedule can only be transferred to a team member who doesn't already have an existing schedule.

1. Click the white button Manage team, then select Remove/transfer schedule from the dropdown.

2. In the popup modal, select the team member from the Whose schedule would you like to remove? dropdown. 

• To transfer the schedule to another team member, check the box for I would like to transfer this team member's schedule to another team member, then select the new team member from the dropdown. 
• Note: you may only transfer a schedule to a team member that isn't currently participating in the fair.

3. If the team member has been removed and the schedule will not be transferred, click the blue button Remove. If the schedule will be transferred to another team member, click the blue button Transfer. 

If you're having trouble joining a group or 1:1 session, or you prefer to host the session outside of Handshake, you can update group or individual 1:1 sessions with an external URL.

Note: once the session is changed to an external video, it cannot be reverted. 

Group sessions 

1. Click on the white button Manage Sessions, then select Edit group session from the dropdown.

2. Select the relevant session from the dropdown, then choose External video platform. 

3. Enter the video URL in the Video URL text field, then click the blue button Confirm in the lower-right corner.

1:1 sessions

1. Click the ellipsis icon to the far right of the 1:1 session you want to update, then select Switch to externally hosted video from the dropdown.

2. In the pop-up modal, enter the URL in the External URL textbox, then click the blue button Add link in the lower-right corner.

To view booked sessions, including all RSVPs, click on the Schedule tab. All sessions will be displayed on this page. To view the details of a particular session, click on it.  

• To view a student's profile, click View Profile to the far right of their name.
• To manage a session, click the three dots to the far right of each session row. Actions include: 
  • Cancel meeting
  • Send a message
  • Switch to externally hosted video 

In group sessions, the total count of student RSVPs will be displayed beneath the heading Student attendees.

To view the details of each RSVP, click the grey button View RSVPs to the far right of the session row.

Learn more about Managing RSVPs with Evaluations, Notes, & Labels.

1. If you are unable to attend a session, click the ellipsis icon to the right of the session row and select Mark as not attending from the dropdown menu..

2. In the confirmation modal, select Remove from meeting to proceed.

3. 1:1 sessions will be added by default and will be marked as busy. To set the sessions as available, click the ellipsis icon to the far right of the row, then select Mark as not busy from the dropdown.

1. Click the ellipsis icon to the right of the session you want to mark as busy, then click Mark as busy.

Best practice: accommodate breaks in your schedule by marking sessions as busy.