Managing Schedules for Virtual Fairs

For up-to-date information on which editing features are live and which are coming soon, please refer to Virtual Fairs Release Notes, and look for the Employer section toward the bottom! 

Once your schedule has been created/claimed, you’ll be able to manage your company's schedule as needed. 

To navigate to the fair schedule, click on Fairs from the left menu column, then click on the fair name that you have created a schedule for. 

Click on the Schedule tab from the fair overview page. 

Under Sessions, you’ll be able to see the number of sessions taken and open. Group and 1:1 sessions are listed in order of start time.

To the right of this page, you’ll see your name by default; click the dropdown menu to select another Team Member and view their schedule. 

Manage sessions & more actions

Manage sessions

1. Click the blue button for Manage sessions (shown in the example above) to

• add teammates for 1:1 sessions (if the max 100 are not already selected)
• add/edit existing 1:1 session preferences

Note: Existing 1:1 sessions cannot be "swapped" to another team member. If a team member cannot attend 1:1 sessions, then the registrant will need to navigate to Manage sessions, then add a new team member to 1:1 sessions. 

2. Select any additional team members you'd like to participate in sessions, then click Add Team in the lower-right to proceed.

• You will not be able to remove team members. If a team member is unable to attend a scheduled session, they should Mark as busy. 

3. Edit group sessions name or descriptions if needed. To proceed, click Confirm sessions in the lower-right.

• You will not be able to add or edit group sessions times on this screen. 

4. If you've added team members that you'd like to also host Group Sessions, select those on the next page. Click Assign team in the lower-right to proceed. 

• Note: in order to add team members to Group Sessions, the Count for Group Sessions host must allow for more to be added. For example, if you've set a count of 2 hosts, and 2 team members are already selected, you may not add more.

5. If you've added team members that you'd like to host 1:1 sessions, you can add 1:1 sessions for those team members on the next page. 

If you'd like to add/edit required qualifications, click the three dots menu to the right on the row with the team member and click Edit required qualifications. 

• You will not be able to remove team members from 1:1 sessions. If they will be unable to attend, the team member should mark the sessions as busy. 

6. Click Assign team to proceed to the final step in managing the schedule and review your changes. If everything looks appropriate, click Confirm schedule and invite team to save your changes. 

If you've added team members to group sessions or 1:1 sessions, those team members will now receive an email to claim their schedules.

More actions

Click the light grey button More actions, immediately to the left of Manage Sessions, to: 

• Add team members to group sessions
  • Note: in order to add team members to Group Sessions, the Count for Group Sessions host must allow for more to be added. For example, if you've set a count of 2 hosts, and 2 team members are already selected, you may not add more.
• Create new group session 
  • While you are able to create a new group session, please note that we do not support creating group or 1:1 sessions that overlap a canceled group session at this time.
• Manage group sessions COMING SOON
• Transfer schedule to a team member COMING SOON

1. To create a new group session, click the Create new group session option from the More actions button dropdown.

2. A pop-up screen will load where you will need to fill in the following information: 

• Are you using Handshake Video or another video tool? (Select one: Handshake video session or External video platform)
  • If External video platform is selected, you will need to enter the URL in the Video URL text box that appears below Description. 
• Title
• Description
• Time
• How many people from your team will host this event? 
  • Note: Set this number as high as possibly needed, so you may add other team members later!
• Which team members will be participating? 
  • Note: You can update this later, as long as the count selected above allows for additional hosts!

3. Click the blue button Create Group Session in the lower-right corner when you're ready to save. 

Reviewing sessions taken

To see the student that has taken a 1:1 session, scroll through the list until you see the student name appear.

• You will be able to view this student’s profile by clicking the button View Profile, to the far right of their name. 
• Click the three dots to see additional options: Cancel meeting and Send a message
  • Best Practice: if you will be unable to attend a session, but a 1:1 session is already scheduled, send the student a message to let them know the situation and who they can reschedule with! 

Group sessions will not display individual student information, however, you will be able to see a count of how many attendees have signed up. Note: the maximum number of participants per session is 50. 

Note: If a group session needs to be canceled, only the fair registrant/schedule owner will be able to take this step, and the schedule host must have claimed the schedule, in order for the cancel meeting option to display: 

Managing session attendance and availability

Note: You will only be able to edit attendance/availability for sessions that you are attending. You will not be able to update this for other team members. 

For group sessions, you may click the three dots to the far right in that row, then click Mark as not attending if you are unable to attend that particular session. 

For 1:1 blocks, you are able to mark individual 10 minute sessions as busy by clicking the three dots to the far right in the row, then clicking Mark as busy. 

Best Practice: Make sure you account for any needed breaks or lunches in your schedule by marking the sessions as busy!