Once a schedule is created, it can be managed. You can edit the schedule, mark meetings as unavailable, cancel or delete sessions, invite students, remove candidates, and add or remove hosts.
To learn how to make changes to your Availability Calendar, refer to Availability Calendars: Manage a Schedule
1. Navigate to the specific calendar, and click directly on the schedule name.
2. Click the grey button Edit Schedule in the upper-right corner of the page.
To change your schedule details, click the grey button Edit Schedule in the upper-right corner of the page.
Note: the format of an event can't be changed. In cases where the event format is longer convenient, all sessions of that particular event must be deleted and a new event must be created.
In Step 1 (Basic Information), you can:
- change the Schedule Type
- update the Event Name
- update the Description/Instructions
Once the desired changes are made, click the blue button Next to proceed to Step 2.
In Step 2 (Schedule block), you can:
- change the Length of Meetings
- update the Date and time
- update the Timezone
- change the number of occurrences
Click the blue button Save in the lower-right corner of the page to save your changes.
Add video link
When hosting sessions externally (not on Handshake), you will need to add an external URL to each time slot as applicable. Click on +Add video link to the far right of the session row in the Location column.
In the pop-up modal, enter the external URL in the textbox provided, then click the blue button Add link.
Mark meeting unavailable
The option "Mark meeting unavailable" can be used to denote a break for the meeting host or to add a buffer to help prepare you for your next meeting or to reserve time for meetings that may run longer than anticipated.
This option is only available when there are no meeting hosts or candidates added to the session. If there is a candidate or meeting host added, they will need to be removed first, then the session may be marked as unavailable.
Click the three dot menu to the far-right of the impacted session time, then click Mark meeting unavailable.
Delete all sessions
Deleting sessions removes any scheduled sessions in the future and prevents students from being added or signing up.
To delete all sessions on the schedule, click the grey button Edit Schedule in the upper-right corner of the page.
In the edit page, click the red button Delete all sessions in the lower-left corner.
Click the red button Yes, delete all sessions in the confirmation module to proceed, or click the grey button Cancel to return to the previous page.
Notifications are sent to impacted meeting hosts and candidates upon deletion of the sessions.
Cancelling meetings removes the currently added meeting host(s) and student, while preserving the appointed time. Emails are sent to the meeting host(s) and student in the impacted meetings.
Note: this option is only visible with sessions added under Availability Calendar.
To cancel an individual meeting, check the box to the left of the desired time slot, then click Cancel Meeting from the header bar.
To cancel meetings in bulk, check the boxes to the left of the desired time slots, or the box to the left of Time Slot to select all meetings, then click Cancel Meeting from the header bar.
Notifications are sent to meeting hosts and candidates upon cancelation.
Add or remove meeting hosts
On individual session at a time
To add or remove meeting hosts to or from a single meeting, click the three dots menu to the far-right of the row, then click Manage meeting hosts.
In the pop-up modal, click on the team member(s) that you'd like to add from the dropdown. To help narrow your search, enter the name of the team member(s) in the search bar provided.
To remove team members, click the X to the left of each name, as applicable.
When you're finished, click the blue button Save in the lower-right corner.
Meeting hosts will be sent a confirmation email with the meeting time and a link to the schedule.
On multiple sessions at once
Add or remove meeting hosts from multiple meetings at a time by checking the box to the left of each relevant time slot, then clicking Assign Meeting Host or Remove Meeting Host from the header bar (above the date).
In the pop-up modal, click on the team member(s) that you'd like to add or remove from the dropdown. To help narrow your search, enter the name of the team member(s) in the search bar provided.
To remove a selected meeting host, click the X to the left of the name.
When you're finished, click the blue button Add or Remove in the lower-right corner of the pop-up.
Meeting hosts will be sent a confirmation email with all the meeting times added and a link to the schedule.
Add a student to a specific session
To add a student to a specific meeting time, click the three dot menu to the far-right of the row, then click Invite a candidate.
Note: students with a private profile won't be able to be added to a time slot.
In the pop-up modal, select the individual from the dropdown menu. To help narrow your search, type their name or email in the search bar provided.
If desired, enter a custom message in the Message textbox.
To finalise the addition, click the blue button Invite in the lower-right corner of the pop-up.
An email will be sent to the candidate with the information and a link to view their schedule.
Invite students to sign up
By sharing an invite link, students can review and sign up for available sessions. Click the blue button Invite Students in the upper-right corner of the page, then click on Copy Invite Link.
Once copied, this link may be shared via your preferred method (message, email, in a virtual fair session, etc.).
The link copied is a publicly shareable link, enabling all students to sign up for a session.
If students have a Handshake account, they will be prompted to sign in. Students without a Handshake profile will be able to register as a guest, then signup for a session.
Note: once a student without a Handshake profile has signed up for a session, you'll be able to move them to a different time if needed, or even to a different schedule.
Remove a candidate
To preserve the meeting time and meeting host(s), but remove a candidate from the meeting, click on the three dots menu to the far-right of the impacted time, then click Remove a candidate.
The candidate will be sent confirmation of removal, and the time will be available for another student to sign up or be added.
Learn more about Employer-hosted Schedules: Review Candidates.