Availability Calendars: Manage a Schedule

For more information, check out Employer-hosted Schedules: Add to Calendar.

To make changes to your schedule, click Edit Schedule in the top-right corner of the page.

Edit Calendar

Step 1 isn't editable. Proceed to Step 2 and make the desired changes as allowed:

• Length of Meetings
  • Sessions are limited to 15 minutes each — this length cannot be changed. 
• Date and Time
  • Can only be edited for future events, cannot be changed for past or in-progress schedules.
• Timezone
• Does this schedule repeat? (select Yes/No)
• If Yes, enter the recurring schedule's repetition frequency:
  • Repeat every NUMBER (textbox) per Week/Month (select one)
  • Repeat on DAY (choose one or many)
  • Ends after NUMBER (textbox) of occurrences (cannot repeat for longer than 6 months) 
    
    • After entering the number of days, the end date displays to the right of this text field. The date is updated based on the week/month, days, and number of occurrences. Adjust repetition details as needed to achieve the desired date. 

Click the blue button Save to publish the availability calendar. The page will refresh to display the newly configured calendar.

Delete Calendar

To delete the existing Availability Calendar, click the red button Delete all sessions in the lower-right corner. 

In the pop-up modal, click the red button Yes, delete all sessions to proceed. 

• Click the grey button Cancel to return to the previous page. 

Cancellation notices will be sent to any students and teammates on sessions that have been deleted. 

1. Click on the Expired tab, then click on the name of the Availability Calendar you want to edit the schedule for. 

2. Click the blue button Extend schedule in the top-right corner of the page. 

3. Scroll down to Step 2. Adjust the expiration dates as desired. 

• Select Yes to "Does this schedule repeat?"
• Adjusting the repeating schedule as needed:
  • Repeat every NUMBER (textbox) per Week or Month (select one)
  • Repeat on DAY (choose one or many)
  • Ends after NUMBER (textbox) of occurrences (cannot repeat for longer than 6 months) 

4. Click the blue button Save to save changes and publish the calendar. 

Invite candidates 

The Copy invite link button allows you to invite candidates to review the calendar and sign up for a time slot. 

Click the blue button Copy invite link in the top-right corner of the page. Once copied, the message "Invite link copied" will display in a green banner at the bottom of the page. 

Share the link via your preferred method (message, email, during a live session, etc.)

Student sign-ups

Once a student signs up to meet with you, you will receive an email notification.

The email reads: 

From: Handshake <handshake@m.joinhandshake.co.uk 

Subject: "[STUDENT NAME] has signed up for a virtual 1:1 with you. 

Body: 

"A student has signed up to meet with you via your Availability Calendar. View your full schedule in your Handshake app. 

Red button Review schedule."

To view your schedule, click the red button Review schedule in the email. 

The Sessions tab provides a schedule overview at the top of the page with the following details: 

• • Date (range, if the schedule is a recurring schedule)
  • Time (start and end time of each scheduled day)
  • Session length (sessions are limited to 15 minutes each - this length cannot be changed)
    • The session will remain active for 20 minutes (as a buffer) before it automatically closes.
    • Best Practice: if you have consecutive sessions, track the time spent in each session to maintain the allotted time for each student. 
    • Learn more about Hosting via Video on Handshake.
  • Open sessions (count of open sessions per day displayed — not total)

The sessions will display for the day you selected (use the arrows to the right of the date to select a different date). 

Manage an unbooked session

To manage a unbooked session, click the ellipsis to the far right of the time slot and select an option:

• Invite a candidate
• Mark meeting unavailable  
• Add to calendar 

Invite a candidate (for Premium partners with Event Manager only)

Select Invite a candidate, then select the candidate from the Candidate dropdown in the pop-up modal. 

Once the candidate is selected, include a message in the Message textbox, if desired, then click the blue button Invite. 

The student who is invited will be added to the calendar and will receive an email notifying them that they have been added to meet with your company for the time slot chosen. They won't have to take any action. 

Mark meeting unavailable  

Select Mark meeting unavailable to the far right of the time slot you want to mark unavailable. 

Tip: this option is recommended for breaks, or to reserve time for meetings that may run longer than anticipated

Once selected, the message "Session has been marked as unavailable" will appear in a green banner at the bottom of the page. 

Add to calendar

For more information, check out Employer-hosted Schedules: Add to Calendar.

Manage a booked session

When the session is booked with a candidate, the following options will appear:

• Cancel meeting
• Remove a candidate 
• Add to calendar 

Cancel meeting

This action cancels the session and notifies the candidate.

• Session can't be rebooked by another candidate.
• Candidate on the canceled session can sign up for a different session.

Remove a candidate

This action removes the current candidate from the time and reopens the session's availability.

• Session can be booked by another candidate.
• Candidate (removed) can sign up for the same session or any other future session.

Add to calendar

For more information, check out Employer-hosted Schedules: Add to Calendar.

The Details tab provides a "Schedule overview" with Date (range, if recurring),Time, and if recurring, repeats weekly or monthly.

Below the schedule overview, you will find the "Schedule description" which displays the name of the owner of the calendar. 

The Candidates tab provides a list of all candidates booked on this schedule. 

On this page, you may use the tools available to manage the candidates booked on this schedule: 

• Filters: use the filters on the left of the page to narrow down displayed results: Sessions, Search (keyword), Institutions, Level of Study, Labels, Not Labels, Course, Course Category, Grad Date, Handshake Profile 
• File Download: click the grey button Download All Candidates to download a .csv file of all participants. This file contains the candidates: First Name, Last Name, Email Address, Institution Name, Sign-Up Date, College, Courses, Level of Study, Notes
  • Note: the file will also be sent to the email address associated with your account. The email subject is "Handshake download: Meeting Participant Download" and the email is sent from "handshake@notifications.joinhandshake.co.uk"
• Bulk Actions: put a check to the left of at least one candidate name to access the bulk actions menu (in the column header row). Choose from:
  • Message Students
  • Add Label
    • More: 
      • Remove Label
      • Download CVs
      • Download CVs: Zip
      • Download CSV