Virtual Fairs: Supporting Employers

• Registrations
  • Trouble locating a fair
  • Divisions
  • Changing a Schedule Owner
• Set and manage a schedule
  • Setting a schedule
  • Permission error when trying to Add Sessions
  • Claiming a schedule
  • Managing a schedule
• Invite students to engage
  • Resume Downloads
• Day-of the fair
  • Supported Devices
  • Employer can launch a session, but cannot access audio/video
  • Employer needs to test audio, video, or screensharing
• After the fair
• Email Registrants / Schedule representatives / Representatives

Registrations 

Trouble locating a fair

If employers are having a hard time locating your fair, double-check on your fair Details page that the fair is not hidden from employers: 

If your intention is for the fair to be hidden, then you'll want to be sure that you've provided the preview link to the employer, available on the fair Overview page: 

Divisions

Employers will not be able to register with multiple Divisions. To support Divisions, each employer registration will allow for up to 100 representatives and back to back group sessions for the length of the fair. For example, at a 6 hour fair, up to 12 group sessions are available per employer registration. We recommend adding division names to Group Session titles, and employer users can update their title via User Settings to reflect their Division for 1:1 sessions.

If employers encounter the error "A registration for this employer already exists. Division registration is not supported for Virtual fairs hosted in Handshake.", then this means the company has already registered for this fair. The school will need to either delete the other registration, or the employer can work with the existing registrant to plan schedules. 

• For more information, please refer to Identifying and Registering for Virtual Fairs. 

Changing a Schedule Owner

When an employer registers for a fair, that employer representative is considered the fair registrant, and they will need to set a Schedule Owner, which is the individual responsible for creating the schedule.

If someone else should be responsible for setting the schedule, Career Services or Employers with appropriate permissions are able to update the Schedule Owner.

Note: Employers can make this change themselves, however, if the employer registration end date has passed, they will lose this edit access, and you'll need to update it for them.

To change a Schedule Owner, take the following steps: 

1. Navigate to the appropriate fair in Handshake, then click on View Employers. 

2. From the registrations page, select the appropriate company registration and click the Edit tab in the upper-right corner of the page.  

3. Scroll to the Basic Information section, click on the Schedule Owner dropdown, then select the appropriate person.

4. Click Update Registration in the lower-right corner of the page to save the changes. 

Set and manage a schedule

Setting a schedule

Only the schedule owner will be able to set the schedule. All role types except for Representative can create/edit fair registrations. To change the Schedule Owner, please refer to the Changing a Schedule Owner section right above this one. 

If the registrant reaches out because they are missing the approval/set your schedule email, you can let them know to pull up your fair in Handshake, then click on the Schedules tab. The registrant will be able to click the gray button Add Sessions on that page. 

• For more information, please see Creating a Schedule for Virtual Fairs.

Claiming a schedule

• For more information, please see Claiming & Participating in a Schedule.

Managing a schedule 

Qualifications for 1:1 sessions are hard stops for students - if an employer has designated qualifications, students not matching the designation(s) will be unable to see the 1:1 sessions. We've add the ability for employers to clear 1:1 qualifications at any point before or during a fair to mitigate low engagement.

Each individual team member is responsible for their own schedule, including marking a group session as "not attending" or marking 1:1 sessions as "not available". The team member will need to review their schedule and ensure that any necessary breaks are accounted for using these settings. 

• For more information on schedule editing details, please see Managing Schedules for Virtual Fairs. This includes editing, adding, and cancelling group and 1:1 sessions, adding teammates to the schedule or transferring 1:1 schedules, as well as 1:1 session qualifications.

Invite students to engage

Employers can send unlimited messages to students that have previously interacted with them. This includes students that have signed up for virtual fair sessions, displayed via the RSVPs page on the fair.

In order for employers to proactively message other students, they must have a Trust Score of 80+. 

• For more information, please see How to Send a Student a Message.

Resume Downloads

Employers are able to download resumes of students that have signed up for sessions via the RSVPs tab on the fair. If a student document is missing, double-check the following: 

• The student has a resume uploaded to their profile and it is marked as Featured on Profile.
• If your school uses the legacy Document Review, make sure the document has been marked as Approved. 
  • If your school uses the Document Feedback feature, no further action is needed, as no documents are blocked regardless of status.

Day-of the fair

Employers are able to login up to 60 minutes early to test their audio and video setup. 

• For more detailed information, please see Handshake Video Requirements & Troubleshooting (Employers).
  • This is a great resource for employers to share with their IT department if advanced steps are required.
• Another helpful resource is Virtual Fairs: Day-of the Fair.

Supported Devices

We support employers hosting virtual fair sessions via desktop web access only, and the recommended browsers are Chrome, Firefox, and Edge (only the most recent version of Edge). 

• Employers may be able to launch sessions via mobile web successfully, however, this not officially supported by Handshake and does have several limitations: 
  • On any mobile web access, employers are unable to share their screen.  
  • On iOS devices, employers will only be able to use Safari, as Apple does not allow third party browsers access to the device camera or microphone.
  • On Android devices, the camera and microphone should be able to be accessed by any browser.

Please note that additional steps may be required for security with the employer’s domain/firewall. You can have the employer use the Twilio network test to test internet, audio, visual, etc: https://networktest.twilio.com/ In the event that the test fails, the employer will need to follow-up with their IT department. 

Please see our dedicated employer article for more specific steps that the employer can follow or share with their IT department. 

Employer can launch a session, but cannot access audio/video

Confirm that they have granted permission on the browser for both audio and video, or test in another supported browser. Note: some company firewalls prevent changes from being made to this permission. If this occurs, the employer should followup with their IT department.

• If there’s a session starting, have the employer switch the session to hosted externally to conduct the session. 
• Group Session instructions
• 1:1 Session instructions

Employer needs to test audio, video, or screensharing

Career Services staff and Employer users have access to test their access by using our Handshake Video Test feature.

After the fair

Employers will likely want to review student profiles/resumes and send followup messages. Engaging with students in a group session or 1:1 session counts as a "prior interaction", so employers are able to message these students via the RSVPs page without impacting their message limits. 

• For more information, please see Virtual Fairs: Post Fair for Career Services oriented steps and Following Up After a Virtual Fair for employer actions.

Email Registrants / Schedule representatives / Representatives

If you'd like to reach out to registered employers about the fair, you can use the bulk actions from the View Employer Registrations page.

Check each desired company registration, then choose the bulk action More > Email Registrants/Representatives. 

Within the popup that loads, you may select one or many of the following: 

• Registrants: This is the individual that created the registration.
• Schedule Representatives: These are the employer users that are participating in the fair schedule.
• Representatives: These are individuals (could be either users or contacts) that are listed directly on the fair registration.