Managing Schedules for Virtual Fairs

Once the initial schedule for your company has been created, you’ll be able to manage the schedule as needed.

Overall schedule management access is available to all team members in Handshake regardless of role type, with the exception of two tasks: changing the Schedule Owner (only Recruiters, Owners, or Admins while employer registration is open) and cancelling group sessions (only the Schedule Owner). 

Check out our video walkthrough of managing schedules for virtual fairs! 

 

Topics: 

• Change Schedule Owner
  • (only accessible to Recruiters, Owners, or Admins while employer registration is open)
• Create New Group Session
• Create New 1:1 Schedule
• Edit an Existing Group Session
  • Edit Title, Description, switch Handshake hosted sessions to externally hosted, change the hosts count and add or remove team members as hosts
• Cancel Group Sessions
  • (only accessible by Schedule Owner)
• Invite (add) a Team Member
• Bulk Invite Team Members
• Edit 1:1 Schedule Qualifications
• Remove or Transfer a Schedule
• Change 1:1 Sessions to Externally Hosted
• Review Sessions Taken
• Manage Session Attendance and Availability
  • Mark Group Sessions as Not Attending
  • Mark 1:1 Sessions as Busy

 

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 is the number of sessions booked and open. Group and 1:1 sessions are listed in order of start time, per team member name.

To the right of this page, if you are included in the schedule, your name will be the default selected; click the dropdown menu to select another team member name to view their schedule. 

 

Change schedule owner

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

If the registration window has closed (the edit button is gone), reach out to the Career Services office for assistance changing the owner.

1. Follow the above steps to navigate to the fair in Handshake, the click the green button Registered button in the upper-right of the page, then click View Registration.

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

Note: When you view the registration, if there is no Edit tab in the upper-right corner of the page, the registration window has closed. 

Once employer registration closes, you'll need to reach out to the host school to have them make this change. Tip: check the fair Details tab for the school Contact information!

3. Scroll to the Basic Information section, then click the field for Schedule Owner, and click the name of the person that should be the Schedule Owner. This dropdown will list all active teammates at your company. 

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

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

Note: this teammate will not receive a notification of the change, so please make sure to communicate with your colleague once you've updated the registration!

 

Create new group session

1. Click the button for Manage Sessions, and click on Create new. 

2. A pop-up will load that asks what type of session you'd like to create. Click Group session.

3. The pop-up will expand with the following fields to fill out. 

• 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
• This text field will appear after the video tool selection is indicated: 
  
  • How many people from your team will host this event? If Handshake Video is selected, you'll need to enter the number of hosts for the session. 
    • Note: this number can be adjusted later if changes need to be made.
  • Video URL: If External video platform is selected, you'll need to enter the URL in this text box.
• Time
• Which team members will be participating? 
  • Note: team members may be added or removed later.

4. Once you've filled out the fields, click Create in the lower-right corner of the pop-up to save changes. 

 

Create new 1:1 schedule

1. Click the button for Manage Sessions, and click on Create new. 

2. A pop-up will load that asks what type of session you'd like to create. Click 1:1 Schedule.

3. From the dropdown, select an active team member with your company in Handshake to own this schedule. 

4. After selecting a team member, 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, School years, Minimum GPA, Majors, and Work Authorization) and decide how long qualifications are effective. 
  • "We recommend pausing 1:1 qualifications 48 hours before the event starts in order to help fill any empty sessions you might still have. Would you like us to do this for you?" You can choose from Yes, pause qualifications 48 hours prior or No, keep qualifications in place.
• If no, click Create to save the new schedule.

 

Edit an existing group session

Editing an existing group session will allow you to edit the Title, Description, switch Handshake hosted sessions to externally hosted, change the hosts count and add or remove team members as hosts.

1. To make changes to an existing group session click on Manage Sessions, then Manage group sessions. 

 

2. In the popup, select the existing group session name from the top dropdown, then make desired changes. 

 

Switch to external video platform

If you're switching from Handshake Video to an External video platform, please note this is a one-way switch. If you'd like to change back to Handshake Video, you'd need to create a new group session hosted on Handshake Video. 

Once you select External video platform, you'll need to enter the link in the Video URL text field that appears below.

 

Add or remove team members as hosts

To add team members as hosts, you'll need to ensure the host count is updated to account for the total number of team members selected. 

Click in the text field to select team members from the dropdown menu, or begin typing the name to load matching results. 

To remove team members as hosts, click the X to the left of their name.

Note: Group sessions must have at least one host.

 

3. Make the desired changes, then click Confirm in the lower-right corner of the popup to save. 

 

Cancel group sessions

Only the Schedule Owner may cancel a group session.

In order to cancel a group session, all selected hosts must claim their schedule. If the schedule has not been claimed, then it may not be canceled. 

Click the three dots menu to the far right of the session listing and select Cancel meeting.

Note: Student attendees are notified when schedules are canceled!

 

Invite (add) a new team member

1. To add a team member to the fair schedule as a host for group sessions or a 1:1 schedule, or both, click the Manage Team button, then click Invite new team member. 

2. In the pop-up that loads, fill out the following information, then click Add in the lower-right corner: 

• Who would you like to invite? (select an active team member from the dropdown, or begin typing to load matching 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 dropdown)

If you selected Yes for adding qualifications, click Next to configure qualifications. 

If you selected No for adding qualifications, or are not adding a 1:1 schedule, click Add to create the schedule.

 

 

Select the desired qualifications for this 1:1 schedule. Keep in mind these selections are gating which students will be able to sign up for sessions. 

Note: Early in the school year, new/transfer students may not have data for GPA, have a Major selected, or a grad date entered. By selecting qualifications, students missing that data in Handshake will not be able to sign up for your sessions.

We recommend pausing 1:1 qualifications 48 hours before the event starts in order to help fill any empty sessions you might still have. Would you like us to do this for you? 

Select one, then click Add in the lower-right corner:

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

 

Bulk invite team members

1. If you would like to add team members in bulk, click Manage Team, then click Bulk invite.

2. This will open the editor form, where you may select multiple team members to add to group sessions or 1:1 schedules. The editor form is described step by step in the article for creating a schedule –– follow the instructions starting at Add Team Members there to proceed.

 

Edit 1:1 schedule qualifications

Note: Early in the school year, new/transfer students may not have data for GPA, have a Major selected, or a grad date entered. By selecting these preferences, students that are missing that data will not be able to sign up for your sessions.

1. If you would like to add, edit, or remove qualifications for existing 1:1 schedules, click the button for Manage Sessions, and click on Edit 1:1 qualifications.

2. In the popup, select the team member that you'd like to edit qualifications for.

3. Make the desired changes to qualifications. If you'd like to clear all qualifications, click Clear all qualifications.

4. In the lower-right corner of the popup, click Update Qualifications to save your changes. Repeat the prior steps for each team member as needed.

 

Remove or transfer a schedule

If you will be unable to attend the 1:1 Session you're scheduled for, you may transfer the schedule to another team member using the steps below. 

Note: Currently we can only transfer the entire schedule and cannot transfer individual 1:1 sessions. The schedule can only be transferred to a team member who does not already have an existing schedule.

1. Click the button for Manage team, and click on Remove/transfer schedule. 

2. In the dropdown field below Whose schedule would you like to remove?, select the team member's name. To remove the schedule entirely, proceed to step three.

If you'd like 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

In the dropdown field below To whom would you like to transfer this schedule?, select the new team member. 

Note: you may only transfer a schedule to a team member that is not currently participating in the fair.

 

3. If you'd like to remove the schedule entirely, click Remove in the lower-right corner of the pop-up. If the schedule is being transferred, click Transfer instead, also in the lower-right corner. 

 

Change 1:1 sessions to externally hosted

If you experience trouble getting connected to a 1:1 session or you'd prefer to host the session outside of Handshake, you may update individual 1:1 sessions with an external URL using the steps below. 

1. Click the three dots menu to the far right in the 1:1 session row, then click Switch to externally hosted video. 

2. Enter the URL in the popup that loads, then click Add link in the lower-right corner of the popup.

 

 

Review sessions taken

To identify the student that has taken a 1:1 session, scroll through the list until the student's name is listed.

• 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, below the Student attendees heading is a count of student RSVPs. Note: the maximum number of participants per Handshake Video 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: 

 

Manage 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. 

Mark Group Sessions as Not Attending

1. 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. 

2. In the confirmation that appears, you'll need to select to Keep Group Session (to cancel the action) or Remove from meeting (to proceed).

3. When you mark the session as not attending, the designated 30 minute window will have 1:1 sessions added - by default, they will be marked as busy. You may use the three dots menu to the right to set the sessions to Available. 

 

Mark 1:1 sessions as busy

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 corresponding session times as busy!