Employer-hosted Schedules

Scheduling employer-hosted meetings is a great way to connect with students/alumni following an event or fair! 

Within the Scheduling tab, existing schedules are visible within the tabs Active, Expired, and All, and you can quickly create new schedules.

Please note: The Employer-hosted Meetings feature is part of the Virtual Events Module - if you do not currently have this package, check with your Customer Success Manager for more information!

Premium features are for Handshake Premium accounts only. For more information on our Premium offering, please check out this resource!

Topic Menu: 

• Create a new schedule
• Managing a schedule
  • as a creator
  • as an interviewer
• Inviting Students
• Reviewing Candidates
• Launching a scheduled session

Create a new schedule

1. Click Scheduling from the left menu column, then click Create schedule in the upper-right corner of the page. 

2. Fill in the details for schedule creation: 

• Hosting Details
  • Handshake Virtual Session: using Handshake Video
    • If this is selected, you'll be able to select Yes/No to Would you like to record these sessions?
  • External Virtual Sessions: add video links to the sessions once created
• Type of Session
  • Quick Screen - 15 minutes
  • Quick Screen - 30 minutes
  • Interview - 45 minutes
  • Interview - 60 minutes
• Day of Meeting
• From & To start and end times
• Timezone
• Details for students
  • Block Title
  • Block Description

3. Click Submit in the lower-right corner of the page to save your schedule.

Managing a schedule

Once the schedule has been created, the Block Title, Block Description may be edited by clicking Edit Schedule in the upper-right corner of the page. If you're using Handshake Video, you'll also be able to select Yes/No for Would you like to record these sessions? Other details (day, time, video hosting, etc.) may not be changed. If these need to be changed, you'll need to create a new schedule. 

Sessions may be managed via two access points:

Edit Individually

To edit an individual session, click the three dots to the far right in the session row, then select the desired edit option:

• Prior to an interviewer and candidate being added:
  • Manage Interviewers
  • Invite a Candidate (this adds the student to that specific session time)
  • Mark Session Unavailable
• After an interviewer and candidate has been added:
  • Manage Interviewers
  • Remove a Candidate

Bulk Edit

To bulk edit sessions, put a check next to each of the necessary session rows, then use the bulk edit options that appear in place of the column headers:

• Assign Interviewer
• Remove Interviewer
• Cancel Meeting (This cancels the session, and if a candidate is added, they will receive an email notifying them of the cancellation.)

If the schedule is hosted externally (not via Handshake Video), each session row will have an option to +Add video link.

To edit the link, click the three dots menu for that session, then click Edit external link.

Inviting students

If you'd like to invite students to sign up for a session at their convenience, click the Invite Students button in the upper-right corner of the Schedule page, then click Copy invite link. 

You can share this link with students directly. They'll be able to review all available sessions and sign up. 

If you have already confirmed with the student the session time they'd prefer, you can use the three dots menu in a specific session row to add a candidate to that particular session time.

Click Invite a candidate, then start typing their name or email address. Select the correct search result, add an optional message, then click Invite to send a notification to the student.

Reviewing Candidates

Sessions tab

When students have signed up for sessions (either via being added by you or signing up through the shared link), their names will be hyperlinked to their Handshake profile.

Click the candidate name to be taken to the profile. 

Candidates tab

In the Candidates tab, you have the following options:

• Export the Candidates to a CSV (Download CSV)
• Download Resumes
• Add or Remove Labels
• Message Students

To export the candidates to a CSV, put a check next to all candidates, click More, then click Download CSV. You will also see the options to remove labels, add labels, download resumes, and message students displayed here:

If you would like to add a note or evaluation following the meeting, you can do so by clicking on the clipboards listed next to the candidates' names.

Select the desired rating (1-No, 2-Neutral, 3-Yes, 4-Strong Yes), add desired notes (make sure to click Save Note if you add notes!), then click the blue Done button in the lower-right corner of the popup.

Launching a scheduled session

Interviewers will be able to launch video up to 60 minutes prior to the scheduled start time to test audio/video quality. 

Some employers may have particular settings to adjust (such as permissions or unblocking IPs or domains), which you can read more about here Handshake Video Requirements & Troubleshooting (Employers).

When the interviewer is ready to launch Handshake Video, click Launch Video in the Location column.

Click Join Now to launch the session. 

Audio and video settings can be adjusted (and problems can be reported) prior to joining by clicking the three dots menu in the lower right of your picture or video. 

This same menu can be accessed via Settings in the lower-left corner of the window once the session has been launched.

To share your screen in the session, click the desktop computer icon, to the right of the video icon. You'll be able to share your entire screen, a specific application window, or a specific browser tab.

When you're ready to end the session, click Leave Session, then End Session for All.