Employer-hosted Meeting Scheduling

Please note: Employer-hosted Meeting Scheduling 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!

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

Within the Scheduling tab, you'll be able to see existing schedules by using the tabs Active, Expired, or All, as well as create new schedules quickly.

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 and Block Description may be edited by the creator 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 only be managed individually. To access the manage menu, click the three dots to the far right in the session row. Schedule creators and interviewers will have slightly different managing capabilities. 

Schedule creators

Schedule creators will be able to: 

• Add an interviewer or Change interviewer
• Invite a candidate (this will add the student to the specific session and send a notification email to the student)
• Mark session unavailable
• *Add video link (if the schedule is hosted externally)

Creator menu options prior to an interviewer and candidate being added:

Creator menu options after interviewer and candidate have been added:

*If the schedule is being hosted externally, creators may add a video link: 

Note: once a link has been added, it will disappear from view and location will appear blank, however, the interviewer is able to see this link!

Interviewers

Once an interviewer has been added, the interviewer will be able to access the edit menu with the options to: 

• Cancel Meeting (only if the session has been taken)
• Invite or Remove a candidate (invite will add the student to the specific session and send a notification email to the student)
• Change Interviewer
• *Add video link (if the schedule is hosted externally)

Interviewer menu options prior to the session being taken:

Interviewer menu options after a session is taken:

If the session is hosted externally, the interviewer may add a link: 

Once the link has been added, it cannot be changed: 

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. 

Reviewing Candidates

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. 

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.