Time-Slotted Events (TSE) allow career centers to create and manage 1:1 meetings between students and campus visitors (alumni, employers, career coaches, etc.) for mock interviews, coffee chats, or other short-form meetings.
Topics:
Setting up a TSE
Go to the Events page in Handshake and select New in the top right corner and choose Scheduled Sessions.
Event Details
- Name: The name of the event as it will appear to students and in reporting (85 character maximum).
- Description: A brief description of the event. Event descriptions should be clear, concise, and include an agenda (2,500 character maximum).
-
Organizer
- Career center: If your institution has multiple career centers, select the one associated with this event.
- Contacts: The contact(s) linked to the event. Contact information is shown to students attending the event. You can add more than one contact. Search for a Handshake user or click Create it here to add a contact manually.
-
Date and time
- Start date: The start date and time of the event.
- End date: The end date and time of the event.
- Timezone: The time zone the event is hosted in.
- Time slot length: Select how long this meeting should take place. The choices are: 15 minutes, 30 minutes, 45 minutes, and 60 minutes.
-
Event Location
- In person: Select to make this TSE in person.
- Virtual only: Select to make this TSE virtual (links added later).
- Additional Questions*: If a survey needs to be completed to proceed to the next step, questions will appear here.
Click Next Step: Visibility and Branding to proceed.
Visibility and Branding
- Image: Your institution's logo appears by default. To upload a custom image, click Change Image. To remove the image, click Delete Image. For image dimensions, refer to the Handshake Image Size Guide.
- Employer Attendees: Add any employers attending the event. Students can see which employers are attending, and participating employers will have the event appear on their Events page. For more information, refer to Events: Inviting Employers.
-
Event category: Select up to two categories to help students find your event. Employer-related categories become available only after an employer is added. Academic Resources and General topics are not available for Time Slotted Events.
- Career guidance: Resumes, mock interviews, workshops, advising, career education, professional development, mentorship programs
- Networking: Socials, meet and greets, cookouts, mixers
- Active hiring: Active recruiting for internships and full-time opportunities
- Learn about employers: Info sessions, speakers, panels
- Career fair related: All events associated with career fairs, including events leading up to and after career fairs
- Conferences: Conferences, expos, summits, tradeshows, symposiums
Click Next Step: Attendance to proceed.
Attendance
- Student welcome message (optional): Toggle on to include a custom message in the confirmation email students receive after registering.
- Admission: Select Invite Only or leave this unselected. Only students you invite will be able to view this event.
- Attendee survey: Attach a survey for students to complete when registering. Surveys are created separately in Handshake and then linked to the event. To create a survey, refer to Creating and Testing Surveys.
- Name tag (optional): Toggle on to sync a printer to Handshake to print name tags for your in-person event upon student check-in. For more information, refer to Printing Attendee Name Tags.
-
Participating institutions: Add other institutions whose students can register for this event. Students from added institutions will be able to find and register for the event in Handshake.
Click Next Step: Choose Hosts to proceed to the final step.
Choose Hosts
- Name: Enter the name of the contact that will be hosting the event.
- Room/Location: Choose a room or location for the event. If you don’t have a location in mind at this time, you can use a placeholder (e.g. TBD).
Select Save as pending to come back to this later, or Publish event to finalize your set up.
Managing a TSE
We’ll explain each portion of the Time Slotted Event here.
Upper Section of a Time Slotted Event
In the upper left section, the following items will appear:
- Title
- Status: Select the pencil icon to update the status of the event. Approved events can be set to Pending. Pending events can be set to Approved or Declined. Declined events can be set to Pending. You can think of Pending as the “bridge” between an approved or declined event. If an event is cancelled, it cannot be changed to another status.
- Date
- Time
- Type of event
- In-Person or Virtual event
- Organized by career center
- Created by user
Below these are the Registered/Capacity, Invited, and Checked in sections
- Registered/Capacity: The number of students and the spaces available for students to sign up for this event. Capacity is contingent upon.
- Invited: If a student was invited, they will appear here.
- Checked In: The number of students that checked in to their session.
In the upper-right corner of the screen there are additional options:
- Launch kiosk: Open the kiosk to check a student in to the event
-
Invite: Select this to open a dropdown menu with two options
- Get shareable link: Opens a prompt to copy a shareable URL for students. Only students that meet applied qualifications will be able to register for the fair
- Invite students (legacy): More information about inviting students using the legacy method here
- Edit: Goes back to the Event details tab to make edits to the event.
-
…: Select the three dots to open up more options
- Email attendees: Choose the group that you’d like to send an email to and select Create email to be directed to the targeted email draft.
- Get check-in QR code: Download a PDF or PNG of the QR Code to check-in students.
- Add qualifications: Directs you to the legacy qualifications page to set student qualifications including: School year, Cumulative GPA, Major Groups, Colleges, Required Labels, and Career Clusters.
- Manage collections: Open the collections side sheet, select one or more collections and Save to add the event to those collections.
- Add attachment: Directs to the New attachment page, you can browser your computer for an attachment and add it to this event.
- Duplicate event: Directs you to the Event details tab for a new duplicated event. The event title is prefaced with “Copy of”.
-
Cancel event: Select this to cancel the event. Once the event is cancelled, it cannot be undone.
- A prompt will appear asking who you’d like to notify and if you’d like to send a custom message to them before confirming cancellation.
Tabs on a Time Slotted Event
In the center of the screen, there are some tabs you can select to display and take actions on.
Schedule
A list of the hosts and students who are currently set to attend the event. You can use the three dots on the right side of the screen to either mark the schedule as available or add an attendee. After you add an attendee, you can remove them if you wish to.
Overview
A data breakdown of the registration progress, as well as additional information: Participating schools, Participating employees, Labels, and which students recently registered or were waitlisted.
Comments
A location for discussion between your school and the employer(s). Actions the event host takes are also recorded here. On the left side of the screen, the legal disclaimer shared with students is included. You can select Edit in preferences to update the disclaimer in Event Preferences.
Notes
Add and share notes on this page. The notes may be shared with other staff members or kept private to only you.
The three dots opens a menu to either Edit or Delete the note.
Additional Information
- Per event, students can sign up for up to 3 slots, with 3 different hosts. CS users can cancel a slot sign up if they wish to make the slot available for other students.
- CS users can assign slots to students.
- Students cannot swap slots with other students.
- If a student unregisters while signed up for a session, the host and relevant staff will be notified via e-mail.
- Students can be moved to other sessions if a host cannot attend their session.