Add to Calendar (for Employers)

After creation, you can add Events, Availability Calendars, and Employer-hosted Schedules to an external calendar. Adding events and scheduled sessions to your calendar helps you have a holistic view of availability, as well as providing quick access to join video at the start (video links are included in calendar events for both Handshake Video and external video).

Note: you may only select Add to Calendar for future dates–if the start date has passed, this option will disappear. 

You can: 

• Add to Google: if you are signed in to your account, a new tab will open with all available event or session information. Review the details and click Save to finalize the calendar addition.
  • Supported for all events, scheduled sessions and individual time slots. 
• Add to iCal or Outlook: a calendar event (.ics file) will download via your browser. Click on the download to open the file in your calendar application.
  • Supported for all events, scheduled sessions and individual time slots.
• Add via Handshake calendar link: provides a link for you to subscribe to in a calendar application/service of your choice. The current schedule and future changes are synced from Handshake, and the sync frequency is determined by your calendar program settings.
  • Supported only for all scheduled sessions.
• Share calendar event with teammates: generates an email with an .ics attachment to your selected teammate(s). 
  • Supported only for all events. 

Topics: 

• Add Scheduled Sessions to Calendar
  • Add an individual time slot
  • Add all scheduled sessions
  • Add via Handshake calendar link
• Add Event to Calendar

Add Scheduled Sessions to Calendar

When adding scheduled virtual info chats or sessions with students to Google, iCal, or Outlook, you can add all scheduled sessions or individual time slots:

• All scheduled sessions will download a single calendar block for the full schedule time, i.e. 11am-2pm. The event name will be the name of the schedule in Handshake.
• Adding an individual session will only download a block for the single selected session.

Note: the events added via Google, iCal, and Outlook are static events, so they are not automatically updated if something changes in Handshake.

Add an individual time slot

To add an individual time slot to your calendar, click on the three dots menu to the far right in the time slot row, then click Add to calendar.

In the popup that appears, select the calendar type you'd like to add the session to: Google, iCal, or Outlook.

If a candidate has not been added, the event name will read "Company name: Schedule Name".

If a candidate has been added, the event name will read "Company name: Schedule Name with Candidate Name".

Add all scheduled sessions

If you'd like to add all scheduled sessions to your calendar, click on Add to calendar in the upper-right corner of the page. 

The "All scheduled sessions" tab loads automatically–click the desired calendar to proceed: Google, iCal, or Outlook.

This will download a single calendar block for the full schedule time, and the event name will be the name of the schedule in Handshake.

Add via Handshake calendar link

If you'd prefer to sync the schedule to your calendar, click Add to calendar in the upper-right corner of the page.

Click the Handshake calendar link option in the popup that appears. Copy the link provided, then navigate to your external calendar service or application and set up a new calendar subscription. When prompted, paste in the link. 

Tip: if your calendar is missing updates made in Handshake to this schedule, check your calendar service or application's sync settings. The sync frequency is determined by your calendar's settings.

Add Event to Calendar

After an event has been created, from the event's overview page, click the button Add to Calendar, in the upper-right of the page below the event banner image. A dropdown menu of available options will appear to select from: Google calendar, Outlook, iCal, Share calendar event with teammates.

The name of the event in Handshake will correspond with the name of the Google calendar event or downloaded .ics file. 

Share calendar event with teammates

Click Share calendar event with teammates from the dropdown to choose your teammates. 

In the popup that appears, click in the box for a dropdown list of all active teammates, or begin typing to filter results.

Select the teammate name from the list, then click or type to select another teammate. 

When you've selected all desired teammates, click the blue button Send Invites to generate an email with the .ics file. 

The email is sent to the email address on your teammate's Handshake account with the following details: 

From: Handshake <handshake@notifications.joinhandshake.com>

Subject: You've been invited to attend EVENT NAME

Content:

"Time: DATE TIME TIMEZONE
Invited by: YOUR NAME AS DISPLAYED IN HANDSHAKE
Location: PHYSICAL ADDRESS or LINK IF VIRTUAL

To add this event to your calendar, use the attached calendar file."

Here's an example of that email: