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Availability Calendars: Manage a Schedule

Tawnya
  • Updated

Once an Availability calendar has been configured, you (or your teammate, if it was created on their behalf), will be able to manage the schedule to invite candidates, mark slots as busy, or edit the schedule details. 

If you haven't set up availability yet, or you'd like to set up a new schedule, refer to Availability Calendars: Set Up a Schedule instead. 

Once a calendar has been configured, you can review the session(s) at any time by clicking Scheduling from the left navigation bar, then clicking on the name of the Availability Calendar listed under the Active tab.

schedules_page.png

 

Topics: This article is organized based on page and tab layout. To jump to a specific workflow, use the menu below: 

In the upper-right corner of the page are three buttons: Add to calendar, Edit schedule, and Invite Students.

 

Add to calendar

For more information, check out Employer-hosted Schedules: Add to Calendar.

 

Extend an expired schedule

1. Click on the Expired tab, then click on the relevant calendar from the list. 

expired_schedule_tab.png

2. Click the blue button Extend schedule in the upper-right corner of the page. 

extend_schedule_button.png

3. Adjust the expiration date as desired by: 

  • Making sure Yes is selected for "Does this schedule repeat?"
  • Adjusting the repeating schedule as needed per:
    • Repeat every: NUMBER Week or Month
    • Repeat on: days of week (the gray circle turns blue when selected)
    • Repeat how many time?: NUMBER days, schedule ends on DATE
      • the date displayed updates based on the week/month, days selected, and how many times to repeat. Adjust repetition details as needed to achieve the desired date.

repeating_schedules.png

4. Click the blue button Save to save changes and publish the calendar. 

 

Edit or Delete Calendar

Click Edit Schedule in the upper-right corner of the page to access available options.

 

Edit Calendar

Scroll down on the page to Step 2 for editing options. Make the desired changes as allowed:

  • Length of Meetings (cannot be changed - 15 minutes is standard)
  • Date and Time (may only be edited for future events, cannot change for past or in-progress schedules)
  • Timezone
  • Does this schedule repeat? (yes/no)
  • Repeat every NUMBER week/month
  • Repeat on DAY(S)
  • Repeat how many times? NUMBER days (cannot repeat longer than 6 months)
    • After entering the number of days, the end date displays to the right of this text field. The date updates based on the week/month, days, and how many times to repeat. Adjust repetition details as needed to achieve the desired date.

edit_schedule_form.png

 

Delete Calendar

In the Step 1 block, the Availability Calendar owner cannot be edited after creation. To delete the existing Availability Calendar, click on the red button Delete Calendar. 

edit_schedule.png 

A popup will appear with confirmation of the action and more information: 

"Are you sure you want to delete all future sessions for this schedule? 

If you delete these sessions, we'll send cancelation notices to any students and to any of your teammates who have signed up to participate.

You will still be able to access past and in-progress sessions. 

If no one has signed up, no notices will be sent."

Click the gray button Cancel to cancel deletion, or click the red button Yes, delete sessions to proceed. 

delete_calendar_confirmation.png

Alternatively, click the red button Delete all sessions in the lower-left corner of this page to remove all future sessions from the calendar, while leaving the calendar intact.

Note: if the schedule has expired, extend the expiration date into the future. Save the changes, then return to the edit menu, and click Delete all sessions. 

 

Invite Students

This button allows you to invite students to review the calendar and sign up for a time that works for them. 

For Premium partners with Event Manager–if you'd prefer to add a specific student to a time instead, please refer to the steps in Sessions below.

    • From the dropdown menu, select "Copy Invite Link" to copy the link to this specific schedule. The link can be shared with students, allowing them to review the full schedule and choose the best day/time for them. 

invite_students_dropdown.png

 

There are three tabs in the upper-left of the page, under the calendar name: Sessions, Details, and Candidates. 

 

Sessions

  • provides a schedule overview at the top of the page with the:
    • Date (range, if the schedule is a recurring schedule)
    • Time (start and end time of each scheduled day)
    • Session length (always 15 minutes for availability calendars)
    • Open sessions (count of open sessions per day displayed - not total)
  • displays the sessions for the day selected (use the arrows to the right of the date to navigate to a different date)
    • This is where you can manage individual sessions on a schedule.

availability_calendar_overview.png

 

To manage an individual session, click the three dots menu to the far-right in the session's row, then choose from the dropdown menu items: 

  • if the session has no candidate yet:
    • Invite a candidate - For Premium partners with Event Manager only 
      • adds a single candidate to that session
      • Core employers and Premium partners without Event Manager will have a tooltip in this field: "To invite a candidate to sign up for a time, use the link above or include this calendar on a job or message." prompt_without_EM.png
    • Mark session unavailable
      • recommended for breaks, or to accommodate a chat that may run over a couple minutes
    • Add to calendar 

three_dots_menu_dropdown.png

  • if the session is booked with a candidate: 
    • Cancel meeting 
      • This action cancels the session and sends a notification to the candidate.
        • Session cannot be rebooked by another candidate.
        • Candidate on the cancelled session can rebook in a different session.
    • Remove a candidate
      • This action removes the current candidate from the time, reopening the session's availability.
        • Session can be booked by another candidate. 
        • Candidate can rebook in this or any future session.
    • Add to calendar

three_dots_menu_dropdown_with_candidate.png

 

Details

  • provides a "Schedule overview" with Date (range, if recurring), Time, and if recurring, repeats weekly or monthly
  • provides a "Schedule description" - for availability calendars, this will display "Availability calendar for TEAMMATE NAME"

availability_calendars_-_details_tab.png

 

Candidates

  • provides a list of all candidates booked on this schedule

candidates_tab.png

  • Filters: Use the filters on the left of the page to narrow down displayed results: Sessions, Search (keyword), Schools, School Year, Labels, Not Labels, Major, Major Category, Grad Date, Handshake Profile
  • File Download: Click the gray button Download All Candidates to download a .csv file of all participants. This file contains the candidate's: First Name, Last Name, Email Address, Institution Name, Sign-Up Date, College, Majors, School Year, Notes
    • Note: an email will also be sent to the email address on your account with a link to the download. The email subject is "Handshake download: Meeting Participant Download", and the email is sent from "handshake@notifications.joinhandshake.com". 
  • Bulk Actions: put a check to the left of at least one candidate name to access the bulk actions menu (in the column header row). Choose from:
    • Message Students
    • Add Label
      • More: 
        • Remove Label
        • Download Resumes
        • Download Resumes: Zip
        • Download CSV

candidate_bulk_actions.png

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