Availability Calendars: Manage a Schedule

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

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

Edit Calendar

Step 1 isn't editable. Scroll down to Step 2 and make the desired changes as allowed:

• Length of Meetings (sessions are limited to 15 minutes each— this length cannot be changed)
• Date and Time (may only be edited for future events, cannot be changed for past or in-progress schedules)
• Timezone (dropdown menu)
• Does this schedule repeat? (select Yes/No)
• If Yes, enter the recurring schedule's repetition frequency:
  • Repeat every NUMBER (textbox) per Week/Month (select one)
  • Repeat on DAY (choose one or many)
  • Ends after NUMBER (textbox) of occurrences (cannot repeat for 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. 

Click the blue button Save to publish the availability calendar. The page will refresh to display the newly configured calendar.

Delete Calendar

To delete the existing Availability Calendar, click the red button Delete Calendar in the lower-right corner of the page.

Click the red button Yes, delete all sessions in the confirmation module to proceed, or click the gray button Cancel to return to the previous page. 

Cancellation notices will be sent to any students and teammates on sessions that have been deleted. 

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

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

3. Scroll down to Step 2. Adjust the expiration dates as desired. 

• Select Yes to "Does this schedule repeat?"
• Adjusting the repeating schedule as needed:
  • Repeat every NUMBER (textbox) per Week or Month (select one)
  • Repeat on DAY (choose one or many)
  • Ends after NUMBER (textbox) of occurrences (cannot repeat for longer than 6 months) 

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

The Copy invite link button allows you to invite students to review the calendar and sign up for time slot. 

Click the blue button Copy invite link in the upper-right corner of the page. The confirmation message "Invite link copied" will instantly display in a green banner at the bottom of the page. 

Once copied, share the link via your preferred method (message, email, during a live session, etc.)

Premium partners with Event Manager can also add a specific student to a time slot. For additional details, refer to Employer-hosted Schedules: Manage a Schedule.

The Sessions tab provides a schedule overview at the top of the page with the following details: 

• • Date (range, if the schedule is a recurring schedule)
  • Time (start and end time of each scheduled day)
  • Session length (sessions are limited to 15 minutes each-this length cannot be changed)
    • The session will remain active for 20 minutes (as a buffer) before it automatically closes.
    • Best Practice: if you have consecutive sessions, track the time spent in each session to maintain the allotted time for each student. 
    • Learn more about Hosting via Video on Handshake.
  • Open sessions (count of open sessions per day displayed — not total)

Sessions will display for the day you selected (use the arrows to the right of the date to navigate to a different date). In this section, you can manage individual sessions on the schedule. 

To manage a session, click the three dots to the far right of the session row and select an option.

• Invite a candidate (for Premium partners with Event Manager only)
  • For more information, check out Employer-hosted Schedules: Manage a Schedule.
• Mark meeting unavailable  
  • Recommended for breaks, or to reserve time for meetings that may run longer than anticipated.
• Add to calendar
  • For more information, check out Employer-hosted Schedules: Add to Calendar.

If the session is booked with a candidate, the following actions will display as options: 

• Cancel meeting
  • This action cancels the session and notifies the candidate.
    • Session can't be rebooked by another candidate.
    • Candidate on the canceled session can sign up for a different session.

• Remove a candidate
  • This action removes the current candidate from the time and reopens the session's availability.
    • Session can be booked by another candidate.
    • Candidate (removed) can sign up for the same session or any other future session.

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

The Details tab provides a "Schedule overview" with Date (range, if recurring),Time, and if recurring, repeats weekly or monthly.

Below the schedule overview, you will find the "Schedule description" which displays the name of the owner of the calendar. 

The Candidates tab provides a list of all candidates booked on this schedule. 

On this page, you may use the tools available to manage the candidates booked on this schedule: 

• 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 candidates: First Name, Last Name, Email Address, Institution Name, Sign-Up Date, College, Majors, School Year, Notes
  • Note: the file will also be sent to the email address associated with your account. 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