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Configure event options What tab

Henrique Bittencourt
Updated

Configure event options 
What tab

On the What tab of Event Manager, you define required information about the event (such as the event name and the job for which you are creating the event), as well as information about event duration and other scheduling details.

Use this procedure to configure options in the What tab to meet your recruiting needs. For more information about events and how you can use them, see Events.

To configure options in the What tab

  1. In the Event Name field (Required), enter the name of the event that you are adding. This is an internal only field and is not visible to candidates.

    Best Practice: Name your event something that is easy for you to remember and identify.

  2. In the Job field (Required), enter the name of the job for which you are conducting interviews. Begin typing the job title or requisition number, and then select from the list of matches that appears.

  3. Configure the remaining fields to meet the requirements of your event. Click the links below to view information about each item.


    Type

    Specifies the type of interviews that you will be conducting for this event (live video, live voice, or in person). The interview type that you select must have at least one interview stage associated with it. If there are no interview stages associated with the interview type that you select, Hirevue automatically adds an interview stage for this interview type.

    When you select:

    • Live Video or Live Voice, then the Record this interview check box appears beneath the Type selection box. You can select this check box to ensure that all live video and voice interviews attached to this event will be available for recording and viewing in HireVue. When you select this check box, you enable the recording function within HireVue. For video interviews, however, participants must still manually start the recording when the interview begins, and stop it when the interview ends.

      Note: Recording is a licensed feature, and only appears if it is configured for your application.

    • In Person, then the Candidates per Interview field appears, allowing you to define the maximum number of candidates that you want to include in each interview. When this field is enabled, Hirevue uses the configured value to determine the number of candidates to schedule in each interview time slot. If fewer than this number register for a given slot, then the interview will still occur, as long as there is at least one candidate scheduled. 

      For example, if you are creating an event for a campus visit, you may want to meet with up to five students at a time. In this case, you would set this field to "5", and Hirevue will schedule a maximum of five candidates for each interview. For more information about this feature, see Multiple Candidate Interviews.

      Note: When specifying an in person interview, ensure that the job you are using is configured with an interview location. To configure an interview location, in the Job edit page, select the In Person tab. Expand the Location expansion bar, and then type the address to which you want candidates to report for the interview. For more information, see Create a Job.

    Stage

    When more than one live interview stage exists for the interview type, use this field to select the interview stage that you want to associate with the event. This field is hidden if only one interview stage exists for the interview type associated with this event.

    Allow Reschedule

    Determines whether your candidates can reschedule their own interviews. Select this check box if you want candidates to reschedule their own interviews without your assistance. Deselect this check box if you want to manually reschedule interviews for your candidates.

    Allow Cancel

    Determines whether your candidates can cancel their own interviews. Select this check box if you want candidates to cancel their own interviews without your assistance. Deselect this check box if you want to manually cancel interviews for your candidates.

    Duration

    Defines the length, in hours and minutes, of the interview sessions for this event. This field is open text, which allows you to set the value for any increment of time that you choose. For example, you can set this field to configure interview sessions for 15 minutes, 30 minutes, 1 hour, or more.

    Event Timezone

    Specifies the timezone in which the event will take place.

    When you create events that take place in a different time zone than yours, you can set this field to reflect the time zone in which the event will occur. Then, when you perform scheduling activities for the event, (such as painting time on participant calendars or candidate self-schedule requests) Hirevue automatically schedules these in the event timezone that you configured, thereby preventing you from having to make manual timezone calculations during event creation. Calendar holds sent to your office calendar appear in the timezone set for your corporate calendar.

    The timezone set by this field is displayed in the individual and event calendars displayed on the When tab.

    Event Start and Event End

    Defines the time and date range in which the interviews for this event can be scheduled. Candidates will only be able to schedule interviews during the available slots that fall within these dates and times. Available interview slots are defined in the When section of the event.

    If you would like to set up your event as open-ended (for example, no end time), you can leave the Event End date and time fields empty.

    Prevent Scheduling (Event Advance Notice)

    Defines the length of time that participants require between being notified of an interview and conducting the interview. Configuring this field with a adequate amount of time ensures that participants have the advance notice that they need to prepare for the interview.

    For more information about this feature, see Event Advance Notice.

    Scheduling Window / Schedule by Deadline

    Specifies the latest date on which candidates can self-schedule interviews for the event. When creating an event, you can use either the Schedule by Deadline or Scheduling Window option; you cannot use both features in the same event.

    • Scheduling Window: Displays a field in which you can define how far in advance that candidates can schedule their interviews. For example, if you set this field to 7 days, then candidates can schedule an interview up to 7 days from the date on which the candidate arrives at the self-scheduling page.
    • Schedule by Deadline: Defines the latest date and time on which candidates can self-schedule for this event. Once this deadline has passed, your event is closed and candidates can no longer self-schedule.

    For more information about this feature, see Scheduling Windows.

    What is the limit of candidates that can schedule?

    Enter a number of candidates in this field if you desire to have a maximum number of scheduled candidates for your event. If this number of maximum candidates is reached, the event status will change to 'closed' and the event will no longer be available for candidate scheduling.

    • Leave this field blank to keep the number of candidates that can schedule for the event unrestricted.

    Note: If a number has been entered here and the limit has been reached, you can increase this number at any time to change the event status to 'open' again and allow more candidates to schedule.

    Allow Candidate to Upload Documents?

    Lets invited candidates upload one or more documents (such as resumes or cover letters) to the interview when self-scheduling their interview.

    When this option is enabled, candidates invited to the event can use the Upload Documents option when self-scheduling to:

    • Select the type of document that they are uploading (Cover Letter, Job Document, Other, Reference, Resume, or Work Example).

    • Browse to a location on their computer to select a file for upload.

      Note: Supported document types are .pdf, .txt, .rtf, .key, .odt, .odp, .ods, .doc, .ppt, .pps, .xls, .docx, .pptx, .ppsx, .xlsx. Maximum file size for documents is 8 MB.

    • View or delete uploaded documents.

    Allowing candidates to upload documents at the scheduling stage can simplify the process of requesting and maintaining candidate documentation associated with an event, while providing recruiters and candidates a common view of documentation to use during the interview.

    Note: Candidates uploading documents through mobile devices must use a browser on an Android device. Candidates cannot upload documents from mobile Apple devices.

    Message

    Candidate-directed content that you want to include in the:

    • Self-schedule request email sent to invited candidates.
    • Self-schedule landing page where candidates select their interview time.

    You can use this field to relay information to candidates about requested documentation, instructions about how to schedule, or any other information they might need to prepare for their interview. Consider including a recruiter name and email address that candidates can contact with questions, or if there are no time slots remaining when they self-schedule.

    Candidate Reminder (Days)

    Determines the number of days after which you invite the candidate to the event that they will receive a reminder to self-schedule. If the configured number of days have passed and candidates have not yet taken action, Hirevue will email that candidate a reminder to self-schedule. If a valid phone number exists for the candidate and they have not opted out of text communications, then Hirevue also sends a text message reminder to the candidate.

    For example, if you set this field to 3, then candidates that have not scheduled their interview within 3 days of receiving the self-schedule request will receive an email reminding them to complete the task.

    Reminder emails are only sent to candidates who have not yet selected an interview time; scheduled candidates do not receive this email. To disable this feature, set the value to "0".

  1. Click the Who tab to continue configuring your event. See Who tab.

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