# Configure event options

Who tab

You use the **Who** tab of Event Manager to add the individuals you want to participate in the event. You can add individuals as **Participants (Interviewers)** or **Additional Participants**, each of which has a different function in the event.

* **Participants (Interviewers)** are active members of the interview team who interact with the candidate during the event. Participants provide the times during which they are available for interviews, and candidates select from these times when self-scheduling. You can assign anywhere from one to 100 individual participants per event.

* **Additional Participants** are not active members of the interview team but are copied on all event invitations and notifications. Additional participants (such as schedulers or coordinators, for example) are not required to attend the interviews but need to be aware that the interviews are taking place. Because additional participants are optional attendees, their calendar availability does not impact candidate scheduling. You can add an unlimited number of additional participants.

When you create an event, you are automatically added as a participant. After adding other participants, you can remove yourself, or make yourself an additional participant instead of a participant. At least one Participant (Interviewer) is required per event.

**Note**: Because of the mathematical and computational overhead required for high-volume calendar scheduling, a maximum of 100 individual, active participants (including placeholders) are supported. If you use role requirements, the maximum number of supported participants may be less.

## Quick workflow: add interviewers, remove interviewers, then set availability

After you configure the event details (the **What** step), you’ll typically be directed to the **Who** tab to choose who will interview candidates.

1. On the **Who** tab, in the **Add Interviewer** section, add each interviewer:

   * If you know the interviewer, start typing their **email address** (or name/email if your experience supports lookup) in **Email Address**, then select them from the list (if shown) or complete any required name fields.

   * If you don’t yet know who the interviewer will be, select **Add Placeholder** to add a placeholder participant.
2. Repeat until all required interviewers/participants (and any placeholders) are listed.
3. To remove someone from the list, select the **X** or **trash can** icon next to their name (icon/placement varies by experience).
4. When you’re ready to define schedules, select **Set Availability** to open the calendar and set availability for each participant (or placeholder). Depending on your experience, you may also be able to view a combined calendar for everyone.

## Add participants and additional participants to the event

You can add participants and additional participants to the event using any or all of the following methods. Once you add individuals to the event, you can either leave them as Participants, or click the down arrow to move them to the Additional Participants section.

Click any of the following links for more information on how to perform the related task.

### Add one individual at a time to the event

In the **Add Interviewer** section, in the **Email Address** field, begin typing the email address of the person you want to add to the event. If the individual is:

* In your Hirevue address book. Your Hirevue address book contains Hirevue users, and individuals for whom you've previously scheduled interviews. To view the contents of your Hirevue address book, click the hamburger menu in the top right corner of the main HireVue menu bar. From the drop-down menus that appear, select your name, and then select **My Address Book**, a drop menu appears, from which you can select the individual's name. Once you make your selection, the individual is added to the Interviewers grid.

* Not in your Hirevue address book, then you can type their email address, first name, and last name in the related fields. Click the adjacent **Add Participant** button to add the individual to the Interviewers grid.

### Add multiple individuals to the event

You can use the **Add Multiple** feature to add more than one participant at a time to the event. To use this feature, all individuals that you are adding must exist in your Hirevue address book. Your Hirevue address book contains Hirevue users, and individuals for whom you've previously scheduled interviews. To view the contents of your Hirevue address book, click the hamburger menu in the top right corner of the main Hirevue menu bar. From the drop-down menus that appear, select your name, and then select **My Address Book**.

To add multiple individuals to the event

1. In the Add Interviewer section, click **Add Multiple**. The Add Interviewers window opens, displaying the names of people in your HireVue address book.
2. Select one or more participants from this list, and then click **Add**. The individuals that you selected are added to the Interviewers grid below.

### Use placeholders, when you do not yet know the names of the participants

If you do not know the names of the participants when you are creating your event, you can add placeholders as participants, in lieu of specific individuals. A placeholder is a system representation of an unknown participant that you can temporarily assign to interviews while you wait for the actual participants to be identified.

When you know the names of the participants attending the event, you can add them to the scheduled interviews that you want them to attend. If you are still scheduling interviews for the event, you can then add the participants to the event and remove the placeholders. Interviews scheduled from that moment forward will be scheduled with the participant, rather than the placeholder.

To add placeholders for an event

1. In the Add Interviewer section, click **Add Placeholder**. A placeholder is added to the Interviewers section.
2. Continue setting up the event by completing the following tasks:

   1. Paint availability for the placeholder in the [When Tab](https://recruiter-help.hirevue-app.com/en-us/articles/configure-event-options-when-tab-eJ15zXoKTb).
   2. Invite candidates to the event in the [Review Tab](https://recruiter-help.hirevue-app.com/en-us/articles/configure-event-options-review-tab-yTkNIMkWmQ).

To replace placeholders with participants

When you know the names of the participants with which you want to replace placeholders, use this procedure to add the participants to existing interviews, and if necessary, the event.

1. On the main HireVue menu, click **Events**.
2. On the Events page, locate the event to which you want to add participants, and then click the **Review** icon  ![](https://recruiter-help.hirevue-app.com/api/attachments.redirect?id=34218b0f-87e3-4739-8c05-44132b45cadf) on that row. The Candidates Events page for that event opens.
3. In the **Participants** filter field, type the name of the placeholder that you want to replace (for example, Placeholder 72565ad1). The grid filters to only display the candidates with interviews scheduled for that placeholder.
4. Click to select all of the displayed records, and then click **Add Participant**.
5. In the **Add Participant** popup, in the Email Address field, type the email address of the participant that you want to add to the interview, and then press **Enter**. The participant is added to the interview.

   **Tip**: To see the names of the participants for each interview, hover over the number displayed in the Participants column of the Event Candidates page. A tooltip appears that contains the names of participants assigned to the interview.
6. If you are still scheduling interviews for this event, update the participant list for the event. Otherwise, no further action is required.

   1. On the main menu bar, click **Events**.
   2. Locate the event for which you want to update the participant list, and then click the **Edit** icon  ![](https://recruiter-help.hirevue-app.com/api/attachments.redirect?id=bea6fe6d-fbb8-4047-9cfa-f489bda2128e) on that row. The Event page opens to the What tab.
   3. Click the **Who** tab.
   4. In the **Add Interviewer** field, type the email address of the participant that is replacing the placeholder. HireVue adds the participant to the event.
   5. If desired, continue to the next section to assign the participant to roles or event teams.
   6. Click the **When** tab to specify the participant's availability for the event. See [When Tab](https://recruiter-help.hirevue-app.com/en-us/articles/configure-event-options-when-tab-eJ15zXoKTb).
   7. When the participant is added and they have provided their availability for the event, then you can remove the placeholder that they are replacing. In the Interviewers section, click **X** next to the placeholder that you want to remove. The placeholder will still appear as a participant on scheduled interviews, but will not be added to any new interviews.

## Assign participants to roles or event teams

Once you add the participants to your event, you can customize your event by assigning participants to roles or event teams. Hirevue then uses the roles or event teams defined when presenting available time slots to candidates during self-scheduling.

* **Roles** are categories that you use to classify participants when creating events. For example, you can define roles based on department, interview team role (for example, hiring manager or team member), or organizational level (for example lead, manager, or individual contributor). For more information, see [Roles](/doc/c60401ed-167c-4023-97e0-fcf1fc1872a1).

* **Event teams** are groups of participants that you want to schedule together for candidate interviews. For example, you may want all participants from the same functional area to participate in the same candidate interview session. For more information, see [Event Teams](/doc/c60401ed-167c-4023-97e0-fcf1fc1872a1).

Each event that you create can use either roles or event teams, but not both. Click the following links to learn how to use each feature.

### Use roles to determine participant availability

When you create events, you can assign roles to participants, and then specify how many people in each role are required to attend each interview. When presenting available interview slots to candidates, the system ensures that each slot contains one participant from each role.

To assign roles and configure role requirements

1. In the Interviewers section, select the **Roles** option button.
2. Take one of the following actions to configure the roles for each participant listed in the table.

|                                                                       If you want to…                                                                      |                                                                                                                             Then…                                                                                                                            |
| :--------------------------------------------------------------------------------------------------------------------------------------------------------: | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------: |
|                                                      Only schedule one participant in each interview,                                                      | Take these actions:            1. In the **Roles** field for each participant, leave the default value set to "Participant".    2. Proceed to [When Tab](https://recruiter-help.hirevue-app.com/en-us/articles/configure-event-options-when-tab-eJ15zXoKTb). |
|                      Schedule an interview team comprised of multiple participants, all of whom you want to include in each interview,                     |                                                                                  In the **Roles** field for each participant, leave the default value set to "Participant".                                                                                  |
| Ensure that each interview includes at least one or more participants from two or more groups (for example, a hiring manager, team lead, and team member), |                                                                           In the **Roles** field for each participant, type the name of the role to which you want to assign them.                                                                           |

#### Add and define custom roles (optional)

If the role you need isn’t listed, you can create a new role and assign it to interviewers or placeholders.

1. From the **Add Interviewer** page, locate the **Role Requirements** section.
2. Click the plus **(+)** icon to add a new role. A new text field appears.
3. Enter the name of the new role (for example, **Hiring Manager**).
4. In the main **Interviewers** list, find the interviewer or placeholder you want to assign the new role to.
5. Click in their corresponding **Roles / Teams** input field.
6. Type the name of the role you just created. The role is assigned to that user.
7. In the **Role Requirements** fields, type the number of participants from each role that you want to include in each interview. For example, if you want one hiring manager and one team member to attend each interview, then type "1" in the role requirements field for each role.

   **Note**: The number of participants assigned to each role defaults to "1". If you have more than one participant defined for a role, and you want to include them all in an interview, then you must change the value from "1" to the number of participants in that role that you want to participate in each interview.
8. Continue to [When tab](https://recruiter-help.hirevue-app.com/en-us/articles/configure-event-options-when-tab-eJ15zXoKTb).

### Use event teams to determine participant availability

When you assign participants to event teams, Hirevue calculates interview times based on times that all members of an interview team are available. These times are then presented to candidates as the available interview times.

To assign event teams

1. In the Interviewers section, select the **Teams** option button.
2. In the Teams field for each participant, type the name of the team to which you want to assign them.

   **Example**: For example, to assign teams that are interviewing candidates in separate rooms, you could type "Room 1" and "Room 2". Candidates will then be assigned to either Room 1 or Room 2 when they self-schedule.
3. Continue to [When tab](https://recruiter-help.hirevue-app.com/en-us/articles/configure-event-options-when-tab-eJ15zXoKTb).

***

Need more information?

* [Create events](/doc/9f6e9918-b997-4e60-8b48-5c35ed4714b9)



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