# Events

Events are live video, live phone, and in-person stages you create to allow candidates and participants to self-schedule time slots that work for them. When you create an event, you can request participants provide the dates and times on which they are available to participate in interviews. Candidates can then select from those available times to schedule interviews at their convenience, without recruiter intervention. Updates you make to the event take place in real time, ensuring candidates are always selecting from the most current time slots.

You can use events to schedule any type of live interview, including but not limited to:

### Small groups of candidates you want to schedule for live interviews \( live video , live phone , or in-person \)

For example, you can create an event to schedule a small group of five candidates for a live phone interview with a hiring manager. Simply create the event, identify the hiring manager's availability \(either yourself or by selecting "Request Availability" to request participants block off available time on their Hirevue calendar\), and then send the candidates a self-scheduling request via email or text.

Candidates can access the self-scheduling page at any time to select an available time that works for them and schedule their interview. Interviews are scheduled in real-time on a first-come, first-served basis. All five interviews are scheduled without your intervention or the need of multiple emails or phone calls from multiple candidates.

### Interview events, such as campus events or career fairs

For example, you can create an event to request eligible candidates self-register and self-schedule slots with participants at a campus job fair. Create the event, and then enable social settings for the event to have Hirevue generate a link you can post on your website or social media outlets. Use participant placeholders if you do not yet know the participants scheduled to attend.

Candidates can select the link you post to self-register and select the interview time slots that fit their schedule. When you know the names of the participants, you can add them to the event as well as to any previously scheduled interviews, resulting in a full day of interviews scheduled with virtually no recruiter intervention.

### Regular phone screens you want to schedule with different candidates each week

For example, you might block off Wednesday afternoons each week to perform phone screens, and would like candidates to self-schedule their live phone interviews during this time.

To automatically schedule these interviews, you can create an ongoing event with no end date, and specify you are available each Wednesday from 1 pm to 5 pm. To prevent candidates from scheduling interviews too far into the future, you can set an option within the event that prohibits candidates from selecting interview slots more than 2 weeks in advance \(or any length of time you specify\). Then, when you want to interview a candidate, you can send them an invitation to self-schedule for this event. 

Candidates can access the self-scheduling page at their convenience and select a time slot that works for them. On Wednesday afternoons, you can consult the event schedule and interview the scheduled candidates at their requested times. As a result, your time is spent preparing for each candidate interview, not scheduling them.

### Group assessments

For example, your company might require all job candidates pass a written computer literacy assessment prior to interviewing for customer support positions. Your moderated assessment sessions can accommodate 20 candidates per session, and occur several times per month during predetermined dates and times. To allow candidates to self-schedule for these assessments, you can create an event that includes 20 candidates per interview, identify the available times as the assessment sessions, and then issue self-schedule requests to the candidates. 

Candidates can access the self-scheduling page on their own time, and then select the session they are able to attend. If candidates need to reschedule, they can do so by updating the self-scheduling page at their convenience. The event is automatically updated, and any slots that were previously taken are then made available for selection with other candidates.

Using events to schedule your live interviews takes the work and time out of routine scheduling tasks, allowing you to focus on more strategic and complex recruiting functions. In addition, allowing candidates to self-schedule interviews results in a better, more flexible candidate experience. Candidates do not need to make and return phone calls in order to schedule interviews. Instead, they are in control of their own schedules and enjoy the flexibility of responding to interview requests at their convenience.

Putting candidates in the driver's seat for scheduling their interviews places them on the road to a better candidate experience, and one that will help your company brand stand above your competitors.

## Working with Events in Hirevue

### The basics

When you use Event Manager to schedule live interviews, you define general information about the interview and job, and then identify the participants you want to include. You can either capture the interviewing team's availability by placing calendar holds through the HireVue system, or request they indicate their availability on a calendar.

Once you know when the participants are available, you can invite candidates to self-schedule interviews in those time slots. You can invite all of your candidates with one email or text, or promote the event on social media and invite candidates to self-register and select a time slot from a computer or mobile device. Candidates receive a personalized email where they can select an interview time that works best for them, enter a phone number so you can call them directly, and complete the scheduling process automatically.

For more information about how to create and set up an event, see [Create events](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737545108).

### Beyond the basics

Beyond the basic workflow, Event Manager offers a diverse set of features to help you get the most out of scheduling your live events. Select the following links to learn more about each feature.

### Calendar synchronization

You can track the Hirevue calendars of multiple participants and ensure the time blocked off on those calendars for events matches the individual's corporate calendar. When changes are made on the corporate calendar, the corresponding Hirevue calendar is also updated.

You can manage calendar synchronizations by:

-   Blocking off time on a participant's Hirevue calendar. Hirevue sends the participant an email calendar request to hold that time on their corporate calendar. If the participant:
    -   Accepts the invitation, then the time slot is saved to their corporate calendar. If you change or delete the time in the participant's HireVue calendar, then the participant's corporate calendar automatically updates.
    -   Declines the invitation, then the time slot is removed from the Hirevue calendar.
-   Using Event Manager to request availability from participants. Participants receive an email with instructions on how to provide their availability. They can either:
    -   Select a link in the email to open their Hirevue calendar, where they can paint their availability.
    -   Create a calendar request on their corporate calendar and invite HireVue, using the email address provided.

For information on how to use this feature, see [Configure event optionsWhen tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490706695188).

### Event advance notice

When you define an event start time, you can also define the amount of time \(in hours\) prior to the event in which candidates cannot schedule an interview. Creating a cushion in between the scheduling deadline and interview start time ensures you have the time you need to prepare for the interview.

For example, if you set the event advance notice to "1 hour", then Hirevue will not allow candidates to schedule interviews less than one hour before the interview start time. This means if a 10:00 AM time slot is available, candidates will not be able to select that time after 9:00 AM that day.

For information on how to use this feature, see [Configure event optionsWhat tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490732216084).

### Roles and role requirements

Roles are categories 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 \(for example lead, manager, or individual contributor\). When you create events, you assign roles to participants, and then specify how many of each role are required to attend each interview.

By default, each participant is assigned the role of "Participant." You can leave this value set to "Participant" if you:

-   Want to schedule only one participant in each interview
-   Have an interview team comprised of multiple participants, all of whom you want to include in each interview.
-   Have an interview team comprised of multiple participants, but you only want to include two in each interview session. It doesn't matter to you which two participants are grouped together for each interview. You simply want to schedule participants based on their availability.

However, if you want to customize the composition of the interview team, thereby ensuring members of various roles are grouped together in each interview, you can change this value to the roles you define.

For example, if you want one hiring manager, and one team lead in each interview, you can assign those roles to each interview, and then configure the system to include one participant from each role in each interview slot. When presenting available interview slots to candidates, the system ensures each slot contains one participant from each role.

For information on how to use this feature, see [Configure event optionsWho tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737791124)

### Event teams

Event teams are groups of participants 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. In this case, when adding participants in Event Manager, you can select the "Teams" option button, and then enter the event team name next to each participant.

When the "Teams" option is selected, 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.

For information on how to use this feature, see [Configure event optionsWho tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737791124).

### Multiple candidate interviews

Multiple candidate interviews help you to schedule live in-person interviews that include more than one candidate per session. You can use this functionality to set up appointments for a career fair or other campus event, hold information sessions, or schedule in-person assessments at your office.

When you create an event, you can enable this feature by selecting **In Person** as the interview type, and then specifying the number of candidates you want to include in each interview \(up to 99 candidates per interview\). Hirevue calculates the number of available slots from which candidates can select based on the total number of interview participants. For example, if you have three participants, each sitting with six candidates per session, the total number of slots would be 18 \(six times three\). Each interview time would have six available interview slots for candidates to choose from.

When the first candidate selects a time slot, the participant receives an email invitation with a link to a landing page. On this landing page, participants can view candidate and event information, as well as each candidate's live interview review page. As additional candidates select time slots, the landing page updates with the new candidate's information.

If a candidate cancels their interview, only the landing page is updated. Participants only receive a cancellation notice if all candidates cancel.

For information on how to use this feature, see [Configure event optionsWhat tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490732216084)

### Multiple participants

When you add participants to events, you can select **Add Multiple** on the Event Manager Who tab to launch a popup window populated with your address book. From your address book, you can:

-   Filter a list of contacts to view records that match your search criteria
-   Select the number of contacts you want to view at once \(for example, 5, 10, 20, or 50\)
-   Select one, multiple, or all of the displayed contacts
-   Add selected contacts to the event as participants

You can add unlimited contacts using this functionality; however only the first 100 contacts you add to the event are listed as participants. The remaining contacts are listed as additional participants. Additional participants receive a calendar invitation for all scheduled interviews, however their calendars aren't considered when scheduling interviews.

For information on how to use this feature, see [Configure event optionsWho tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737791124)

### Participants and Additional Participants

When you create an event, you add individuals to the event, and then use the Who tab to classify them as either Participants\(interviewers\) or Additional Participants.

-   **Participants \(Interviewers\)** are active members of the interview team who interact with the candidate during the event. Participants \(interviewers\) 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.

**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.

### Placeholders

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

When you assign a participant placeholder to an event, you can:

-   Configure the placeholder's calendar for interview availability.
-   Identify the role or team of each participant placeholder.
-   Delete participant placeholders.
-   Move participant placeholders to the Additional Participants section.

When actual participants are identified, you can add them to the scheduled interviews, leaving the participant placeholders and their calendar entries in place. Participants can be assigned the calendar slot of specific placeholders, and participate in the interviews as planned. Placeholders can then be removed from the interview.

For information on how to use this feature, see [Configure event optionsWho tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737791124)

### Scheduling windows and schedule by deadlines

When you create an event, you can use **schedule by deadlines** or **scheduling windows** to specify the latest date on which candidates can self-schedule interviews for that event.

-   **Schedule by deadlines** - You use schedule by deadlines if your event is a one-time occurrence, and you know the date on which you want candidates to stop scheduling interviews for that event. For example, if you are creating an event for a job fair to be held on April 7, then you may want all participants to self-schedule for that event by April 3, to give you time to plan and arrange participants. In this scenario, you would set the event end date to be April 7, and the schedule by deadline to be April 3.
-   **Scheduling windows** - You use schedule windows to define how far into the future that candidates can view and select available interview times. For example, if you reserve every Wednesday afternoon for phone screens, you can create a long-term event in HireVue for that activity, and set your availability for Wednesdays from 1 pm - 5 pm. Without a scheduling window, candidates invited to that event would be able to schedule interviews months in advance. To prevent this, you can set the scheduling window for the event to 14 days. As a result, when candidates self-schedule their interview, they are only able to select from available interview slots \(Wednesdays from 1 pm to 5 pm\) that occur within the next 14 days.

For information on how to use this feature, see [Configure event optionsWhat tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490732216084)

### Social settings and text apply

When you review an event, you can select the Social Settings option to open a window that allows you to invite candidates to events using Text Apply or a URL you post to social media sites or send in an email. When you select these options, the Event Candidates page includes an "Invite Method" column, where you can track the success of each method: Recruiter, SMS \(Text Apply\), and URL \(Social Settings\).

-   **Text** **Apply** - Enable this option to display a phone number and access code you can give to potential candidates. When candidates text the access code to the number provided, they are first asked to provide their name and email address, and then directed to the self-scheduling page where they can select their interview time.
-   **Social Settings** - Enable this option to display a URL you can email to candidates or post on your social media sites. You can also select the social media icons displayed on this page to directly access your social media accounts and post the URL. Candidates select the URL to open an event foyer where they enter their contact information, and then proceed to the self-scheduling page to select their interview time.

For information on how to use this feature, see [Configure event optionsReview tab](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737611924)

---

Need more information?

-   [Create events](https://hirevuehelpcenter.zendesk.com/hc/en-us/articles/45490737545108)
-   [Events page](/doc/45f9031a-ede9-448b-92de-6df1ae8cfa75)

Events

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