How to use Event Manager: Creating an Event without a Template

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1 How to use Event Manager: Creating an Event without a Template Contents: Page 2 Changing the HR Status Page 5 Enter Event Manager and Create a New Event Page 9 Creating Time Slots for the Event Page 12 Allocating Rooms to the Event Page 18 Assigning Activities to the Event Page 27 Choosing the Assessors for the Event Page 39 Save Event & View Schedule Page 44 Adding Candidates to the Event Page 58 Viewing / Amending the Event Page 61 Examples of s received by the Candidate Page 66 Changing the HR Status 1

2 Changing the HR Status Go you the requisition and click on Total Number of Candidates to enter the Candidate Results Panel. 2

3 Change the status of your candidates from Shortlisted Candidate to Arrange Interview Online and save status. 3

4 4

5 Enter Event Manager and Create a new Event Hover on the Candidates tab and select Event Manager. 5

6 Click on the Actions tab and select New to create an event. 6

7 In the New Event screen, select No Event Template from the drop down menu. Select no to creating a series of events. And click continue. 7

8 Give the event a name, select status to open, choose a date for your event, and select the start and end time of your event from the drop down lists. Select the number of days you wish the event to be locked down to candidates. Select Event Team Only to be able to view the event. Default time zone will remain the same. 8

9 Creating Time Slots for the Event Enter your time slots by clicking on the Time Slots tab. Select Add. 9

10 The number of time slots required will depend on how many shortlisted candidates there are. Input a name for the slot, decide how many candidates should be involved in that time slot, and decide upon the length of the slot by selecting a start and end time. Repeat this action for each time slot required. 10

11 For this example, 3 one hours time slots have been created. 11

12 Allocating Rooms to the Event The next step will be to create your room (s) for your event. Depending what activities will be involved in your event e.g. informal interview, tests, face to face interview, more than 1 room may need to be created. Click on the Rooms tab and select Add to insert your room details. 12

13 The screen below will appear. Insert your room name / number, select how many people will be involved in this room during the whole event, select the time that the room will be available from and until. Ensure that all the time slots previously created are covered. Click on Save. Repeat this action for however many rooms are required for the event. See examples below. Example 1 13

14 14

15 Example 2 15

16 16

17 Both rooms are visible in the event schedule. 17

18 Assigning Activities to the Event Next step will be to decide what activities will be required for the event. Click on the Activities tab and select Add. 18

19 In this example, the event will comprise of a test and an interview, both of 30 mins duration. Click on both activities, ensure that all the required candidate time slots are highlighted and click continue. 19

20 The event has generated 3 interviews and 3 test slots for the candidates to book themselves into. 20

21 These activities may be edited to make them more specific to the event. Click the activity that requires amending and click Edit. 21

22 Amend the Activity Name to make it more relevant to the Requisition, and input a description of what the activity will consist of. Select a Room in which to hold the activity, and decide the duration of the activity. Select an activity name, and insert a description. Choose the location of the activity and the duration. 22

23 Select how many Assessors will be required in the activity, and the maximum number of candidates involved in that activity, for that particular time slot. 23

24 Once changes have been made, click on save. 24

25 For the interview, edit the details in the same way. 25

26 In this example, we are selecting the additional room to hold the interviews, and confirming the number of assessors and maximum number of candidates per time slot. Continue the same process until the relevant changes have been made for each activity and time slot. 26

27 Choosing the Assessors for the Event The Assessors (Panel Members) will now be added to the event. Click on the Assessors tab and select Add. 27

28 Assessors may be selected from the list displayed, or can be added by clicking on New. 28

29 If Assessor is not available, Insert the name of the Assessor required, and click Search. 29

30 Highlight the name of the Assessor from the list and click Continue. 30

31 If an Assessor is available in the list, tick alongside the names. 31

32 Ensure that the Assessors are highlighted for all time slots, and click Save. 32

33 The assessors will now be visible in the event schedule. 33

34 Once the Assessors have been selected for the event, the details of the activities may be edited, if decided that an assessor is available for only 1 of the activities. See examples below. Example 1 34

35 Assessor selected to undertake the face to face interviews only 35

36 Example 2 36

37 Additional assessor selected to undertake the tests only 37

38 Once the change has been made, click on Save. 38

39 Save Event and View Schedule At this point, the event will be saved. The system will not allow candidates to be added to the event until the event has been Saved to Single Event. 39

40 The following message will be displayed. Click Yes. 40

41 At this point, the system will instruct as to whether any errors have been created in the event. If errors have been created, click View Schedule for further information. If there are no errors, click Close. 41

42 The schedule will appear as in the 2 examples below: Example 1 - Rooms 42

43 Example 2 - Assessors 43

44 Adding Candidates to the Event If no errors received or errors received have been rectified, candidates may now be added to the event. Click on Candidates tab and select Add. 44

45 To select the candidates for invitation to the event, search using the 2xBrassring button. 45

46 Select the relevant requisition from the list of requisitions, and select the HR Status of the candidates that are being searched. Move them to the boxes on the right using the buttons circled. 46

47 Once choices have made, click Search. 47

48 The shortlisted candidates for that requisition will appear at the bottom of the page. 48

49 Click the top box to select all candidates. Once all candidates have been selected, select Send Invitation. 49

50 The following screen will appear. 50

51 Select the template required to invite the candidates to interview from the drop down list. Once you have chosen your template, (these templates will have been created by yourself in advance of setting up your event), you may select Edit Message to add or delete information. 51

52 The following message template will appear, and can be amended accordingly. 52

53 In this instance, the venue for the event is added to the Invitation that will be sent to the candidate. 53

54 Select save when all changes have been made. 54

55 Select An Event Instance and choose the relevant Event Name from the drop down. The next 4 Outcomes will always be the same, but will need to be selected from the drop down lists to generate the correct options in the invite to candidates. Always Move candidate to event following a candidate registering for an event. 55

56 Select from the drop down menus the standard template to send to candidates once they have confirmed a timeslot, and the standard template to send to those candidates who have not registered. Choose the amount of days that the reminder should be sent to candidates, before the day of the interviews. Click save. 56

57 A confirmation message will be received from the system that the invitations have been sent to the shortlisted candidates. 57

58 Viewing / Amending the Event If an event requires viewing or amending, it can be searched by returning to the Event Manager homepage, by clicking on the Events tab and selecting Scheduled Event. 58

59 A search can be carried on Location of the event, by Owner of the event or by the Status of an event. This example is by the status, which is Open. 59

60 Scroll down the list until the event is found. Select the event and the options on the left hand side are available to use with this event. 60

61 Examples of s received by Candidates 61

62 Confirmation of the interview date and time slots available to the candidate. Candidate selects a time slot and selects Submit. 62

63 The system will confirm the time slot selected by the candidate. The candidate is given the option to cancel the appointment, reschedule the appointment or to send an to the recruiter if they have any queries or special requests. If they are happy to proceed, they select Close. 63

64 A confirmation will be received by the candidate confirming they have scheduled a time slot for their interview. See examples below. Example 1 64

65 Example 2 65

66 Changing the HR Status The candidate HR status in 2xB will automatically change to Interview Accepted once a candidate has selected a time slot online. Status automatically changes to Interview Accepted, once candidate has chosen a time slot online 66

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