Revision history Last modified on Author Reason 3/4/2019 CHRS Recruiting Training Team Initial publication Introduction This guide shows you how create and book events by using the CHRS Recruiting system Bookings & Events feature. Process diagram Job Template Job Requisition Job Posting Selection Offer Onboarding Position Description What you will do Create an event in Bookings & Events Add a timeslot Create bulk timeslots Definitions Term Booking Event Venue Definition An assigned or reserved spot in an event. An interview that is scheduled in PageUp. It has an owner, applicants, and sometimes other users who must book a time for the event. The event has a specific number of applicant spaces which, when they are filled, deny further bookings. The location for the event. A venue can be booked for a given time. The list of venues is configured in the system, so you can select them from a list. 1
Create an event in Bookings & Events You can book events for interviews, assessments, search committees, and other purposes. For each event, you can invite users, such as hiring manager, search committee members, and specify the number of applicant positions. After you save the event, you can add time slots. When to book an event Use events when you need to reserve a place and a time for a meeting: Individual interviews Group interviews Assessments Prerequisites and assumptions Have all pertinent job information ready How to create an event 1. From the side menu, click New Event. 2. Complete the Event details fields using the following table. Field Title* Event Type* Information The title of the event as it will be displayed in the calendar. Use the following naming convention to separate events for each campus: [Campus Code] [Job number/requisition number] [Description of event]. Example: SL REQ#123456 Interview 1 Select the event type from the list. The event type determines the available venues. 2
Field Venue* Information Job Owner* Add Owner as a user? Contact name Public instructions Use the Search function to search for the Venue. Select the Venue from the list, then click Okay. You might need to scroll down to see the Okay button. This field is optional. By default, you are the owner. The default is No. If you select Yes, the owner becomes a user who can be scheduled into a time slot. The contact is someone who the applicant can contact for more information about the venue. Add instructions for the applicant to prepare for the interview. 3. Click Save. The Time slots panel opens. What happens next You can add time slots. You can book users into the time slots. Related documents Bookings & Events 3
Add a single time slot You can add a single time slot or time slots in bulk. Use single time slots for individual events, such as individual interviews. You can add more than one time slot using this method, but each time slot is created separately. When to add single time slots After you create and save an event. You need to schedule a non-recurring event time. Prerequisites and assumptions The event has been saved. How to add a single time slot 1. In the Time slots panel, complete the following fields: o o o Event Date* Start Time* End Time* 2. In the Positions field, enter the number of applicant positions available. When this number of applicants accept the invitation, the event is closed to more applicants. 3. Optional: Click Invite to invite other users. Users are PageUp users. Users will receive notification of the event. 4. Click Add next to the Positions field. The time slot is added to the event. Hints and tips 5. If you are finished adding time slots, click Save and Exit at the bottom of the page. You can add more single time slots by using this procedure. 4
What happens next The venue is booked during the time slots and cannot be booked for another event. Invited users are notified of the event. The notification includes a calendar (*.vcs or *.ics) file that they can download to add the event to their calendar. The events are shown in the CHRS Recruiting events calendar. You can invite applicants to the event through the recruitment process or manually on the applicant card. You can download the file to add the event to your calendar. Related documents Bookings & Events 5
Create bulk time slots Use bulk time slots to set up multiple time slots for a given duration. For example, if you want to schedule recruiting hours for Monday mornings throughout the month of February, you can set up the time slots in bulk. When to create bulk time slots After you have saved an event You need to schedule a regular, recurring event time Prerequisites and assumptions The event has been saved How to create bulk time slots 1. Click Add next to Add Bulk time slots. 2. Complete From*and To* date fields. 3. Specify the days of the week for the timeslots. 4. Specify the times for the selected days. 5. Select the number of Positions. When this number of applicants accept the invitation, the event is closed to more applicants. 6. Optional: Click Invite to invite other users to the event. 6
7. Click Add. Multiple timeslots are added to the list. 8. Click Save & Exit. What happens next CHRS Recruiting monitors events and warns if the venue is double-booked. You must make venue reservations outside the system. The events are shown in the CHRS Recruiting event calendar. Invited users are notified of the event. The notification includes a calendar (*.ics or *.vcs) file that they can download in order to add the event to their calendar. You can invite applicants to the event through the recruitment process or through the applicant card. You can add the event to your calendar. Related documents Bookings & Events 7