Creating Events and Timeslots

Contents

Define the Event Details
Add Timeslots
Creating a Single Timeslot
Creating Timeslots in Bulk
Configuring Email Reminders

Instructions

Define the Event Details

1. From the activity editing screen, toggle on Booking schedule.
2. If the booking schedule alreaady exists, select it from the dropdown menu. If not, select the Add  (+ sign) button to creat a new booking schedule.
3. In the Event details panel, complete the following:
   • Title: Enter a title for the event (e.g., Group Interview - Call Centre - 20171001).
   • Event type: Select Learning from the dropdown menu.
   • Venue: Select the search icon to select a venue. Only venues mapped to the selected Event Type will appear. You can select Virtual-Zoom for online events.
   • Owner: Defaults to the creator. Access is determined by the owner's primary team.
   • Add owner as user?: If Yes, the owner is automatically added as a facilitator to every timeslot created, even if there are no applicants booked in. Assigned users may be facilitators of the event.
   • Contact name: Enter the person managing the event.
   • Public instructions: Add directions or information for the event. This information will be included in the confirmation email. If your event has a Zoom link, it can be included here so that it's included in the confirmation email.
4. Select Submit.
5. Once saved, the Time slots section will display at the bottom.

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Add Timeslots

You can add slots individually for one-off sessions or use the bulk tool for recurring schedules. Note: The time zone for a timeslot is determined by the location set against the venue.

Creating a Single Timeslot

Use this for specific, non-recurring sessions.

1. In the Time slots section, select the Venue and Event date.
2. Venue: Select the venue for the event.
3. Set the Start and End times (12-hour format).
4. Positions: Enter the number of available spots.
   • Note: The number determines how many applicants can book into a single timeslot.
   • Set 1 for one-on-one sessions.
   • Set to a higher number (e.g., 12) for group sessions.
5. Select Add.

Creating Timeslots in Bulk

Use this to set up several slots at once (e.g., every Tuesday and Friday for a month).

1. In the Time slots section, next to Add bulk timeslots, select Add.
2. Venue: Select the venue for the event.
3. Use the From and To date pickers to select the start and end dates.
4. Select the day(s) of the week relevant to the event.
5. Complete the Start time and End time for up to 10 timeslots.
6. Positions: Enter the number of positions available.
   • Note: This number applies to each individual timeslot created in the bulk action.
   • Set to 1 for one-on-one sessions.
   • Set to a higher number (e.g., 12) for group sessions.
7. Active: Set to Yes to make these available for applicants.
8. Select Add.

The timeslots will then display where you can edit or remove existing timeslots as required.

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Configuring Email Reminders

After creating timeslots, the "Email: Applicant" section lets you send reminder emails to participants beofre the event. 

1. Beneath the Time slots section, complete the following for the Remind users option:
2. Number field: Enter the number value (e.g., 2).
3. Period drop-down: Select the relevant period (e.g., Weeks).
4. Email Users: 
   • Select Yes to send notification emails to internal users/attendees assigned to the timeslot.
   • Select No if you do not want to send the attendees an email.
5. Select Save & exit to confirm all details return to the Manage events page.

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