Event Prep documents streamline how event organizers share preparation materials with candidates and employees for hiring and orientation events. By enabling seamless configuration and distribution of prep documents directly within the Event Builder, users can more efficiently share relevant documentation in preparation for an upcoming event.

Use cases

• Event Organizers who want to be able to attach documents, such as dress code, exceptions, directions, speaker bios, FAQs, and more, to automated event communications so candidates are prepared for the event without the organizer having to send separate emails.
• Event Organizers who want to see which attachments have been included in each automated communication template so that they can easily manage and update the information being sent out to candidates and employees.
• Event Attendees and candidates attending the event who want to receive all relevant pre-event materials directly within the platform’s communications about the event.

Configuration

This feature is tied to the Interview Prep feature. Please contact your CS Representative if you would like Interview Prep enabled for your account.

Create Event Prep documents

Event Prep documents are pulled from Interview Prep documents added to the account. Because of this, you can create Event Prep documents in two places:

• Interview Prep
• The Tools section of the Event Builder

Event Builder

To create an Event Prep document from the Tools section of the Event Builder, follow the steps below.

1. Select Event Prep Documents under Pre-Event Tools within the Tools section.
2. Click into either the Candidate Prep Documents or Employee Prep Documents selector.
3. Select Create New Event Prep at the bottom of the selector’s dropdown menu.
   • Note: If you do not have access to Interview Prep, then this button will be grayed out. Please contact a user who does have access to create the preferred prep documents.
4. The Interview Prep Builder will open in a new browser tab where you can create and add new Interview Prep.
5. Once created, return to the Event Builder browser tab and select the newly added Event Prep document.

Add Event Prep documents to an event

1. Select Event Prep Documents.
2. On the new page that opens, click into the Candidate Prep Documents or the Employee Prep Documents selector and select the preferred prep document from a list of available Interview Prep documents for that audience.
   • Notes:
     • If you need to create a new Event Prep document and you have full access to Interview Prep, then select the Create New Event Prep button at the bottom of the menu and create a new Interview Prep document.
     • If more than 5 configured prep documents exist, then a search bar will be included in the dropdown that opens.
     • Documents will be listed in alphabetical order.
3. Repeat step #2 for the other audience’s documents, if necessary.
4. Select Save in the top right corner of the section.

Edit an event prep

To edit an Event Prep document, select the Edit Prep Documents button next to the selected prep document. A slide-out drawer will then open where you can make one-off edits to the attached prep.

• Note: Any edits made in the Event Builder will only impact the event’s version of the Interview Prep. It will not impact the original prep documents.

These updates include the following:

• Edit documents/note titles – Select the pencil icon next to the document or note title to make the field editable. Update the title and then tap Return / Enter on your keyboard.
• Edit notes – Click into the note field, update the text, and then tap Return / Enter on your keyboard.
• Delete documents/notes – Select the document/notes’s action menu/ellipses and then Delete Document/Note.
• Reorder documents/notes – Select the document/notes’s action menu/ellipses and then Move Document/Note Up/Down to rearrange the order of the prep’s documents/notes.

When finished, ensure to save the changes made.

Add additional document or note

You can easily add an additional document or note to this specific event’s prep materials by selecting the + Add button in the top of the drawer and then either Document or Note. A new Document box will display at the bottom of the document section whereas a new Note box will display as the last item in the prep document.

Revert edits made

As soon as a selected prep document has a change made, a Revert Edits button will display in the top right corner of the page. At any time, you can select this button to remove the changes made.

Reorder documents/notes

Users can reorder documents/notes in one of two ways:

• Users can select the document/notes’s action menu, or ellipses, and then Move Document/Note Up/Down to rearrange the order of the prep’s documents/notes.
• When there are two or more documents added to the prep materials, users can click, drag, and drop documents/notes in the preferred order.

Candidate experience: View event prep documents

Candidates can view event prep documents from two places:

• Event Invitation
• My Event Schedule landing page

Event invitation

If event prep documents are configured for candidates, then a View & Download your event preparation documents hyperlink will display in the following candidate notifications and, when clicked, open to the Event Prep Documents tab on the My Event Schedule landing page.

• Registration Confirmation
• Interview Scheduled Confirmation
• All Event Reminders
• All Scheduled Interview Reminders

My Event Schedule landing page

From the candidate’s My Event Schedule landing page, an Event Prep Documents tab will be included when prep documents were added to the event. This tab will host all documents and notes for candidates to view.

Employee experience: View event prep documents

Employees can view event prep documents from two places:

• Event Invitation
• Event Dashboard

Event invitation

If event prep documents are configured for employees, then a View & Download your event prep documents hyperlink will display in the following employee notifications and open to the documents in the Event Dashboard when clicked.

• Event Invitations:
  • Event Invitation Message to Event Managers
  • Event Invitation Message to Event Ambassadors
• Pending Event Invitations:
  • 24-hour pending invitation reminder
  • 48-hour pending invitation reminder
  • 1 week pending invitation reminder
• Upcoming Event Reminders:
  • 24-hour event reminder
  • 48-hour event reminder
  • 1 week event reminder
• Interview Confirmed:
  • Interview Confirmed: In-Person
  • Interview Confirmed: Phone
  • Interview Confirmed: Virtual
  • Interview Confirmed: Group

Event Dashboard

From the event’s Dashboard, a Prep Documents card will be listed under the Schedule card. Selecting View Event Prep Documents will open a slide-out drawer where the user can view both the employee’s and candidate’s prep documents from the corresponding audience’s tab. Both Event Managers and Ambassadors can view prep documents.

Permissions

User roles with full access to Events will be able to add Event Prep documents to an event. Users who want to create Event Prep documents must have full access to Interview Prep.