Event Templates can be created from the Events page and allow you to apply preconfigured settings and descriptions to a new event.

Use cases

• Hiring teams who want to host non-recurring events with similar descriptions and values.

Navigation

You can navigate to the Event Templates section of the Events page in one of two ways:

• Clicking the Event Settings button at the bottom of the Events page’s left panel.
  
  
   
• Clicking Event Templates from the Events and Campus section of the Settings page.
  
  

Event Templates section

The Event Templates section lives within the Events page. From this section, you can search for existing templates or create new templates.

Event template cards

Each event template card displays the following information:

• Template Name – The name of the template.
• Event Type – The type of the event. Options include:
  • Hiring Event
  • Orientation
• Event Venue Type – The event venue type. Options include:
  • In-Person
  • Virtual
• Last Edited – The date and individual who updated this template last.
• Usage Amount – The number of times that this template has been used in creating a new event.
• Status – The status of the event template. Options include:
  • Active – The template is available to use when creating new events.
  • Inactive – The template is not available to use when creating new events.
    • Note: The status can be updated by toggling off/on the setting next to the status listed.
      
      
• Action menu – This will open a menu that includes the following options:
  • Duplicate – This will make a copy of the event template.
  • Delete – This will confirm the deletion of this event template. Only templates that have not been used to create a new event can be deleted.

Create an event template

To create a new Event Template, complete the following steps.

1. Navigate to the Event Templates section.
2. Click + Create New Template in the top right corner of the page.
3. A modal will open where you can click the Template Type.
4. In the lower-right corner, select Next.
   
5. Select In Person or Virtual for your template.
6. In the lower-right corner of the modal, select Create Template.

Overview section

7. When the new template opens, enter in the Template Name.
8. Choose the Event Reporting Category, or the reporting category for this event template.
9. Enter in the Venue Location and Venue Name for an in-person hiring event. If creating a virtual hiring event, then these fields will not display.
   • Venue Location – This is the physical address of the event. This address will be shared with both candidates and employees. When adding a Venue Location, the system will automatically populate results and allow you to either select a search result or manually add your own address and venue name.
   • Venue Name – This is the name of the address.
10. If this is a Campus event, you can toggle on the Campus toggle. The Campus toggle should only appear if the account has Campus enabled and the event you are creating has the correct campus configurations. If toggled on, a selector will display where you have the option to select a campus.
    • Note: When enabled, click here to learn more about configuring templates for Campus Events.
11. Click Next in the top right corner of this section.

Jobs section

The Jobs section will be disabled until this template is used in creating a new event.

Team section

This section is where you can add team members to the Event Template. To do this,

12. Click into the Add Event Team Members field.
13. Select the preferred team member(s) from the drop-down list that opens. 
    • Note: Any number of team members can be added to the template.
14. Click Add Team Members.
15. Update the selected team members' roles, if applicable. Employees who have View Access to events cannot have their roles updated. Available roles include:
    • Manager – Managers can engage with candidates during the event and can edit your event.
    • Ambassador – Ambassadors/facilitators can engage with candidates during the event, but they cannot edit your event. Selected employees will have this role by default.
16. Click Next in the top right corner of this section.

Schedule section

This section is where you can set the event sessions. To do this,

17. Click the + Create new session button in the middle of the page.
18. Select the Session Type and build out your sessions. Options include:
    • In-Person
      • Scheduled Interviews – Follow this process in order to create Scheduled Interview sessions. When adding interviewers to a session, the system will not refer to the employee’s connected calendar. When added, an Interview Session card will display for the session.
        
        
         
      • Event Session – Follow this process in order to create Event Sessions. When added, an Event Session card will display for the session.
        
        
         
    • Virtual
      • Virtual Scheduled Interviews – Follow this process in order to create Virtual Scheduled Interviews sessions. When added, an Interview Session card will display for the session.
        
        
         
      • Live Video Broadcast – This type of session can be used as a virtual event session. When added, an Live Video Broadcast card will display for the session.
        
        
         
      • Virtual Chat Booth – This type of session can be used to allow candidates to pop in to a virtual experience and have conversations with team members as if they were attending a chat booth. When a Chat Booth session is created, you will not be able to create any other session types. When added, an Virtual Chat Booth card will display for the session.
        
        
        
        
        • Note: Interview sessions will display in the order in which they were created. In addition to this, a checkmark icon indicates True and an x icon indicates False.
19. Once the first session is created, a schedule will then display. Highlight the range of time for the next session and then repeat step #2.
20. Edit, duplicate, or delete sessions. You can complete the following actions, as needed:
    • Edit – To edit a session, simply click into the session card and make the necessary changes.
    • Duplicate – To duplicate a session, simply click the session card’s action menu, or ellipses, and then Duplicate from its drop-down menu.
      • Note: You cannot duplicate Chat Booth sessions.
    • Delete – To delete a session, simply click the session card’s action menu, or ellipses, and then Delete from its drop-down menu.
      
      
       
21. Click Next in the top right corner of this section.

Registration section

The Registration section is where you can set details around the event's registration.

22. Select whether this event will be a Private or Public Event.
    • Note: If Invitation only private event is selected, then set the Close Registration time and/or registration limit and move to step #10.
23. In the Pre-Event Registration section, the Allow for pre-event registration option will be selected by default to allow candidates to register for the event before it begins. If you do not want to enable this experience, deselect this option and navigate to step #6.
    • Note: All Starting Value options will be available to select; however, when Assigned Job is selected, you won’t be able to select a job in the Input drop-down. In addition to this, the Set Candidate Status section cannot be configured.
24. Select the conversation that candidates will use when pre-registering for the event.
25. Click + Add Registration Outcome and add additional outcomes for this conversation.
26. Set the Close Registration time and/or registration limit.
27. If you want to allow candidates to register for the event at the event, select Allow for on-site registration.
    • Note: All Starting Value options will be available to select; however, when Assigned Job is selected, you won’t be able to select a job in the Input drop-down. In addition to this, the Set Candidate Status section cannot be configured.
28. Select the conversation that candidates will use when registering for the event onsite.
29. Click + Add Registration Outcome and add additional outcomes for this conversation.
30. In the Close On-Site Registration section, set the date and time when candidates can no longer complete on-site registration by selecting the following options:
    • Event end date & time
    • 1 hour after the event
    • 12 hours after the event
    • 24 hours after the event
    • Set specific date and time
      • When this option is selected, it defaults to the event’s end date and time, but you can customize it according to your needs.
31. Click Next in the top right corner of this section.

Tools section

This section allows you to use additional tools to support the event experience. 

32. Configure all preferred tools. These tools are outlined below.
33. Toggle on the Inactive setting in the top left corner of the page to mark this template as Active. Other employees will then be able to use it until it is deactivated. 
34. Click Done to finalize the template.

In-Person Hiring Events will have the following additional tools:

• Pre-Event Tools
  • Event Landing page (Not available for Private Events)
    • Media Upload
  • Event Prep Documents
  • Pre-Event Phone Numbers (Not available for Private Events)
    • Note: Existing Event Phone Numbers will be listed as pre-event phone numbers.
  • Event Candidate Care
    • Note: If Pre-Event Registration is not selected in the Registration step, then only Event Candidate Q&A will display.
  • Event Notification Customization
• On-Site Tools
  • On-Site Phone Numbers (Not available for Private Events)
    • Note: If Pre-Event Registration is not selected in the Registration step, then the on-site phone numbers will not be available.
  • Candidate Evaluations
• Post Event Tools
  • Event Surveys (if enabled)

Virtual Hiring Events will have the following additional tools:

• Pre-Event Tools
  • Event Landing page (Not available for Private Events)
    • Media Upload
  • Pre-Event Phone Numbers (Not available for Private Events)
  • Event Candidate Q&A
  • Event Notification Customization
• Post Event Tools
  • Event Surveys (if enabled)

Orientation Events will have the following additional tools:

• Event Candidate Q&A
• Orientation Prep Documents
• Event Notification Customization

Edit event templates

You can edit an event template by clicking into the Event Template card from the Event Templates section and then editing any of its details.

Duplicate or delete event templates

To duplicate or delete an event template, simply click the Event Template card’s action menu, or ellipses, and then the corresponding action.

• Note: Only templates that have not been used to create a new event can be deleted.

Activate / deactivate a template

Before you click Done when creating a new or editing an existing template, you will be able to activate or deactivate the template. By default, new templates are Inactive, but by toggling on this setting, the template will be marked as Active and available for use.

If this template is currently marked as Active and you want to deactivate it, simply toggle off this setting and click Done to save the changes made. This template will then be Inactive and not available for employees to use.

You also have the option of activating/deactivating a template from its template card. Simply toggle on/off the setting to update its status.