Private hiring events can be created in order to ensure that only candidates who are invited to the event can attend.

Use cases

• Event managers who need a straightforward process to invite specific individuals to a private hiring event, ensuring efficient management of targeted guest lists, maximizing attendee engagement, and boosting the success of their hiring events.

Configuration

On the Registration step of the Event Builder or Event Templates Builder, ensure to select the Invitation only private event setting. This will mark the event as private.

When selected, you will then be able to set the Close Registration requirements for the event. Click here to learn more.

Invite candidates to private events

You can invite candidates to private events via Campaigns or from the Candidate Inbox.

Send invites via Campaigns

Private events with interview sessions can utilize Scheduling campaigns to directly schedule candidates to an event interview. Private events with or without interview sessions can utilize the Event Invitation campaign as shown below.

1. Navigate to the Campaigns page either directly or from the Invite Candidates widget within the event dashboard.
2. A new single Campaign Builder will then open. Complete the Title and Audience section.
3. Click Next.
4. In the Compose section, select the preferred communication channel(s) and then Event Invitation as the Campaign Type.
   
   
    
5. Check the This is associated with an event box.
6. Select the corresponding event from the Event drop-down selector.
   
   
    
7. Enter a Subject Line for the email tab, if email is used for this invitation.
8. Click Next.
9. In the Schedule section, select the date, time, and time zone when this invitation will be sent.
10. Click Schedule to finalize the campaign.

Send invites from the Candidate Inbox

1. Open the preferred candidate’s profile.
2. Click the …More button.
3. Select Schedule from its drop-down menu.
   
   
    
4. In the slide-out drawer that opens, click Event as the Scheduling Type.
5. Select the private hiring event from the Select an Event selector.
6. Choose the preferred interview session.
   
7. Click Schedule. 

Candidate experience

A candidate will receive a text or email notification about the upcoming event. 

When the candidate clicks the Event Invitation URL, it will open a web page that includes basic information about the page and a button that, when clicked, will allow them to respond to the event invitation.

Accept invitation

When a candidate clicks Accept Invitation, it will open a We’re Excited to See You! page where it shows the details of the event, their RSVP response, and the ability to update their response via the Change Response text under their RSVP status.

Candidates who accept an event invitation will be added to the event and will receive the event registration confirmation message, which includes all upcoming event reminders and a link to the event schedule.

Decline invitation

When a candidate clicks Decline Invitation, it will open a We’ll Miss You! page where it shows the details of the event, their RSVP response, and the ability to update their response via the Change Response text under their RSVP status. When a candidate declines an interview, they will be moved to an Event Invitation Declines Event status.

Update RSVP response

At any point, candidates can click the Event Invitation URL and update their response via the Change Response text. When a candidate clicks this linked text, it will open the original event invitation screen, where they can choose their preferred response.

View event details

A View All Event Details or View Event Schedule collapsed box will display below the initial event details. When candidates click this box, they will be able to view more details about the event and/or join an event session.

If on a mobile device, then candidates can select different pages of the event to view by selecting the preferred page from the drop-down selector under the event name.

Closed registration logic

If a candidate opens their invitation after the registration period has closed and they:

• haven’t responded to the invitation yet, then they will see a message from your AI Assistant notifying them that the registration period has passed.
• have responded to the invitation, then they won’t be able to update their RSVP response.

Event invitation reminders

By default, candidates will be reminded via SMS, email, and/or web to respond to the event invitation 24, 48, and 72 hours after the invitation was sent. These messages can be customized, if preferred, with the help of your CS Representative.

Permissions

Permissions for creating and sending private hiring events are based on a user's access to Events and a candidate's profile.