When integrated ATS Jobs are added to Hiring Events, your client's AI Assistant will help candidates seamlessly apply for a Job, register for a hiring event, and be scheduled for the event within the same conversation. This will help to provide a more streamlined approach to adding the best-qualified candidates to your client’s mass hiring events, new store openings, national hiring events, and re-staffing events.

Product dependencies

Requires: Conversational Events + Hiring Events + External ATS Job Management + Job Feeds

Configuration

Step #2: Create hiring event custom conversations

You will need to create a hiring event custom conversation that allows candidates to register for events automatically in their conversation with your AI Assistant. Click here to learn how to create this type of conversation.

Step #3: Set up job qualification levels

Job Qualification Level Standard Candidate Attributes are used to better allow the your AI Assistant to understand if a candidate is or isn’t considered qualified for a specific job. You can then build out job outcomes that are centered on a specific Job Qualification Level. Learn more about setting up job qualification levels here.

Step #4: Update workflows

Candidates can then be auto-invited to an upcoming hiring event via your AI Assistant. This allows the candidate to select the time that is right for them and saves recruiters and event staff hours of tedious and manual administrative tasks. Learn more here.

Step #5: Create a hiring event and add ATS Jobs

While building an event, add your jobs and their conversations so that interested candidates can apply to them and, depending on the set registration outcomes, be invited to the job’s associated hiring event. Learn more here.

Candidate experience

Scheduling

When candidates should be invited to a hiring event, the system will look for upcoming hiring events to present to the candidate. When one or more hiring event(s) are available, then the candidate will receive a list of available event(s), and their status will be updated to Hiring Event Invitation Pending. If no hiring events meet the above criteria, then the candidate’s status will be updated to No Event Availability.

If a candidate is in the No Event Availability status, their status will automatically changes to Hiring Event Invitation Pending when:

• A user edits aspects of the event (adding more sessions or interview slots, extending sessions, opens registration again, adds a new job, etc.).
  AND
• Either:
  • New hiring events are added that they're qualified for.
  • Registration for existing qualifying events is updated (e.g., more slots become available).

They candidate is then sent a new hiring event invitation.

View event jobs

On the hiring event landing page, candidates can view the active jobs that were added to the event. Candidates can click into a specific job to view its details.

To register for an event, candidates can click the Register for Event button in the right panel to sign up for the event. Your AI Assistant will then begin a conversation with your candidate to capture their information.

Your AI Assistant will then display all jobs that are open and tied to the event for the candidate to review. When they click a job, it will then open its details for additional review. At the bottom of each job description, an Apply Now button will be listed that, when clicked, will begin the screening process.

The candidate will then be able to select their preferred times or click View Additional Times to choose a different time. When this button is clicked, the screen in the following section will display for them to navigate through and choose the preferred time.

Otherwise, if they choose a listed time, then the confirmation message will appear for them to confirm and then receive a confetti message.

Available events / automatic scheduling

When hiring events meet the scheduling logic and your account is set up to include automatic scheduling for Hiring Events, then your AI Assistant will notify the candidate of the hiring events that are available for them to schedule. They will receive this message via web and their preferred method of communication.

The candidate will then click View All Events to view a modal that lists all available events in chronological order.

1. Image – The event landing page header image.
2. Interview Type pills – These pills dictate the type of interview available for that event.
3. Event start and end date – The dates that this event will take place.
4. Event details – The name, time, and location of the event. If the event is remote, it will display Remote here.
5. Interview Spots Remaining – This will only appear for interview style hiring events. This will display the total number of available spots for the candidate to choose from, which will appear when there are 20 or less available interview spots.
6. View Interview Times – This button will appear for in-person, virtual, and phone style hiring events. When clicked, the candidate will be able to select the interview date and type that works best for them. This is described in more detail below.
7. View Details – This button will appear for chat booth style hiring events. When clicked, the candidate will be able to view more details about the event and confirm their registration. This is described in more detail below.
8. Do this Later / Close – This will close the modal and activate the chat box.

View interview times

The View Interview Times button will display for in-person, virtual, and phone style hiring events.

When the View Interview Times button is clicked for in-person, virtual, or phone hiring events, then the page will update to display all event dates that have interview availability. The candidate will first need to select their preferred date/interview type.

If there is only one interview session available, then the screen will automatically open to the following screen.

The modal will expand and include a listing of all available interview times. Candidates can update to their preferred language, if the multilingual feature is enabled, from the language selector and the time zone in the top right corner of the modal before selecting a time slot.

A confirmation message will appear that provides the event name, date, time, interview type, and location of the interview. The candidate will need to click Confirm & Schedule to officially schedule the interview.

A confetti message will then display to confirm the scheduled interview.

View details

The View Details button will appear for chat booth style hiring events.

When this button is clicked, then the details about the hiring event will be displayed in the modal. Candidates will click the Confirm Registration button to sign up for the event.

The modal will update to notify the candidate that they are registered for the chat booth style hiring event.

Candidate experience with dynamic content

The registration process will follow the same steps outlined above but the information will be shared within the experience grid rather than a pop-out modal.

The You’re Invited! card will display within the experience grid. To view available events, the candidate can click either the View All Events button within this card or click the Events icon in the grid’s top navigation bar.

When the Register for a hiring event! screen loads, the following sections will be listed:

1. In the left section, the hiring events that the candidate is qualified for will display. The candidate will then click the preferred event from this section.
2. Once the event is selected, the candidate will then be able to click their preferred interview date and type from the right section. The Select Interview Type button will be enabled for them to select and open up available interview times.
   • Note: Candidates can select their preferred language (if the Multilingual feature is enabled) and time zone from the selectors listed above the available times.
     
     
      

Registration reminders

Candidates will be reminded 24, 48, and 72 hours after the initial hiring event invitation to register for an event if they have not done so already. The candidate’s pending hiring event invitation will expire after the configured time range, which is set on the backend by your CS Representative, and their Candidate Journey status will update to Hiring Event Invitation Expired.

Registered message from your AI Assistant

To finish the conversation, your AI Assistant will provide a final message notifying them of the date, time, location, and type of interview that they scheduled. In addition to this, a You’re registered! box will appear to close the conversation.

Scheduling logic

The auto-invitation to your hiring events can be triggered from either the job outcomes (immediate invite) or from workflows (delayed invite).

• When auto-invitation to hiring events is triggered, your AI Assistant is going to use the following parameters to determine which hiring event(s) the candidate should be invited to:
  • Only hiring event(s) that have the candidate's assigned job added to it.
  • The event registration period must still be open.
  • The event cannot be private.
  • The event must be either a chat booth or an interview-style hiring event.
  • For an interview-style hiring event, there must be interview availability.
    • IMPORTANT NOTE: If the candidate is already scheduled for an event interview, they will be moved into a No Event Availability status since the system doesn't allow two candidates with the same profile to apply for the same event.
• If a candidate is in the No Event Availability status, their status will automatically change to Hiring Event Invitation Pending when:
  • A user edits aspects of the event (adding more sessions or interview slots, extending sessions, opens registration again, adds a new job, etc.).
    AND
  • Either:
    • New hiring events are added that they're qualified for.
    • Registration for existing qualifying events is updated (e.g., more slots become available).
• If hiring events(s) are found that meet the parameters listed above and below for the hiring event type, then the candidate’s status will be updated to Hiring Event Invitation Pending, and your AI Assistant will present the event(s) found to the candidate.
  • If zero Hiring Event(s) are found that meet the above requirements, the candidate’s status will be updated to No Event Availability.
    • Note for non-campaigns use case: If a candidate is in the No Event Availability status, they will be re-engaged and their status will automatically change to Hiring Event Invitation Pending when either:
      • New hiring events are added that they're qualified for.
      • Registration for existing qualifying events is updated (e.g., more slots become available).
  • If the candidate's source equals an upcoming hiring event, meaning that the candidate attempted to register for the hiring event from an event source like the Event Landing page or event keyword, then your AI Assistant will initially invite the candidate to the hiring event that matches their source.
• If the candidate picks an unavailable time slot, your AI Assistant will only resend the Event Interview request when there are available slots with the same type and duration. Otherwise, they will move to a No Event Interview Availability status.
  • Note for non-campaigns use case:  If a user creates additional interview sessions, regardless of the interview type and duration, and then adds those new interview sessions to the Sessions Candidate can be scheduled selector, then the candidate will be re-engaged with the added event interview times.
• If the candidate is already scheduled for an event interview, they will be moved into a No Event Availability status since the system doesn't allow two candidates with the same profile to apply for the same event.