Booth Owners may reschedule, reassign, or cancel a confirmed Scheduled Chat. They can also withdraw pending Scheduled Chat invitations on behalf of the Representatives in their event if needed.
In This Article
- Reach Invitation Management
- Reassign a Scheduled Chat to a New Representative
- Withdraw a Pending Scheduled Chat Invitation
Reach Invitation Management
To reschedule, reassign or cancel a scheduled chat for a Representative:
- Select Scheduled Chats in an event's side navigation. This brings you to the Manage Scheduled Chats page.
- Under the Registrants tab, click a registrant's name that has an Accepted Scheduled Chat invitation listed.
- The Cancel or Reschedule Chat link is located in the Scheduled Chat Status block in the Candidate's Overview.
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A registrant may have more than one confirmed Scheduled Chat, so be sure to only click Cancel or Reschedule Chat under the relevant chat. |
Reschedule a Scheduled Chat
If a Representative is no longer available at a specific time, you can reschedule a confirmed chat to an alternate time slot.
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Make sure the Representative’s availability is accurate before rescheduling. |
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In the Scheduled Chat Overview, click Reschedule next to the displayed chat time to open the list of alternate time slots for that Representative. Choose a new time and click Select.
- Once selected, the updated time is displayed in green on the Scheduled Chat Overview. You may then include a note for the Candidate if you wish.
- Click Save & Notify to confirm the change and send an email notification to the Candidate.
Reassign a Scheduled Chat to a New Representative
If a Representative is no longer available to chat with Candidates, you can reassign their confirmed Scheduled Chats to different Representatives participating in the event.
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In the Scheduled Chat Overview, click Reassign next to the Representative’s name to open a list of other event Representatives. The Representative’s name, whether they are available at the originally scheduled time, and the booth(s) they are assigned to are displayed.
Representatives who are available at the originally scheduled time appear at the top of the list, and the rest below. The value "Chat Invitation Exists" in the Time column indicates there is already an existing Scheduled Chat invite between the Candidate and that Representative, and they can not be chosen for the reassignment.
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Choose the Representative you would like to reassign the chat to and click Select. If you choose a Representative who is unavailable at the original time, you will be provided a list of available times for that Representative. Choose a time slot, and click Select again.
- After you select a new Representative (and new time slot, if applicable), these changes are reflected in green on the Scheduled Chat Overview. You may include a note for the Candidate if you wish.
- Click Save & Notify to confirm the change and send an email notification to the Candidate.
If you updated both the Representative and time slot for the Scheduled Chat, the notification email displays all changes to the candidate. Otherwise, it only displays the original and updated Representative name.
Cancel a Scheduled Chat
If a Scheduled Chat needs to be canceled, you can do this on the Representative’s behalf.
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In the Scheduled Chat Overview, click Cancel Chat next to the displayed chat Status.
- You may include a note for the Candidate if you wish. Click Save & Notify to confirm the cancellation and send an email notification to the Candidate.
Withdraw a Pending Scheduled Chat Invitation
If a Representative has invited a Candidate to schedule a chat and needs to remove the invitation, Administrators can withdraw the invitation on their behalf.
- In the Candidate's Scheduled Chat Status box, click Withdraw Invitation.
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You may include a note for the Candidate if you wish. Click Withdraw Invitation to confirm the withdrawal and send an email notification to the Candidate.