Reschedule, Reassign & Cancel Scheduled Chats and Meetings for Representatives

Radancy Administrators may reschedule, reassign, or cancel a confirmed Scheduled Chat. Administrators can also withdraw pending Scheduled Chat & Meeting invitations on behalf of the Representatives in their event if needed.

In This Article

• Find Invitation Management Options

• Reschedule a Scheduled Chat/Meeting

• Reassign a Scheduled Chat/Meeting to a New Representative

• Cancel a Scheduled Chat/Meeting

• Withdraw a Pending Scheduled Chat/Meeting Invitation
• Email Notifiers & Calendar Integrations

Find Invitation Management Options

To reschedule, reassign, or cancel a scheduled chat or meeting for a Representative, first select Scheduled Chats in an event's side navigation. This brings you to the Manage Scheduled Chats page.

There are two ways to reach a registrant's Overview tab within Manage Scheduled Chats. This is where the Cancel or Reschedule Chat link is located.

1. Select the Representative Schedule tab and choose the Representative whose schedule will be affected. Then, select a registrant's name within an assigned time slot or,
   
   
   
   
2. Under the Registrants tab, click a registrant's name with an Accepted Scheduled Chat invitation listed.
   
   
   

A registrant may have more than one confirmed Scheduled Chat or Meeting, so be sure only to 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.

Make sure the Representative’s availability is accurate before rescheduling. See this article to learn more about managing Representative availability.

1. 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.
   
   
2. 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.
   
   
   
   
3. 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.

1. 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.
   
   

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.

1. 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.
   
   
2. 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.

1. In the Scheduled Chat Overview, click Cancel Chat next to the displayed chat Status.
   
   
   
   
2. 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.

1. In the Candidate's Scheduled Chat Status box, click Withdraw Invitation.
   
   
2. 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.
   
   

Email Notifiers & Calendar Integrations

Calendar File Integration

All email notifiers confirming accepted, rescheduled, or canceled scheduled chats/meetings include calendar .ICS files.

An .ICS file is a calendar file saved in a universal calendar format used by many email and calendar programs, like Google Calendar or Microsoft Outlook. When Representatives send a chat or meeting request, .ICS files allow them and attendees to import the chat/meeting details into their calendars.

Currently, only Google Calendar is supported. For any other email clients, .ICS file attachments may be manually imported to an attendee's corresponding calendar to create an event. However, manually imported events are not managed automatically by their email Inbox.

Attendees and Representatives who need to reschedule or cancel a scheduled chat or meeting must do so through the Radancy application. A note indicating this is included in email invitations along with the Hiring Event URL.

Scheduled Meeting Email Notifications for In-Person Events

Scheduled meeting email notifications for in-person events include a reference to the event's companion online Event URL for attendees to find further information about the event location.

At this time, they do not include any specifics as to where the meeting will take place with the Representative within the in-person event.