What are Scheduled Chats?
Scheduled Chats are automatically facilitated 1-on-1 connections between Representatives & attendees at preset times during your event, empowering representatives to proactively identify top talent and ensure personalized, meaningful conversations. Scheduled Chats must be enabled by Event Administrators during the event creation process.
Review registrants & send out invitations As with Search Registrants, Representatives can review signups and registrant profiles & resumes. Then, select Schedule A Chat to send out an email invitation for them to choose from their available time slots.
Manage your availability Before sending out Scheduled Chat invitations, Representatives can make sure to toggle off time slots that they will not be available during the live event. Time slots are automatically generated based on settings determined by the event administrators.
Connect seamlessly during Virtual and In-Person events During the live online event, our platform automatically connects Representatives in a 1-on-1 conversation at the designated time while in-person events connections will happen at a designated time and place.
What’s New?
While our traditional Scheduled Chats are still available to use, we now have Candidate Driven Scheduled Chat available. Candidate Driven Scheduled Chats will now allow Candidates to select a time to schedule a chat or meeting prior to the event's start, securing their spot to speak with a representative without needing an invitation from the representative first.
Attendees can also schedule a time in these booths during the event, helping them manage their time efficiently. This feature allows representatives' schedules to be automatically populated, reducing the need for them to manually send out invitations and streamlining the overall scheduling process.
Enable Candidate Driven Scheduled Chat at the Event Level
When a new event is being created, “Allow Reps to schedule chats” should be enabled. Scheduled Chat durations can be a different length of time than standard booth chats. You can also allow a buffer to be placed in-between available scheduled chat time slots. If Scheduled Chat was not turned on during the initial event creation, Admins can activate the feature by visiting the Event Chat Settings.
*Note - Scheduled Chat cannot be disabled after it has been activated.
Enable Candidate Driven Scheduled Chat for Each Booth
Once a Text or a Text/Audio/Video Chat booth has been created by an Admin, in the booth settings, Admins and/or Booth Owners will be able to select the Booth Scheduling type.
"Invitation Only" – Enables the traditional representative driven scheduling.
"Open" - Enables both candidate driven and invite only scheduling.
"Do not allow scheduling in this booth" - Will not allow scheduling of any kind.
To enable Candidate Driven Scheduled Chat, the “Open” scheduling type must be selected. Once the Booth Scheduling Type has been selected, an Admin will be able to allow Booth Owners to enable Schedule Chats for representatives. This should be enabled if representatives are going to be made available for open or invitation only scheduling.
They can also allow Booth Owners to schedule chats on behalf of the representatives. This should be enabled if booth representatives are expected to invite candidates to schedule time with registered representatives.
*Note - Booth Owners will be able change the Booth Scheduling Type as needed but will not be able check/uncheck the "enable chat scheduling for reps" and "schedule chats on behalf of reps" options.
Adding Representatives to the Booth
After a booth has been enabled with a scheduling type, Representatives will need to be added to the booth. While adding each representative, the Admin and/or the Booth Owner has the ability to choose to include or exclude the representative from being available for scheduling.
*Note - Representative's schedules are made available for open and invite scheduling, only after the representative has completed registration.
If a representative is new to the event, after allowing the representative to use scheduling a “next” screen will appear giving the Admin/Booth Owner the choice to;
"Make all time slots inactive" - The moment a representative registers, their active time slots become available for candidates using open scheduling. Making all inactive allows the representative to control their schedule.
"Make updates to representative's schedule" - Meant for situations where the representative's schedule is known in advance. This being in place will reduce the time it takes for times to be made available, post-registration by representative.
If a Representative has already successfully registered for the event via another booth, when adding the rep to a new booth a “next” screen will appear giving the Admin/Booth Owner the choice to;
"Make no changes to their schedule" - Once you click "ok" the rep is added and no changes are made to their schedule. Typically, registered representatives have already set a schedule and it doesn't need to be modified.
"Make all time slots inactive" - The moment a representative registers, their active time slots become available for candidates using open scheduling. Making all inactive allows the representative to control their schedule.
"Make updates to representative's schedule" - Meant for situations where the representative's schedule is known in advance. This being in place will reduce the time it takes for times to be made available, post-registration by representative.
If a representative was added to an event, but not made available for scheduling, booth owners/admins are able to enable representatives for scheduled chats. This will make the representative's schedule immediately available, after the rep has completed registration.
*Note – Once scheduling has been enabled for a rep, it cannot be removed.
Scheduling Chats on behalf of Representatives
Using the Schedule Chat tab on the left-hand navigation menu will allow Administrators to manage representatives Schedule and Schedule conversations on behalf of the reps.
Representatives’ Schedules
Representatives’ schedules can be adjusted to save the representative time and decrease the amount of time in between them registering and their scheduling being made available.
Scheduling allows for:
- user to toggle time slots (active/inactive) individually
- user to toggle all time slots (active/inactive).
- user is unable to toggle pending or confirmed time slots.
Sending the Invite
While reviewing the list of registrants, Administrators can choose a candidate and then select the "Schedule A Chat" button.
Admin’s will then be able to choose the representative they would like to schedule for. If the representative is assigned to multiple booths, the booth can also be specified for the invitation.
Good to Know
- Candidates can only meet with a representative one time.
- Invites can be sent to a candidate on behalf of one or more representatives at a time.
- An Invite allows Admin to select which booth will be used for scheduled chat.
- Once sent, the candidate's status will change to "Pending".
Withdrawing the Invitation
Invites sent to candidates can be withdrawn by the Administrator.
- An explanation can be provided that is included in the email sent to candidate.
- The candidate can now be invited to meet with a representative in a different booth.
Modifying Confirmed Chats
Once a candidate has selected a time with the representative, the invite is considered "Confirmed". Administrators may need to adjust the schedule and are provided a few options.
- Reassign
- Reschedule
- Cancel
Reassigning
When reassigning a confirmed chat, the booth owner will have the ability to:
- Choose who the new representative should be
- Choose the booth the chat should take place in, based on rep assignments
Once the rep & booth are selected, the user will be presented with the available time slots for the selected rep.
Once a replacement time has been selected, the user is presented the reassignment details and can include a note for the candidate to receive via email.
Rescheduling
The Administrator is presented with alternative times where the representative is available to meet.
Cancelling
Administrators also have the ability to cancel a confirmed chat on behalf of a representative. Doing so will offer the ability to include a note. Cancelling confirmed reservations with a representative will make the representative unavailable to the candidate for that event.
Scheduled chat overview is updated to include booth detail.