What are Scheduled Chats?
Scheduled Chats are automatically facilitated 1-on-1 connections between Representatives & attendees at preset times during your event, empowering you to proactively identify top talent and ensure personalized, meaningful conversations. If Scheduled Chats are enabled for your event, click Manage Schedule in your control panel or Your Schedule in the Lobby to get started.
Review registrants & send out invitations As with Search Registrants, you can review signups and registrant profiles & resumes. Then, select Schedule A Chat to send out an email invitation for them to choose from your available time slots.
Manage your availability Before sending out Scheduled Chat invitations, make sure to toggle off time slots that you will not be available during the live event. Time slots are automatically generated based on settings determined by your event host.
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 Drive 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.
Candidates 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.
Let’s Get Started
Once an event has been created by an Event Administrator, all assigned representatives will receive an email inviting them to register for the event. The email will include a link that will take the rep to the site. Once the rep logs in and completes registration the rep will be presented with the "Thank you" page.
On this page, the rep is able to create a personal calendar entry. The rep can also enter the event which will take them to (1) of two places:
-
- Virtual Events - You will be directed to the event lobby.
- In-Person Events - You will be directed to the Attendee Sign Up page.
Candidates will not be able to schedule a time with a representative until that rep has successfully completed registration. It is encouraged every rep registers as soon as possible to maximize the features potential.
Entering a Virtual Event
After registration is complete, the representative's schedule is made available for candidate selection.
The first time the representative registers and accesses the virtual event, they will also be presented with their schedule. Active time slots can then be immediately used by Candidates who are using the open scheduling feature and choosing a convenient time.
Candidates will not be able to schedule a time with a representative until that rep has successfully completed registration. It is encouraged every rep registers as soon as possible to maximize the features potential.
Once a rep has completed registration, Booth Owners and Event Admins will also have access to that rep’s schedule. They will have the ability to assist with your availability, invite candidates to a scheduled chat on your behalf, and edit scheduled chats you may have already scheduled.
Event Lobby
Any time a Representative logs into the event they will be placed in the lobby's "Your Booth" tab. This will display each booth that they are associated with. There is an "All" tab that can be used if they need to view content in other booths.
- Your Schedule will provide details about the representative's current invitations.
- High level stats:
- Pending Invites: Candidate was invited but hasn't selected a time with rep.
- Accepted: Confirmed invites with candidates.
- Declined: Candidates that declined invites.
- Manage:
- Will present the schedule dialog where your Schedule, Event Registrants, and Signups can be accessed.
- High level stats:
- Booths
- A Representative is able to explore more details inside of each booth and receive standard booth chats.
Inviting Candidates to A Scheduled Chat
A representative can access their schedule and. view registered Candidates by clicking on the “Manage” button in the “Your Schedule” booth or by clicking on the "Schedule" link located in the left navigation. When the dialog box is presented, the representatives schedule will appear first and then they can switch tabs to show "Registrants".
From the registrants tab, representatives can:
- View profile details
- Invite the candidate to schedule time with you
- View the candidate's existing scheduled chats
Entering an In-Person Event
After registration is complete, the representative's time is made available for candidate selection.
The first time the representative registers and accesses the in-person event, they will also be presented with their schedule.
Active time slots can then be immediately used by:
- Candidates who are using the open scheduling feature and choosing a convenient time.
- Booth Owners/Admins who want to schedule with candidates on reps behalf.
Attendee Lookup
Subsequent logins for the representative will not display the schedule, but will place them into the Attendee Lookup page. Here. Representatives will have the ability to send invites to attendees.
Connection History
When a representative has scheduled chat with a registrant, the representative can create a connection to assist with record keeping. To do so:
- Find the candidates name via the attendee lookup tab and click connection.
- Choose the booth that matches the scheduled chat. Rate the registrant and leave some note regarding the conversation.
- A connection record is associated with the scheduled chat record.
- History is updated to reflect a green dot signifying which connection was a result of the scheduled chat.