Using Event Rooms
Overview
You can create virtual event rooms with applicants, staff, or both, before, during, or after interviews. There are two types of Event Rooms: meeting rooms and social events, which can be used in a variety of ways to build an interview schedule. For example, you might use meeting rooms for morning welcome presentations or staff meetings, while social events might be used for program-wide open houses or meet-and-greets.
Best Practice: Event rooms function separately from interview sessions. Link meeting rooms to your sessions so they are included in the interview day's schedule when applicants self-schedule.
Adding an Event Room
From the left menu, open Event Rooms, then click + New Event. 
Setting up a Meeting Room
- After clicking + New Event, choose Meeting Room from the drop-down.
- Add the meeting details, select the attendees, then click Save. Note that if you add an external video call link (e.g., a Zoom link), the meeting will take place on that platform when applicants and/or staff join the room. If no link is added, the meeting will use the Interview Portal's native video conferencing platform.
- The meeting now appears in the list with a Join button so you can join at any time (note that you can also join meetings from TimeTrack). You can join, leave, and rejoin meetings as needed – they're always accessible to you. Additionally, you can use the pencil icon to edit meetings.
- The meeting also appears for invited applicants. Two minutes before the meeting starts, the Join button becomes available, allowing invited individuals to join. This button remains available only for the duration of the meeting.
Link Meeting Rooms to a Session
When creating or editing a meeting room, you can link it to a session. This feature can automatically assign applicants within that session to the meeting room. Furthermore, it includes the meeting room in the interview day’s schedule, visible to applicants during the self-scheduling process.
Note: If you create meeting rooms before your sessions, you can link them during session creation. Likewise, if you create sessions first, you can connect them while creating or editing the meeting room.
- In the meeting room’s details page, click + ADD to link it to a session.
- On the following page, choose the corresponding session from the drop-down.
- To manually assign applicants to the meeting room, click on Applicants and select those who should have access, then click ADD to save them.
- Click Save to save your session and applicant selections.
- If all applicants in the session should be automatically invited to the meeting room, toggle Automatic Meeting Room Assignment to ON.
- When you have finished configuring your meeting room, click Save.
Setting up a Social Event
- After clicking + New Event, choose Social Event from the drop-down.
- When you would like applicants to see the event, toggle the event visibility icon to ON.
- Add the event details, including the maximum number of applicants. You can manually add participants to the event, which will add it to their calendars and grant them access to join at the scheduled time. If you would like applicants to accept the invitation themselves, avoid adding them here.
- Add staff members who are participating in the event.
- Click Save.
Inviting Applicants to a Social Event
Social events differ from meeting rooms because applicants can be invited and choose to accept or decline, similar to self-scheduling for sessions. Before being invited or added to a social event, applicants must be in the Interview Scheduled status.
- Navigate to the Applicants Panel in the Interview Portal.
- Select the Interview Scheduled status from the status panel.
- Choose applicants by clicking the checkbox next to their name.
- Click Invite to Social Event.
- Choose the events that you would like to invite them to.
- Once selected, click Invite.
You can invite more applicants than the maximum set in the event details. Once the maximum is met, the event cannot be accepted by additional applicants. When invited, applicants can accept or decline your social event invitation.
If accepted, they can choose all visible events that they are invited to.
