Interview Management events are scheduled in the order listed below. Depending on if your event is pre-select, lottery, or hybrid, some steps may not be relevant:
Run Auto-Scheduler to slot in invited students to existing employer schedules
(If alternates are enabled) Run Auto-Scheduler to slot in alternates to remaining pre-select allocated time slots if available (count determined in event creation)
Run Lottery to fill ALL remaining time slots
You, as a law school admin have the flexibility to generate and edit employer interview schedules before running the auto-scheduler, providing greater control and precision over event setup!
This allows admins to create blank employer schedules based on assigned time blocks, enabling you to manually adjust time slots, assign students, and manage interviewers instantly. These initial schedules will be used as a template for the schedulers to use when they are run.
Generating a Blank Schedule:
When assigning employer schedules to time blocks, a blank schedule for the employer will be generated immediately.
Assigning Employer Schedules to Time Blocks
Navigate to the Time Block Assignments tab for the event.
Select the employer schedule(s) you wish to assign to a time block.
Click Assign Schedules.
4. Select the desired Time Block in the assignment modal.
5. Upon confirming the assignment, a confirmation message will appear, and the blank schedules will be created instantly for the assigned jobs.
6. Click "Return to Event" and on the "Event Schedule" tab to access blank schedules created.
Manually Editing the Blank Schedule
After generation, the schedules will contain all time slots and interviewer assignments (if available), but no students will be assigned, allowing for optimal control prior to running the scheduler or lottery.
Navigate to the Event Schedules tab.
A pop-up modal will confirm the schedule creation and prompt you to Start Editing:
3. On the employer's schedule view, you will see all created time slots, marked as Empty.
4. To edit schedules, click Edit Schedule in the top right corner.
You can Add a new time slot or Delete an existing one directly from this view.
To edit an individual slot, click the three dots next to the time slot and select Edit time slot
Edit Time Slot:
Edit Details: You can update the interview date, start/end time, and interview type.
Assign Students: You can manually assign a student to the slot.
Custom indicator appears when interview time is updated
Assign Students: You can manually assign a student to the slot.
Conflict Messaging: New student-added conflicts are displayed in addition to existing time/ schedule clashes, preventing manual errors.
*Note on reassignment:
If you attempt to change an edited employer's schedule to a different time block after having made manual edits (e.g., assigning students or deleting slots), you will receive a confirmation modal.
Changing the time block assignment will override and clear any manual changes made to the individual time slots.
Running the Auto-Scheduler
Once the employer decision period has ended, you may run the auto-scheduler at any time by clicking "Schedule Actions" :
The scheduler will only fill the percent of time empty time slots allocated for Pre-Select based on student availability, and those who were invited to interview.
Running the lottery will fill all remaining empty slots based on lottery matches.
Any manual assignments or edits made by the admin will be preserved.
Running the Lottery
After students have submitted their final bids, the bidding window is closed, and the pre-select scheduler has been run, you can now run the lottery! If you are unsure whether or not you are able to run your lottery yet, you can verify this by navigating to your "Lottery Matches" tab. You will receive a pop-up letting you know it is time to run the lottery once the student bidding window has closed.
Select "Run Lottery" when you are ready:
Our algorithm will automatically run your lottery and pull up your results. This will first open up your matched bids tab where you can view student matches:
You can export this table, and sort it using the arrows in each column, search by student.
Notice that on the left side of the screen, there is information about your Lottery results in percentages along with the total number of matches. These metrics will be helpful in determining which Lottery results are optimal for your organization to use.
You can view your results in multiple ways. After running the lottery, you will automatically be taken to the "Matched Bids" page. You also have the ability to view "Unmatched Bids":
Finally, you can view "All Bids". This view shows you every bid for each student, and whether or not they matched with this employer.
If you are unsatisfied with your lottery results, you have the ability to re-run your lottery up to 3 times before confirming one. Do so by selecting the "Re-Run Lottery" button:
This will open a pop-up asking you to confirm the Re-Run. This will include a note detailing how many times you've run the lottery thus far:
Confirming this will pull up an entirely new set of lottery results. Since this process is somewhat randomized, you may have drastically different, or very similar metrics:
Switch between views of each result using the "Viewing Results" dropdown on the lefthand side of the screen.
Once you have chosen a set of results that you would like to use for your event, select "Confirm Lottery Results":
This will open a pop-up asking you if you would like to continue. Note that you cannot undo this action and you must use the results from your confirmed lottery:
Creating your Event Schedule
Clicking confirm will allow you to decide whether or not you would like to create the schedule at this time as well:
At this point in your event, your employers have been assigned time blocks already, so you have the ability to create your schedule. We recommend doing this immediately, so that you do not need to come back to finish this step in the future.
After clicking "Create Schedule", our software will use the assigned schedules, student conflicts, and matches in order to create a full event schedule for you. This will open up under your "Event Schedule" tab:
The two tabs at the top labeled Employers and Students allow you to view the schedule either from the employer's point of view, or the students:
View each schedule by employer by selecting the individual job posting:
You can also view the schedule by student by navigating to the student tab and selecting a student:
Manually Sharing Schedules
You can automatically or manually send schedules out at any time after they have been created. Automated final schedules are sent according to your Event Timeline.
Regarding the manual send option, you'll notice two drop-downs with options to share the schedule in the upper lefthand corner of the Event Schedule:
The "Email Event Schedule" drop-down gives you options to mass-send event schedules to all students, all employers, or both:
You'll notice that in this screenshot, a warning has appeared notifying me that I have not yet published the schedule to students or interviewers. In other words, I have not yet reached the point in my Event Timeline where the schedule has been made available to employers or students. Select the option you want, and click "Email Schedule" to send this out.
The second drop-down is both employer and student specific and will change based on if you are viewing the schedule by employers or students. First, from the left-hand side of the screen, select the Employer tab or the student tab.
Then, choose the employer or student which you wish to share schedules with. If you are viewing the schedule by Employers, you need to select their specific job posting. Finally, select the "Email Employer Schedule" drop-down:
Select the method you wish to share this schedule from the drop-down. This will ask you to confirm this share:
Selecting "Send Schedule" will finalize this action. From the student view, your options are very similar. Again, you will first need to select the student in which you'd like to share the schedule with, and then select the method of sharing this schedule from the drop-down:
