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How to Host 1 on 1 or Small Group Events with Flo Recruit: Virtual Chats
How to Host 1 on 1 or Small Group Events with Flo Recruit: Virtual Chats

Detailed instructions for how to host virtual chats to increase personal connection between candidates and employees.

Katherine Allen avatar
Written by Katherine Allen
Updated over a week ago

As COVID-19 continues to cause schools to shut their doors and businesses to close offices, many of our customers are exploring how to shift their in-person recruiting events to virtual recruiting events. In this article, we'll cover how you'll soon be able to host virtual coffee chats (also known as virtual office hours) with Flo Recruit using the software and hardware your business already has.

What You'll Need:

1 )   Flo Recruit

2 )   A Computer or Laptop with a Video Camera and a Microphone (most computers today have this. If you don't have a camera in your computer already, you can usually purchase or rent an add-on to your computer. If your computer does not have a microphone, headphones will usually do the trick. 

3 ) Video Conferencing Software (Optional): For Virtual Chats, you can choose to use your own video conferencing software or you can auto-generate links through Flo Recruit.

Set Up Your Virtual Coffee Chats: 

1 )   Add Event: Login to Flo Recruit, navigate to Events, and click Add Event.

2 )   Choose Virtual Chats: When creating your event, choose Outreach event, then you'll notice you can choose between 3 options: In-Person, Webinar, and Virtual Chats. Choose Virtual Chats and click Create Event.

3 )   Enter in Basic Event Details: Give your event a name (e.g. Office Hours, Coffee Chats, Mock Interviews etc.), add some tags to it to stay organized, and add a description. Also, choose an event organizer. This person will be the main contact person for the event.

4 )   Create Schedules: Create your Virtual Chats schedules by adding member availability. After you've added member availability, you'll be able to add candidates directly to the timeslot or they can sign up for slots if you choose to allow candidates to register for timeslots themselves (recommended).

- Start by adding a member by clicking "Add Member." Add one more multiple.
- Add the member's availability below by clicking "Add a Timeslot"
- Add the start, end time, and date to the timeslot
- Choose Auto if you'd like to autogenerate a video conferencing link through Daily.
- Choose Custom if you'd like to insert your own. Paste the link in.
- Set the number of Candidates per session to control the capacity of the timeslot.
- Click "Add Candidate" if you'd like to assign a candidate directly to the timeslot.
- Click "Create" when you're finished! You just created your first timeslot.

Continue to add member availability for as many timeslots as you'd like to have available for which candidates can register.

Note: When creating your schedules, you'll see options for Open Registration or Invite Only in the top right corner. If you choose Open Registration, any candidates who register for your event will be able to register and select any available time. If you choose Invite Only, only candidates who are approved by an admin will receive access to schedule a time to meet with a member of your team.

6 ) Qualifying Questions: Add Qualifying Questions to the event if you'd like to ask candidates to answer specific questions when they register for your event.

7 )  Request Resume or Transcript: Set if you'd like to request resumes or transcripts for events.

8 ) Feedback on Candidates: Choose how you'd like to have to have your members give feedback on candidates and which questions you'd like them to answer.

9 ) Automate Emails and Cal Invites: Now, your last step is to review the automated emails and customize them. In Flo Recruit, you can automate a number of emails to candidates and to members. Click "Preview" next to the email to see what the email looks like when it lands in inboxes.

10 ) Click Create Event:

You're done! Now, copy and paste the candidate registration link to start allowing candidates to register. Sit back while your emails automate and candidates register themselves for your event.

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