Hosting interview programs in Flo Recruit is one of the star 🌟 features of the product. The ability to host interview events virtually on Flo Recruit is an easy and seamless process for students, interviewers, and you as the admin. This article will walk you step by step through creating an interview event and share tips that will make the process easier for you.

Step 1: Selecting Event Type

From the Events page in your account Click the Add Event Button and then select Interview Program and Click the Create Event button.

Step 2: Event Details

Event Name- You will need to enter a name for your event. This is customizable but we do highly suggest that you include your University, Law School, or Consortium name in the event name. Employers and Students might also attend other events that are hosted in Flo, so including this identifier in the event name will help them keep track of the different events they are participating in.

Event Tags- Are not required but can be helpful in keeping the main event page in your account organized and easily searchable.

Event Organizer- This will automatically default to the admin who is logged in and creating the event. There is a dropdown menu that lists all account admins that can be selected as the event organizer. Being the event organizer means that their email address will be listed at the bottom of all of the event emails that are sent to students and interviewers.

Step 3: Create Event as a Draft

This is a newer feature for interview event creation that allows you to select a placeholder start date and time to then create the event as a draft. This means that you can set up all of your basic event details ahead of time, such as your emails to students and employers, even if your csv file isn’t quite ready.

**If you have your csv file ready to upload then you can skip this step and move forward to the Create Schedules section.**

Step 4: Create Schedules

The create schedules section is where you will import the csv file that you have put together using the schedules that have been created in Symplicity or 12Twenty. (Note: you can also manually put schedules together and just enter them directly into the template we provide)

Click the import file button. A box will then pop up where you can download the template as well as select the file from your computer you would like to import.

Template Tips:

-The template has all headers in place so you can easily fill in the necessary information for the import.

-All columns are required fields, and if a required field is left blank then an error message will be displayed during the import process.

-There is specific formatting required for the date and the time columns, so it will be necessary to copy the exact format for those fields as you see in the template.

-Multiple interviewers can be assigned to the same time slot. To do this, you will enter the interviewers’ names together in the same cells in the Interviewer column and separate each name with a comma. Because this is a comma-separated values file type, the comma is what will make it clear that they are different names (values) during the import. (This concept applies to all of the fields where you may need to enter information for multiple people in the same cell)

Once the file has been selected, you will need to select your timezone as well as the year. Then Click import file.

**Note: If there are errors with your spreadsheet, the system will very clearly tell you in red what the error is and what rows the errors can be found in.**

Step 5: Student Documents

This is the student document section where you can pick which documents (if any) you want to request from students for the employers to view. It will always default to the resume and transcript as shown in the screenshot below.

Although it defaults to asking for a Resume and Transcript, you have the ability to customize the settings for those documents. You can customize when the documents will become available to interviewers, as well as if it is requested by all employers or only specific ones. You also have the ability to remove documents or request a custom document other than a resume or transcript.

Step 6: Schedule Email to Students

When- You can select from one of the automatic sending options or manually send later.

(Note: A benefit of selecting one of the automatic send options is that if you make updates to the schedule after the schedule email has been sent out, an automatic update email will go out to those affected by the changes)

Reply to- This will default to the admin who is logged in creating the event, but you have a dropdown to choose from any of the admins emails.

Subject- This is customizable, but a sample subject is provided.

Notes- This message is included in the student’s email above the meeting link and schedule.

The labels at the bottom of the box for Student First Name, Student Last Name, and Event Name are variables. Anywhere you insert a variable, that piece of information will automatically fill in when the email is sent.

Step 7: Schedule Email to Employers

When- You can select from one of the automatic sending options or manually send later.

(Note: A benefit of selecting one of the automatically send options is that if you make updates to the schedule after the schedule email has been sent out an automatic update email will go out to those affected by the changes)

Reply to- This will default to the admin who is logged in creating the event, but you have a dropdown to choose from any of the admins emails.

Subject- This is customizable, but a sample subject is provided.

(Note: Because the schedule emails are sent to the employer contact and not the interviewers directly, including the employer name, interviewer name, and event name in the subject line will make it easy for the employer contact to forward to the correct interviewer)

Notes- This message is included in the interviewer’s email above the meeting link and schedule.

The labels at the bottom of the box are variables. Anywhere you insert a variable, that piece of information will automatically fill in when the email is sent.

Step 8: Sharing Event

After you create your event you may receive a pop-up giving you the option to share the event.

This pop-up is triggered if the system recognizes that some of the employers participating in your event are also Flo Recruit customers. By sharing the event those employers would be able to view your event in their Flo Recruit account.

This allows those employers to view their interviewer's schedules, see the information of the students being interviewed, set up emails, and allow them to view the live dashboard during the interviews. But it does not give them the ability to make changes to schedules or view documents before the set time you have selected. It also does not affect the ability of non-Flo Recruit customers to receive emails with their schedules. Both Flo customers and non-Flo customers will receive schedule emails based on your event settings.

**Note: You don't have to share the event at the time the event is created and you can click share later so you can come back to the event later to do so. Employers look forward to having the events shared with them so if you forgot to share they might reach out to you to remind you to.**

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