Networking Events in Flo Recruit allow you to easily host events virtually. From information sessions, table talks, or even meet the employer events. You can get creative and make this event type work for you!

With this networking event, you will upload the employer attendees' schedules and then have students register for time slots and build out their own schedules. This article will walk you step by step through creating this event and will share tips to make the process easier for you.

Step 1: Selecting Event Type

From the Events page in your account Click the Add Event Button. Next Click Networking Event and then Click the Create Event button.

Next from the Select networking event type page Click the Upload Schedules button and then Click Create Event.

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.

Description for Students- This is what will display on the student registration page. You can provide a description that the students will see in addition to the Event Name on the registration page.

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 networking 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 for the employers and their session attendees.

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.

- If a required field is left blank then an error message will be displayed during the import process. (For this event type the required fields are Employer, Date, Session Time, Session Attendee(s) Email, Session Attendee(s) First Name, Session Attendee(s) Last Name)

- The Virtual Interviews Information column is not required. This column is specifically for employers who have requested to use an external video conferencing platform other than Flo, such as WebEx or Zoom. In that column, you would enter the external link where the meeting will be taking place.

-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 attendees can be assigned to the same time slot. To do this, you will enter the attendee's names together in the same cells in the Session Attendee 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. You will also need to select the max number of students that can sign up for a timeslot. 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.**

After your file has been uploaded you will then need to make selections for student registration. You must select how many employers students can register with as well as how many time slots per employer. (In general, most will select 1 for how many time slots per employer a student can select.)

Next select when you want the registration window to open and close. When selecting these dates keep your event start date in mind as well as when the schedule emails to students and employers go out (Steps 7 & 8).

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 No Resume and No Transcript as shown in the screenshot below.

You will have the option for each document to not request it or make it optional or required.

Something you will notice that is different from the interview event type is that you do not have the ability to control when the documents become available for employers to view. For networking events, the student documents always become available at the start time of each meeting.

Step 6: Student Registration Confirmation Email

This email would be sent to a student immediately after they register for your event and have selected their schedule. With this email, there is no option to select when the email goes out. If you have it set to send it will always go out as soon as the registration is completed.

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 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 8- Schedule Email to Employer

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)

Receiver- You can select if the email goes to the Employer Contact, the Session Attendee or both.

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 can be sent to only the employer contact and not the session attendees directly, including the employer name, Session Attendee name, and event name in the subject line will make it easy for the employer contact to forward to the correct session attendee)

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 9: Sending Students the Registration Link

At the time your event is created a registration link will also be created for your event. This is the link that you will send to students that will allow them to register themselves for the event. Sending the link to students is not something that is done through Flo Recruit and requires you to email the link to students outside of Flo Recruit or use some other method to share it with them.

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