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Outreach Events: In-Person
Kristin Payne avatar
Written by Kristin Payne
Updated this week

In-person events are making a comeback and we are excited for you to start hosting them again! This article will walk you step by step through creating this event type 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 Outreach Event and then Click the Create Event button.

Step 2: Select Event Type

Click In-Person Event and then Click the Create Event button.

Step 3: 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 the name of your firm in the event name. Candidates might also attend other events that are hosted through Flo Recruit, 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 Description: This is an internal description for you and will show in the top left corner of the event summary page.

Invite Only: Using invite-only allows you to control the number of attendees for your event. By selecting “Yes” a review process will be enabled for you. Once someone registers for the event you would then be able to approve or deny the registration. This can be helpful if there is a max capacity for your event venue or if you want to be able to limit the number of attendees from each law school, etc.

Law School Event: You will select “Yes” only if all attendees will be from the same Law School otherwise leave “No” selected.

Check-In Enabled: By selecting “Yes” you will have access to the manual check-in feature for your event. Please check out our In-Person and Webinar Event Check-In article to learn more! https://intercom.help/florecruit/en/articles/5837145-in-person-and-webinar-event-check-in

Step 4: Date, Time, and Location

You will be required to enter the date of the event, your time zone, and the start time of the event. You will also need to include a location name and the address of your event.

Step 5: Qualifying Questions

These are questions that can be used to gather additional information about your attendees. The questions are optional for you to use and are customizable. These questions would be asked during the registration process.

You can Add or Remove questions and are allowed to include up to 8 qualifying questions in the event. Edits to qualifying questions can be made but remember that these edits are account-wide and not just applicable to the specific event you are creating.

Step 6: Candidate Documents

Through the candidate documents section, you can request documents such as resumes, transcripts, or writing samples.

If you choose to request documents from the attendees it allows you to select if you want the documents to be visible to the members who are participating in the event or just to you as an admin.

Step 7: Feedback on Candidates

Flo Recruit offers the ability to collect feedback on event attendees from your members. This is optional and allows you to decide if you want to collect feedback through Flo Recruit or via some other method.

If you use the feedback collection in Flo you will be able to select which questions members should answer as well as if the question is optional or required when they are providing their feedback. You can also turn on member feedback reminders so Flo Recruit will send automated emails to members to remind them to enter their feedback. The reminder emails go out 1 hour before, and then 30 minutes and 24 hours after the event.

Step 8: Confirmation Email to Candidates

This email will be sent immediately once a candidate registers, or if you manually add them to the event. This email type does not offer the ability to customize the timing and is always immediately after registration.

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.

Body- This is customizable, but a sample message is provided. This is where you can confirm their registration or if you are using the invite-only feature can let registrants know that you have received their interest in the event and they will receive a follow-up email to let them know if an invitation has been extended to them or not.

The labels at the bottom of the box for Candidate First Name, Candidate 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.

Invite-Only Emails to Candidates (Only if Invite-Only is turned on):

Approval Email to Candidates

This email will be sent to a candidate once you have approved their registration for your event.

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.

Body- This is customizable, but a sample message is provided. This is where you will let registrants know that their registration has been accepted, a spot has been reserved for them, etc.

The labels at the bottom of the box for Candidate First Name, Candidate 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.

Denial Email to Candidates

This email will be sent to candidates if their event registration is denied.

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.

Body- This is customizable, but a sample message is provided. This is where you will let registrants know that their registration has not been accepted and there, unfortunately, is not a sport available for them at your event.

The labels at the bottom of the box for Candidate First Name, Candidate 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 9: Reminder Email to Candidates

This is an email you can schedule to go out before your event to serve as a reminder and confirm the event details.

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.

Recruiter Notes- This message serves as the body of the email.

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

Step 10: Follow Up to Candidates

This is an automated email that you can set up to go out to the event attendees after the event.

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.

Body- This is customizable, but a sample message is provided. This is where you can thank them for attending the event and provide any additional information if needed.

The labels at the bottom of the box for Candidate First Name, Candidate 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 11: Outlook Calendar Invite to Members

If this email is turned on it will send the member a calendar invite when you add them to the event.

Step 12: Sending Candidates the Registration/Interest Link

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

If you have Invite-only turned on it will be an interest link that is created. Just like the registration link you would need to email the link outside of Flo Recruit to submit their interest in attending the event.

Step 13: Approving/Denying Registrations (Only if Invite-Only is turned on)

If you are using the invite-only feature you will need to go through the candidate interest submissions to approve or deny them.

In the Candidates section of the event Click Start Quick Review.

Next, you will scroll through each candidate and select approve, deny, or maybe.

As soon as you select Approve or Deny the associated email will be triggered if you have it turned on. If you select maybe an email will not be triggered and this allows you to have a list of candidates you want to go back to later and decide on.

Step 14: Inviting Members

Once the event has been created you will need to invite the members of the firm that you would like to participate in the event.

Click Invite Members. This will open a window where you can select all members you want to send the invite to

If you have the Outlook Calendar Invite to Members turned on it would be triggered by inviting members to the event.


Removing Candidates

If a candidate is no longer able to attend your event, you have the ability to remove them from the event. Simply select the trash can icon to the right of the candidate's name to remove them:

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