Serendipitous Events give students the flexibility and freedom to move from room to room at their own leisure giving the feel of in-person career fairs/meet and greets. As an Admin, you can create and manage the event all within Flo Recruit. This article will walk you step by step through creating this event and will share tips to make the process easier for you.

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 Serendipitous Event button and then Click Create Event.

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 Description- This is an internal description for you and will show in the top left corner of the event summary 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.

You will need to enter the date of your event as well as the start and end times. With other networking events there is the ability to enter this information so your event is created as a draft but with Serendipitous events, you will want to enter the right date and time during the event creation process.

Enter in a registration deadline date and time for both employer registration and student registration. You have complete control over how registration is handled and the registration deadlines. For example, some of our clients choose to send out the registration link to employers first and collect their registrations, and then once the employer registration is closed, send out the registration link to students. Alternatively, you can send out both registration links at the same time and have them close at the same time. Either method works!

The supporting document section lets you select which documents (if any) you want to request from students for the employers to view.

Click +Add Document to be able to select a document to be requested from students during registration.

Next Click the drop-down to select which document type you want to request from the students. You will then select if the document is required and at what time it will become visible to the employers.

If you want to request multiple documents from students you will Click +Add Document and repeat the process until you have all of the documents set up.

Next, you have the ability to host an opening webinar before your networking event. This webinar can last up to an hour, and can be used for opening remarks, guest speakers, or welcoming attendees. This changes the start time of your event to the selected amount of time before the networking portion of your event begins.

This email would be sent to the employer immediately after they register for your event and will include the link to join the event. 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 Attendee First Name, Attendee 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.

This email would be sent to a student immediately after they register for your event and would include the link to join the event. 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 Attendee First Name, Attendee 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.

While there is a do not send option for this email type we do suggest that you ALWAYS have this email turned on to send. There is not a manually send later option as with other event types and through this email is how the employer would receive the link to actually join the event.

When- You have several options to choose from for the timing of this email.

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 employer attendees’ email above the event details and link to join the event.

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

While there is a do not send option for this email type we do suggest that you ALWAYS have this email turned on to send. There is not a manually send later option as with other event types and through this email is how the student would receive the link to actually join the event.

When- You have several options to choose from for the timing of this email.

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 event details and link to join the event.

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

Creating event rooms is part of the event creation process and we understand that you might not know how many rooms you will need to create yet due to not having the employer registrations. The system will let you click the Save/Next button and create your event without adding any rooms. You will have the ability to go back in at a later time and add the rooms.

There are two ways to add a room to the event the + Add a room button or the Add dropdown. The + Add a room button allows you to create an individual room.

You will enter a name for the room, the max capacity for the room, and a Room Description.

Room Name- For the room name you can enter whatever you would like but it would be helpful if it was the name of the firm. Because when student’s are in the event lobby they will be able to see all of the rooms and the room names.

Max Capacity- This is the maximum number of people that are able to join a particular room. This capacity includes both employer attendees and students. Currently, the maximum you can set for a room is 10.

Room Description- This is an optional field but can be a great place to include the names of the attendees from a firm. So for example, you could have the Room Name as the firm name and then the room description as the attorney name(s).

The Add drop-down allows you to add a single room or to Bulk add rooms.

Adding a single room works the same as using the + Add a room button as discussed above.

The bulk add rooms option allows you to create multiple rooms all at once.

It allows you to create up to 10 rooms at a time. (You could repeat this process if you need to have more than 10 rooms for your event.

You will then be able to view all of the rooms that you just created. It will give you the ability to edit Room Details so you can create the room name, room description, and change the capacity if needed. You can also assign a specific event attendee to each room. This is helpful so when the employer attendees join the event it will automatically take them to the room they are assigned to and they don’t have to try to find the correct room.

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

1. Have yourself or someone on your team register for the event using the student registration link. This will allow you to join the event as it is happening and have a live view of the event.

2. Check out our Serendipitous Guides for Employers and Students. You can share these articles when you send the registration links as it will walk them through the registration process and provide helpful tips for during the event.

3. Once employer registration is closed you will go into the room section of your event and make sure you have a room created for each of the employers.

4. Something to consider but is not necessary would be to create a room in the event specifically for your admin team. This would allow someone on your team to be in a room during the event so students or employers can pop in if they have any questions or experiencing any issues.

5. Monitor the event dashboard

During the event, you can keep track of how things are going and how many people are in each room.