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Adding and Managing Meetings & Events via the Text Engagement Calendar

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Overview

iCIMS' Text Engagement (formerly TextRecruit) users can add three different types of calendar items to their Text Engagement calendar for scheduling purposes, outlined below.
  • Meetings: Meetings are used to schedule private appointments or interviews directly with candidates or other users, or they can be used to block time on one’s own Text Engagement calendar.
  • Events: Events are used for public in-person events, university career fairs, etc., where candidates can register via a link to participate.
  • Virtual Career Fairs: Virtual Career Fairs (VCF) are used for public virtual events via Text Engagement and iCIMS’ Digital Assistant (formerly ARI) webchat, where candidates can register via a link to participate online in a virtual conversation.
    • Notes:
      • VCF require an additional account subscription; organizations that are interested in purchasing VCF functionality can contact their iCIMS account manager.
      • Organizations that have not purchased the VCF feature do not have this option available in their systems.
      • For more information on VCF, review the Creating and Using Virtual Career Fairs article.
This article outlines how Text Engagement users can add and manage meetings and events and is composed of the following sections:

Adding Meetings

This section outlines how to add private meetings to the Text Engagement calendar.
  1. From the dashboard, click Calendar on the left sidebar to open the Calendar page.
  2. From the Calendar page, click the Add Event button in the top right to launch the Add Calendar Item popup.
  3. From the popup, enter a Title for the meeting; there is a 50-character limit.
  4. Select Meeting from the Type dropdown.
  5. Enter the following required meeting details on the Details tab as follows:
  • Date: Enter the date for the meeting in the Date field. By default, Date is set to the current date.
  • Start: Enter the meeting start time in the Start field. By default, the start time is set to the start of the following hour. For example, if the user is adding a calendar item at 12:05 PM, the default Start is 1:00 PM.
  • End: Enter the meeting end time in the End field. By default, the end time is set to the start of the following hour plus one hour (i.e., a one-hour time slot). For example, if the user is adding a calendar item at 12:05 PM, the default End is 2:00 PM.
  1. Optionally update the following fields, as needed:
  • Recurrence: The meeting recurrence is set to Does Not Repeat (i.e., the meeting is scheduled only for the date and time selected) by default. Select a recurrence, if desired:
    • Repeats Daily: The meeting is scheduled every day at the time indicated in the Start and End fields, described above, starting on the date indicated in the Date field and continuing indefinitely.
    • Repeats Weekly: The meeting is scheduled every week on the same day of the week determined by the Date field. For example, if the Date field is set to 02/08/2021 (Monday), then a weekly recurrence will be scheduled every Monday at the time indicated in the Start and End fields, described above, starting on the date indicated in the Date field and continuing indefinitely.
    • Repeats Monthly: The meeting is scheduled every month on the same day of the month determined by the Date field. For example, if the Date field is set to 02/08/2021, then a monthly recurrence will be scheduled on the eighth day of every month (e.g., 03/08/2021) at the time indicated in the Start and End fields, described above, starting on the date indicated in the Date field and continuing indefinitely.
  • Users: Enter any Text Engagement users who will be invited to attend the meeting. The organizer is added by default. The organizer can be removed; however, at least one user must be added to the calendar item.
    • Users can remove themselves from the Users list by clicking the Clear (X) icon next to their name.
    • Users can add new Text Engagement users by clicking the field, typing the applicable user’s email address, and selecting the user.
    • Note: The Organizer is the user adding the meeting; this field cannot be modified.
  • Add Candidates: Enter any candidates who will be invited to attend this meeting, if any.
  • Add Description: If desired, add a description of the meeting to be sent to users and candidates; there is a 160-character limit.
  1. Click the SMS Reminders (Candidates) tab to view and/or modify the candidate reminders for the meeting. By default, two candidate reminders are selected. If desired, update the number of candidate reminders to only one reminder or zero (no reminders). Review the SMS reminders on the tab, and update the reminder time and/or text, if needed.
  2. Click the SMS Reminders (Users) tab to view and/or modify the user reminders for the meeting. By default, two user reminders are selected. If desired, update the number of user reminders to only one reminder or zero (no reminders). Review the SMS reminders on the tab, and update the reminder time and/or text, if needed.
  3. Click Save to add the meeting.

Adding Events

This section outlines how to add public events to the Text Engagement calendar.
  1. From the dashboard, click Calendar on the left sidebar to open the Calendar page.
  2. From the Calendar page, click the Add Event button in the top right to launch the Add Calendar Item popup.
  3. From the popup, enter a Title for the event; there is a 50-character limit.
  4. Select Event from the Type dropdown; this is the default.
  5. Enter the following required event details on the Details tab as follows:
    • Date: Enter the date for the event in the Date field. By default, Date is set to the current date.
    • Start: Enter the event start time in the Start field. By default, the start time is set to the start of the following hour. For example, if the user is adding a calendar item at 12:05 PM, the default Start is 1:00 PM.
    • End: Enter the event end time in the End field. By default, the end time is set to the start of the following hour plus one hour (i.e., a one-hour time slot). For example, if the user is adding a calendar item at 12:05 PM, the default End is 2:00 PM.
  6. Optionally update the following fields, if needed:
    • Recurrence: The event recurrence is set to Does Not Repeat (i.e., the event is scheduled only for the date and time selected) by default. Select a recurrence, if desired:
      • Repeats Daily: The event is scheduled every day at the time indicated in the Start and End fields, described above, starting on the date indicated in the Date field and continuing indefinitely.
      • Repeats Weekly: The event is scheduled every week on the same day of the week determined by the Date field. For example, if the Date field is set to 02/08/2021 (Monday), then a weekly recurrence will be scheduled every Monday at the time indicated in the Start and End fields, described above, starting on the date indicated in the Date field and continuing indefinitely.
      • Repeats Monthly: The event is scheduled every month on the same day of the month determined by the Date field. For example, if the Date field is set to 02/08/2021, then a monthly recurrence will be scheduled on the eighth day of every month (e.g., 03/08/2021) at the time indicated in the Start and End fields, described above, starting on the date indicated in the Date field and continuing indefinitely.
    • Users: Enter any Text Engagement users who should be invited to attend the event. The organizer is added by default. The organizer can be removed; however, at least one user must be added to the event.
      • Users can remove themselves from the Users list by clicking the Clear (X) icon next to their name.
      • Users can add new Text Engagement users by clicking the field, typing the applicable user’s email address, and selecting the user.
      • Note: The Organizer is the user adding the event; this field cannot be modified.
    • Candidate Limit: If desired, enter a different total number of candidates that can register for this event; the default is 50 candidates.
    • Add Description: If desired, add a description of the event to be sent to users and candidates; there is a 160-character limit.
  7. Click the SMS Reminders (Candidates) tab to view and/or modify the candidate reminders for the event. By default, two candidate reminders are selected. If desired, update the number of candidate reminders for this event to only one reminder or zero (no reminders). Review the SMS reminders on the tab, and update the reminder time and/or reminder text, if needed.
  8. Click the SMS Reminders (Users) tab to view and/or modify the user reminders for the event. By default, two user reminders are selected. If desired, update the number of user reminders for this event to only one reminder or zero (no reminders). Review the SMS reminders on the tab, and update the reminder time and/or reminder text, if needed.
  9. Click Save to add the event.

Viewing Existing Meetings or Events

This section outlines calendar display options that can be used to view existing meetings or events.

Calendar Display Options

The Calendar page displays all meetings, events, and virtual career fairs scheduled by users connected to the Text Engagement calendar.

Note: Unless a user has connected a Google or Microsoft calendar to their account, meetings that candidates have scheduled via the calendar link or through the Digital Assistant will also display on this calendar.

Users can choose from the following calendar display options in the upper right corner of the Calendar page.
  • List View: Displays a list of all meetings, events, and virtual career fairs that the user has scheduled or that they are invited to, organized by the following columns that highlight key calendar information:
    • Date & Time
    • Title
    • Type
    • Status (e.g., Ended, Upcoming)
  • Day: Displays the meetings, events, and/or virtual career fairs scheduled for the current day.
  • Week: Displays the meetings, events, and/or virtual career fairs scheduled for the current week.
  • Month: Displays the meetings, events, and/or virtual career fairs scheduled for the current month; this is the default Calendar page view.
Users can also navigate their calendar via the following options in the upper left of the Calendar page:
  • Today: Displays the current day, week, or month on the calendar; this is the default.
  • Back: Displays the previous day, week, or month on the calendar.
  • Next: Displays the next day, week, or month on the calendar.

Viewing Meeting or Event Details

The steps below outline how to view existing meetings or events.
  1. From the dashboard, click Calendar on the left sidebar to open the Calendar page.
  2. Search for the meeting or event using the available calendar display options, outlined later in this section.
  • Tip: Searching by title is available via the list view of the calendar, accessible via the List View button in the upper right corner of the Calendar page.
  1. From the Calendar page, click the title for the applicable calendar items. The View Calendar Item popup displays with relevant meeting or event details.
    • Note: To view SMS reminders, click the Edit (pencil) icon in the top right of the View Calendar Item popup.

Editing Meetings or Events

The steps below outline how to edit an existing meeting or event in the system.
  1. From the dashboard, click Calendar on the left sidebar to open the Calendar page.
  2. From the Calendar page, click the title from the list of calendar items. The View Calendar Item page displays.
  • Tip: Searching by title is available via the list view of the calendar, accessible via the List View button in the upper right corner of the Calendar page.
  1. Click the Edit (pencil) icon in the upper right corner of the View Calendar Item page; the Edit Calendar Item popup displays.
  2. From the popup, edit any details or reminders, as applicable.
  3. Once the desired changes have been made, click Save to update the meeting or event.

Canceling Meetings or Events

The steps below outline how to cancel a meeting or event from the Text Engagement calendar.
  1. From the dashboard, click Calendar on the left sidebar to open the Calendar page.
  2. From the Calendar page, click the title from the list of calendar items. The View Calendar Item page displays.
  • Tip: Searching by title is available via the list view of the calendar, accessible via the List View button in the upper right corner of the Calendar page.
  1. Click the Cancel (trash can) icon in the upper right corner of the View Calendar Item page; a confirmation popup displays.
  2. Click Yes to cancel the meeting or event and remove it from the Text Engagement calendar.
TitleAdding and Managing Meetings & Events via the Text Engagement Calendar
URL NameAdding-and-Managing-Meetings-and-Events-via-the-Text-Engagement-Calendar
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