Events
The Events feature simplifies the organization of hiring events, providing tools for audience management, event detail customization, and registration. It supports both in-person and virtual events and allows for attendee tagging and custom emails.
Events are available on the Plus and Enterprise plans:
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
❌ | ❌ | ✅ | ✅ |
Events overview
Events is a powerful tool designed to streamline the organization and management of your hiring events. From small-scale meetups to large career fairs, this module offers a suite of features to enhance both the organizer's and the candidate's experience.
Accessing events
Navigate to the Sourcing section and select the Events option to view your upcoming and past events dashboard. See event metadata, including the title, audience size, creator, and start time at a glance.
Create a new event
Click the New Event button in the top right corner to create a new event.
Fill in essential details, including the:
- Internal Name (this name is not shown publicly and is for your team’s reference)
- Name
- Visibility (public or private)
- Source
- Date
- Time
- Timezone
- Location Type (physical or virtual)
- Location
- Location Description
Customize your event
Each event has a home page where you can access and edit the audience, event details, registration page, and more.
Audience
On the Audience tab, you can view a list of attendees. You can take individual and bulk action on this page.
More on managing your audiencemanaging your audience below.
Settings
Basic Info & Event Details
Event details event and registration information can be configured on the Settings page. Modify basic event information and update the URL slug for the event if needed here.
If you’d like to send out an invitation email automatically to candidates when you add them to your event audience (either individually or in bulk from a project), you can select an email template via the Invitation Email Template dropdown. Once an email template has been selected, you will have the option to preview it too.
An event can only have one URL at a time. If you update the URL slug for your event, any links that reference the old slug will no longer work.
You can also specify an email template to send as a confirmation email when attendees register to attend the event. More on this herehere.
Registration Page Info
In this section of Settings, you can amend the public name of your event, view the registration form and add a header and footer description.
The description header appears above the title, date, and location on your event's registration page. The footer appears below the title, date, and location.
Forms
Like other Ashby forms, you can customize the questions that your attendees see when registering. These responses can be found on the Forms tab of their lead/candidate profile and embedded in the registration email using the Hiring Event Audience Member's Registration Form Submission token.
When editing the form, you can add the following field types:
- Short Answer Single line of unformatted text. LinkedIn url responses will be auto-populated on the candidate's profile.
- Long Unformatted Answer Multiple lines of unformatted text.
- Phone Only domestic or international phone numbers.
- Email Only valid email addresses.
- Multiple Choice Select a single option.
- Checkboxes Select multiple options.
- Date Only dates that can be selected via a date picker.
- Yes/No Yes, no, or, if not required, no answer.
- Number Only allows whole numbers (e.g. 1) or decimals (e.g. 1.5).
- Candidate's location Set the candidate's location. Can only be added once to a form.
- Other location Allow another location to be added to the referral.
- URL A clickable link to a website.
- Candidate's Education History See the candidate's education history. Can only be added once to the form.
When adding the candidate's education history field to your form, you will be able to specify the information asked for. You can opt to include or exclude the school, degree, field of study, start and end date fields as needed. Check the Allow multiple entries checkbox to allow those completing the form to add multiple qualifications. You can also set a minimum and maximum number of entries using the Min and Max fields.
Information added to this field will always complete the Education section of the candidate's profile.
- Resume Upload a single file and set it to the candidate's resume field. Can only be added once to a form.
Time Slots
Configure time slots if you’d like to require candidates to select a specific time when registering. Switch on the Enable Time Slots? option then click + Add Time Slot to add in a new time slot. You can also add a registration limit for each time slot if you have a limited number of spaces.
Other options
- Preview the registration page by clicking View Registration Page This page is styled using elements from Theme.
- Archive past events by clicking the More button.
Manage your audience
Click Audience to view and modify the list of registered attendees, their RSVP status, and check-in status.
Take individual and bulk actions on your event list, including:
- Adding attendees
- Consider attendees for an existing job
- Add attendees to an existing project
- Add tags to attendees’ candidate profiles
- Removing attendees from the event
- Email attendees (supports custom and template emails)
If you have an invitation email configured as part of your event settings, use the Send Invitation Email? checkbox to determine whether an invitation email should be sent or not when adding attendees to your audience.
You can click on a specific attendee to access their lead/candidate profile.
Event best practices
To get the most out of the Event feature, we recommend a few best practices to create an excellent experience for your attendees. Reach out to your Customer Success contact for more recommendations!
Reach out to your audience ahead of the event
Use the bulk email feature to update your audience ahead of the event. This can be used to send reminders, logistical changes, and to get them excited about what’s upcoming.
Gather feedback after the event
After an event ends, we recommend gathering feedback from the attendees. This information is useful for improving future events and gathering quotes for future marketing collateral. Use the Candidate Experience Surveys feature to gather NPS ratings for your events.
Ask your audience if they’d like to be added to your mailing list for future events
Even if you don’t move forward with candidates, you can keep them interested in future events and opportunities through mailing lists. Asking for their permission to be added to such mailing lists upfront via the Candidate Experience Surveys will help ensure compliance with some regulations (e.g. GDPR requires consent to be opt-in).
FAQ
Troubleshooting common issues
- Issue: Page Not Found
- Solution: Ensure the event is not archived and the URL is correct.
- Issue: Email Confirmations Not Sent
- Solution: Check if the confirmation email feature is enabled and the template is correctly configured. If you can see the purple Enable button the template is currently disabled.
Upcoming feature improvements
The following improvements are already on the roadmap for this feature; if you’re interested in something specific, please get in touch with your Customer Success contact or [email protected] to express your interest.
- Bulk-adding candidates to events
- Event reporting
- Reminder emails