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 audience docid\ eqn6evlxlktzoero21svs 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 here docid\ eqn6evlxlktzoero21svs 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 https //app ashbyhq com/admin/organizational settings/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 events1 gifevents2 gif 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 docid 3divxm9wkfoqpom5c4ncb 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 docid 3divxm9wkfoqpom5c4ncb will help ensure compliance with some regulations (e g gdpr requires consent to be opt in) faq can i host both in person and virtual events? the feature supports in person and virtual events, allowing you to choose the format that best suits your needs h ow can i add custom fields to the registration form? in the form editor, you can add custom fields by selecting the "add field" option and specifying the field type and label what’s the best practice for adding the specific location of an event? today, we recommend adding specific location details to the confirmation email and registration footer can i specify a confirmation email to send out to attendees that register via my form? you can do this on the settings page for your event scroll to the bottom of the page where you will find the confirmation email settings dropdown use this to select an email template if an email template is not selected, attendees who register using your form will not receive a confirmation email within the confirmation email settings section, you can also opt to attach a calendar invite to your confirmation email switch on the attach calendar invite? option and you’ll be able to preview the contents of the ics file please note, if a candidate imports the ics file into their calendar and then clicks accept or decline on the event this will not be synced back to ashby if you’d like to give candidates the option to update their rsvp status, add the hiring event audience member’s rsvp link substitution token to your confirmation email template for your event updates made via the link will sync back to ashby the event description that is shared with candidates in the ics file cannot be updated once it's been sent to a candidate if updates are made to the event’s title or header or footer descriptions, only the ics files sent out moving forward will include the change what should i include in an email confirmation? include the details of the event, including the specific location and time include their registration details in case they’d like to reach out and update any information directly include logistics like how to let you know if they can no longer attend, where to park and who to contact with any questions are there event specific substitution tokens i can add to my email template to pull event information? yes, you can pull the following information using substitution tokens hiring event name the name of the hiring event hiring event location the location set in the location field of your event hiring event location description the location information set in the location description field of your event hiring event location type the location type as set in the location type field of your event hiring event date the date of your hiring event hiring event time the timezone, start time and end time of the hiring event (if set) hiring event start time the start time of the hiring event hiring event end time the end time of the hiring event hiring event timezone the timezone set in the hiring event details hiring event audience member’s time slot the time slot the audience member selected when registering for the event (if time slots are enabled for this event) hiring event audience member’s registration form submission the audience member’s registration form submission hiring event audience member’s rsvp link a link that the email recipient can use to update their rsvp status after they’ve registered any amendments to the rsvp status made here will update in ashby can i create a qr code for my event registration form? yes! if you create a custom slug within the settings tab of your event, you will then have the option to generate a qr code that you can add to your event marketing materials what does a private event look like? if you set an event to private, then only candidates that are invited (via adding to audience within ashby) are able to register for the event when accessing the registration page, users will only be asked to add their email address this is used to determine if the user has been invited if the user has not been invited, they will see a message saying that only those invited to the event can register if the user has been invited, once they have entered their email they will be able to complete the form and register as attending the event if the candidate is already registered, they’ll be informed as such after submitting their email address how do i check an attendee in for the event? navigate to the audience tab for your event and find the attendee on the list in the checked in? column, select yes for the user in question they’ll now be checked in and the timestamp will be recorded in the checked in at column h ow do i export a list of attendees and/or rsvps for my event? create a custom list report containing the attendee information you need for your event you will then be able to export this list for your records, or set up alerts if you’d like to receive notifications about attendees to create a custom list report, navigate to reports > build report and select the custom list report option below you can find the recommended report set up report type custom list subject event audience members filters event audience member’s hiring event (filtered to the event in question) columns/fields to show include information from the event’s registration form, along with the rsvp status 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 support\@ashbyhq com mailto\ support\@ashbyhq com to express your interest bulk adding candidates to events event reporting reminder emails