Programs have the option to create follow up calendar events. This allows programs to invite applicants to schedule for multiple interview days. Programs can invite applicants to up to three (3) follow up interviews during the recruitment season.
- Access your program calendar by selecting “Calendar” from the upper menu bar.
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Use the arrows in the upper left-hand corner to scroll between months to locate your preferred follow up interview event day.
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Select the “Add Event” button in the upper left-hand corner. Alternatively, you may click on the box that corresponds to your interview date. The “Create Event” menu will appear.
- Select an event type from the drop down menu (2nd, 3rd, or 4th Interview)
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Enter a title in the corresponding field.
Note: Titles are standardized on the applicant side of the platform (displaying your program name and specialty to the applicant). This title is for internal use and will only be visible to your programs users and not applicants. -
Enter the event time by typing into the field or using up/down arrows.
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Enter the location in the corresponding field (this is optional)
- Thalamus is equipped with “Private/Hidden Events.” This is a feature specifically designed to accommodate an interview event that you wish to remain private/hidden from your general applicant pool. Applicants will not see the event on their Thalamus calendar unless you have manually scheduled them for this event.
- Select the event status. Open status will allow the applicants to self schedule into the follow up interview event. A closed event will appear on the applicant calendar, but will not show open positions.
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Waitlist - Determine whether the applicants can join the waitlist for an interview event, (additional information regarding the waitlist can be found here: Waitlist Setup. There are two options available:
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Enable - Allows applicants to add themselves to the waitlist. Notifications will be sent as interview slots are available.
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Disable - Prevents applicants from adding themselves to the waitlist.
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- The sign-up and cancellation locks will be set to your default global settings, set on the program profile page. These can be adjusted manually for each event and not effect the global settings.
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If a follow up interview event repeats over a series of weeks, you can use “Repeat Weekly”. This will create a follow up interview on the same day of the week for an assigned interval of time. To turn this feature on, slide the radio button in the corresponding row to the right. Select the days of the week for the event to repeat by clicking on the corresponding squares in the row. When selected, the circles will fill teal in color. Select the ending date by clicking on the calendar icon in the “Repeat Until” row. Use the calendar that appears to select your end date.
Note: If using this feature, you will not be able to edit groups of scheduled events. All individual events will need to be updated if there is any desired change to your calendar. -
To add a description to the event, enter the desired information into the "Event Description" box at the bottom of the "Create Event" screen. Text may be formatted using the formatting toolbar.
Note: Applicants will be able to see the description for the follow up interview event. You will also be able to view the description on your calendar after clicking on an event date. -
To add documents, click the “Add Attachments" button. Browse for the file on your computer. Select a file and click “Open.” It will instantly be attached to this event for applicants to view.
- Available positions are added in the “Scheduling Group/Tier Distribution Setup.” Select the down arrow at the right to expand the modal and edit the available positions.
Visit our Creating/Editing your Program Profile guide to set up Scheduling Groups, and our Tiering Applicants on your Applicant Dashboard and Assigning Scheduling Groups on your Applicant Dashboard guides for setting up Applicant Tiers and Scheduling Groups. -
Once all of your information has been entered and confirmed, select “Save” to create your follow up interview event. To discard the event, select “Cancel” or click outside of the “Create Event” box.
Note: The “Save” button will be inactivated until all required fields are completed. -
Once confirmed, your event(s) will appear on your calendar as a teal box. Private events will be designated by a green outline. You will know whether the event is a second, third, or fourth interview event based on the number in the lower right hand corner of the event box.
Once the calendar events have been added, you may now begin to invite your applicants to the additional interview events.
Prior to inviting applicants please be sure that scheduling groups and tiers have been applied to applicants and the distribution is set up in the calendar event.