Creating Social Events on your Calendar

The Thalamus calendar allows programs to create as many social events as they would like, and to control the scheduling of those social events through its existing calendar settings options.

Applicants can be assigned to multiple social events. Applicants are able to sign up for as many social events as there are spots available for them.

  1. Access your program calendar by selecting “Calendar” from the upper menu bar.

  2. Use the arrows in the upper left-hand corner to scroll between months to locate your preferred social event day. 

  3.  Select the “Add Event” button in the upper left-hand corner.  Alternatively, you may click on the box that corresponds to your interview date. Prog_Social_1.jpg

  4. The “Create Event” menu will appear.Prog_Social_2.jpg

  5. Under “Event Type” select “Social Events” from the dropdown menu.

  6. 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.

  7. Enter the event time by typing into the field or using up/down arrows.

  8. Enter the location in the corresponding field (this is optional)
    Note: you will be able to utilize the Thalamus Video platform for social events by building a schedule in the itinerary builder. If hosting an event in the Thalamus Virtual Interview platform, there is a limit of 50 attendees per video room.Prog_Social_4.jpg

  9. Thalamus is equipped with “Private/Hidden Events.” This is a feature specifically designed to accommodate a social 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. 
  10. Select the event status. Open status will allow the applicants to self schedule into the social events. A closed event will appear on the applicant calendar, but will not show open positions.
  11. 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.
  12. If a social event repeats over a series of weeks, you can use “Repeat Weekly”.  This will create a social event 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.
    Note: If using this feature, you will not be able to edit groups of scheduled social events. All individual events will need to be updated if there is any desired change to your calendar.

  13. 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.

  14. 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.

  15. To add a description to the social event, enter the desired information into the "Event Description" box at the bottom of the "Create Event" screen.

  16. Text may be formatted using the formatting toolbar. 
    Note:  Applicants will be able to see the description for the social event.  You will also be able to view the description on your calendar after clicking on an event date.Prog_Social_5.jpg

  17. 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 social event for applicants to view.

  18. Available positions are added in the “Track/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 Tracks, and our Tiering Applicants on your Applicant Dashboard and Assigning Applicant Tracks on your Applicant Dashboard guides for setting up Applicant Tiers and Tracks.
  19. Once all of your information has been entered and confirmed, select “Save” to create your social event(s).  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.Prog_Social_6.jpg

  20. Once confirmed, your social event(s) will appear on your calendar as a purple event box.  Private events will be designated by a green outline and the event box will change to teal.
    Note: The waitlist is automatically disabled for social eventsProg_Social_3.jpg

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