Manually Scheduling, Removing or Blocking Applicants in Social Events

Manually Scheduling Applicants

Thalamus allows programs to manually schedule applicants to interviews, interview waitlists, and social events.

1. Navigate to your applicant dashboard by selecting “Applicants” in the upper menu bar.
2. Select the “Social Events” tab at the top of the applicant list.
3. From the table on the left, select the event you wish to schedule by using the dropdown menu labeled “Select Social Event”
4. Locate the applicant that you will manually add to a social event from the table on the right. You can filter this table to narrow down the applicant list.
   NOTE: An applicant MUST be invited to appear on the list in the “Social Events” tab. They can be added to a social event prior to scheduling an interview.
5. Select the 3-dot menu next to the applicant's name. In the menu that appears, select “Add to Social Event”
6. A confirmation modal will populate to confirm that you want to assign this applicant to the selected social event.
7. The applicant will now appear in the Social Events table on the left.
8. To bulk schedule multiple applicants to an event, select the box next to each applicant you wish to schedule.
9. Select the “Actions” button on the upper right side of the screen. In the menu that appears, select “Add to Social Event”.
10. A confirmation modal will populate to confirm that you want to assign these applicants to the selected social event.

    NOTE: When attempting to bulk add applicants to an event the system will only schedule the number of applicants that matches the number of available positions. Be sure to double check the available positions before bulk scheduling into an event.

11. You can force assign applicants into a social events by following the steps above to add an individual applicant, and turn the “force assign” toggle on.

Removing an Applicant from a Social Event

1. In the applicant dashboard, select the “social events” tab. In the social events table on the left, use the drop down menu to select the social event you wish to remove an applicant from.
2. To remove an applicant from the social event, select the 3-dot menu next to the applicant name.
3. In the menu, select “Remove from Social Event”.
4. In the confirmation modal that appears, select whether you wish to leave this position open to other applicants or if you wish to remove this position.
5. Removing the applicant from an event will trigger the social event cancellation email template. If you do not have a customized template created, the default system template will be sent.

Blocking an Applicant From Social Events

A program may choose to block certain applicants from attending social events. This will not prevent the applicant from signing up for, or attending an interview.

1. From the applicant dashboard, select the “Social Events” tab at the top of the applicant list.

2. From either table, select the 3-dot menu next to the applicant name you wish to block.

3. In the menu that appears, select “Block from Social Events”.

4. After confirming this action, the applicant name will remain in the list with a red-highlight and a notation that they have been blocked from social events.
   NOTE: This will remove an applicant from any scheduled events that have not been completed.

5. Blocking an applicant from social events will trigger the social event cancellation email template for any events they were scheduled to attend. If you do not have a customized template created, the default system template will be sent.

6. To unblock an applicant, select the 3-dot menu next to that applicant’s name and select “Unblock from Social Events”.
   NOTE: The applicant will NOT be added back into previously scheduled events after they have been unblocked.

Marking an Applicant as “Missed”

1. In the applicant dashboard, select the “social events” tab. In the social events table on the left, use the drop down menu to select the social event that was missed. You may also leave this set to “all events” and select the applicant name from here.
2. To mark an applicant as “missed” for this event, select the 3-dot menu next to the applicant name.
3. In the menu, select “Missed Event”.
4. In the confirmation modal that appears, select whether you wish to allow the applicant to reschedule into another open event, or you can choose to not allow the applicant to reschedule this missed event.
   NOTE: If you select not to allow the applicant to reschedule, they will remain on the calendar for any existing events that they have already been schedule for.