The first step to schedule your applicants for an audition/interview is to set up Scheduling Groups & Sessions!
IMPORTANT: If this is your first time using the schedule app, we recommend getting in touch with the Account Relations team to assist you: firstname.lastname@example.org
Before creating a session you will first need to create a Group that your Session(s) will belong to. Navigate to Schedule and select Scheduling Groups from the dropdown menu. Next, click on Add + to title and create a new Group.
To create a new Session, navigate to Schedule and select Sessions from the dropdown menu. Next, click Add + to open up the Session editor.
Session: Name your session (keep your sessions names unique so you can track them later)
Belongs to Group: Select the Group that this session belongs to
Adjudicators: All adjudicators who you want to view this session, or will be participating as an AuditionRoom adjudicator for this session, should be assigned here
Location: Location of the audition/interview (such as address or room number), optional
Session Start Time: Select date and time that the session will start. This should be the time of the first audition/interview slot (i.e. 3/10/2016 9:00am).
Session End Time: Select date and time that the sessions will end. This should be the time that your last audition/interview ends (i.e. 3/10/2016 9:00am).
Display Timezone: Timezone in which the session is taking place
Open Date: The date when applicants can start selecting their timeslots. If you are scheduling applicants, this should be the date that you want them to view the schedule.
Close Date: The date when applicants can no longer select their timeslots or make changes to their schedule. If you are scheduling for the applicants, set the close date the same as the open date.
Release Schedule Date: Scheduled and invited applicants will not be able to view the schedule until this date, optional
Timeslot Duration: The duration of each audition/interview in minutes. For block auditions in AuditionRoom, set the duration to the total length of the session in minutes.
Timeslot Break: The length of break time between each audition/interview in minutes. For no breaks, set this to zero (0).
Simultaneous Timeslots: The number of applicants that you will see per audition/interview. For one person auditions/interviews, this number should be set to one (1). For block auditions, set this number to the total applicants you can take for each audition/interview timeslot. For block auditions in AuditionRoom, set this number to the total applicants you can take for the entire session.
Allow Self-Removal: If enabled, it allows applicants to remove themselves from the scheduling group without approval from the organization.
Waitlist: If you want to allow students to put themselves on a waitlist when a session is full, check this. This is just a holding pen; applicants need to be manually scheduled if slots open.
Note: We recommend double-checking your sessions by heading over to "My Schedule."