Below is the process to reschedule a Career Night if recruits have booked for the event that needs to be cancelled. Note that this process is for Market Center Sites 3.0, and it also applies to other appointments within the system.
STEP 1: Review Your Info Session Calendar #
Make sure your Info Session calendar(s) have plenty of future dates recruits can book themselves onto before proceeding. Add future dates if needed. If this is a one-to-one appointment, you can most likely skip this step as you set your weekly availability rather than using date-specific events.
IMPORTANT: Do not yet delete the Info Session you are cancelling. There is one step we need to complete before doing that.
STEP 2: Tag Registered Recruits #
Next, we will want to tag recruits that registered for the info session you are cancelling so they get notified of the cancellation.
- Go into Contacts, select “Advanced Filters” in the row above your contact list and type in “info sess” in the filter search field.
- In the options that appear, select “Info Sess. Reg. For” > “is” > “on” > Select date you need to cancel
- Select Apply to filter the list.
- Bulk select the filtered list.
- Click “add tag” along the top and start typing “cancel info session” (select that tag when it appears)
- Apply the tag.
AUTOMATION FYI: Applying the “cancel info session” tag will add these recruits to a “cancel info session” automation that does the following:
- Tag application of “cancel info session” immediately adds these recruits to the automation
- Sends email and text notifying of cancellation
- Finds opportunity and moves it to “no showed/canceled”
- Gets added to “no showed/cancelled” automation
- “No showed/cancelled” automation emails recruits prompting them to re-schedule
STEP 3: Remove Cancelled Session #
Now you can safely remove your Career Night or Info Session event in the applicable calendar.
STEP 4: Invalidate Attendance #
Note that you will still need to deal with Attendance within the system. For this, we recommend taking attendance but rather than selecting “Cancelled,” instead select “Invalid.”
The “Invalid” status isn’t attached to any specific action within the system, so it simply helps you keep attendance clean.
