Event Manager User Guide

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2x BrassRing
Event Manager
User Guide
February, 2012
343 Winter Street | Waltham MA | 02451 | United States | Tel: 781.530.5000

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About Kenexa
Kenexa is a leader in building the world’s greatest workforces. Using the unique combination of
software, science and business process optimisation, Kenexa helps organisations hire and retain
a more productive workforce. We take great pride in being the only company in the world to offer
these combined services, which ultimately link human resource processes to business outcomes.
We believe that no matter who they are, or what part of the world they live in, people define
themselves by the work they do. When people are in jobs they love and are in environments that
maximise their potential, they are not only more productive employees, they are better parents,
friends, partners and neighbours. It’s the core of our mission, our passion and our purpose - globally
serving humanity everyday.
Kenexa
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Table of Contents
Overview.......................................................................................................................................................... 4
Access and Navigation .................................................................................................................................. 5
Event Manager Access Bar......................................................................................................................... 5
Event Display Information ............................................................................................................................. 7
Scheduled Events ....................................................................................................................................... 7
Event Summary ........................................................................................................................................... 9
Event Search ............................................................................................................................................. 10
Event Roster ............................................................................................................................................. 10
Assigning Candidate Outcomes .................................................................................................................................................. 11
Event Configuration ..................................................................................................................................... 12

Template and Non-Template .................................................................................................................... 12
Existing Events as Templates ................................................................................................................... 12
Event Series .............................................................................................................................................. 13
Entering Event Configuration Details ........................................................................................................ 13
Multi-language Feature................................................................................................................................................................ 13
Configuring the Event .................................................................................................................................................................. 14
Event Change Notifications ......................................................................................................................................................... 18
Candidates .................................................................................................................................................... 19
Unscheduled Candidates .......................................................................................................................... 19
Scheduled Candidates .............................................................................................................................. 20
Candidate Search ..................................................................................................................................... 20
Integrating Candidates .............................................................................................................................. 22
Talent Record Option .................................................................................................................................................................. 22
Requisition Folder Option ............................................................................................................................................................ 23
Event Batch ................................................................................................................................................................................. 24
Event Invitations .......................................................................................................................................................................... 24
Candidate Registration ................................................................................................................................................................ 24
Tracking Candidates .................................................................................................................................... 26

Candidate Menu .......................................................................................................................................................................... 26
Event Roster ................................................................................................................................................................................ 26
Reports .......................................................................................................................................................... 27
Event Activity Report ................................................................................................................................. 27
Candidate Results Report ......................................................................................................................... 28
Advanced Functionality ............................................................................................................................... 29
Adding Assessors ..................................................................................................................................... 29
Search by User Type ................................................................................................................................................................... 29
Search by User Name ................................................................................................................................................................. 29
Search by User Type ................................................................................................................................................................... 29
Adding non-2xB assessors .......................................................................................................................................................... 30
New Assessor Fields ................................................................................................................................................................... 30
Adding Assessor Specialities ...................................................................................................................................................... 30
Copyright Kenexa 2012 Event Manager User Guide |2

Configuring Email ...................................................................................................................................... 30
iCalendar Files............................................................................................................................................................................. 30
Sending Invitations and Emails ................................................................................................................................................... 31
Sending Invitations ...................................................................................................................................................................... 32
Editing Messages Hyperlink (Optional) ....................................................................................................................................... 33
Sending Emails............................................................................................................................................................................ 36
Viewing Candidate Email History ................................................................................................................................................ 38
Appendix A - Event Manager Schedule Build Messages ......................................................................... 39

Schedule Build Error Messages ................................................................................................................ 39
Room Errors and Warnings ......................................................................................................................................................... 39
Assessor Errors and Warnings .................................................................................................................................................... 40
Parallel Activity Group/Can Repeat Errors .................................................................................................................................. 41
Parallel Activity Group/Can Repeat Warnings ............................................................................................................................. 43
Other Errors and Warnings.......................................................................................................................................................... 44
Error: Time slot [TimeslotName] contains no activities. Schedule not built for time slot. ............................................................ 45
Index .............................................................................................................................................................. 46
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Copyright Kenexa , 2012. All Rights Reserved 3
Overview
Kenexa 2x BrassRing® Event Manager is a workflow application integrated with 2x BrassRing (2xB) that
helps users create events and automate scheduling for event participants. Event Manager users can create
events, assign activities to those events, automate email communication to event participants and track
participants’ progress throughout the event.
As a user of Event Manager, you can:
 Create new events and activities
 View existing events and events in process
 Structure and automate email communication for event participants
 Assign candidates and assessors to events and activities
 Automate the candidate invitation, registration and confirmation process
 Schedule simultaneous activities within events
 Use 2xB HR candidate statuses to integrate candidates into event workflows
 View tracking information for candidates and events
At any time during the creation process users can view and edit event information if an event configuration
does not meet your requirements or if your event requirements change.
Event Manager Administrators assign user privileges. This guide outlines the most commonly used Event
Manager functions. Because administrators determine user event creation privileges, user configuration
options vary for each user.
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Access and Navigation
Access to Event Manager is through the 2xB portal. In Event Manager there are three main user
functionality areas: Event, Candidate and Reports. These three areas are accessible through dropdown
menus on the Event Manager Access Bar
Event Manager Access Bar

The Events dropdown menu allows users to view detailed information on past, current and future events.
Refer to Event Display Information.
The Candidates dropdown menu allows users to view scheduled and unscheduled candidates, to perform
candidate searches and to integrate candidates into Event Manager’s workflow. Refer to Adding Candidates
for procedural information. The Report dropdown menu allows users to generate reports for event activity or
candidate results and offers a variety of search and filter options. Refer to Event Manager Reports for
procedural information.
Use the following steps to access Event Manager and to learn about navigating within the Event Manager
application.
To access Event Manager via the 2xB portal:
1. Log into 2xBrassRing portal.
2. Select > Candidates > Event Manager from the 2xB Access Bar.
Note: User privilege settings determine landing page and subsequent displays. The
following display options may not be visible to all users.
For most users, the Event Summary is the Default display screen. Drawing from existing events, the Event
Summary screen displays summary information on past, present and future events. You can search the
existing event records using the search button on the lower right corner of the screen and adjust display
options using the Display > Edit Columns in the Actions/Features/Display menu.
You can also search the existing template records by displaying the Event Template column using Display >
Edit Columns in the Actions/Filter/Display and using the search button.
Note: Use Control + Click to follow hyperlinks. Use ALT+LEFT ARROW to return.
The Access Bar and Actions Menu are the navigational elements within Event Manager. The following
figure outlines the location of these navigation elements and the following table describes each
element’s function. The Access Bar is located across the top right of the screen and the Actions Menu
is located on the left-hand side of the screen.
Note: Clicking the column heading in any Event Manager sorts the column in either
ascending or descending order.
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Navigational Elements in Event Manager
Access Bar Hover over the Access Bar button to display dropdown menu choices.
Menu options are: Events/Candidates/Report/Help/Log Off
Actions Menu List actions available for each particular option in Event Manager.
Possible Action choices are: New/View/Edit/Save as New/Save as
Template/Copy/Delete/Lock/Unlock/Show inactive. Not all options are available in all
configuration categories.
Action Menu Choices Event Summary, Scheduled Events and Event Search
(Select events using the radio button)
New Allows creation of a new event
View Views selected event configuration
Edit Select event to edit event configuration
Save as New Select event to save as a new event configuration
Save as Template Select event and save as a new event template
Copy Copies selected event
Delete Deletes selected event
Lock Manually locks candidate event registration. Candidates cannot
register, reschedule or cancel from registration screen. Event
team members can still make changes.
Unlock Manually locks candidate event registration. Candidates can
(temporarily or permanently) register, reschedule or cancel from
registration screen. Event team members can still make
changes.
Actions Menu on Event Roster is a dropdown menu and choices are: Open Event
Form/Reschedule/Finalise/File to Folder/File to Req/View Talent Record/Print. Refer
to Event Roster for detailed information.
In the Event Summary screen, the Actions Menu access is through the dropdown
menu on the right. See Event Summary Display.
The Actions Menu is a dropdown menu on the Events Summary and Event
Roster screens.
Note: System > General settings determine default landing page and subsequent
displays. System > Privileges settings determine event display information access.
The following display options may not be visible to all users.

Event Display Information
The Events dropdown menu allows users to view detailed information on past, current and future events.
The Events Menu dropdown menu offers four event display options:
Scheduled Events
The Scheduled Events display lists all scheduled events a user can access.
Event Summary
The Event Summary display is the default landing page listing all events a user can access within a
configured default date range. For example, if the default date range is set to one month, the user only
sees events they have access to within that month. Use the Filter > Date Range option on the
Actions/Filter/Display access bar to change the date range.
Event Search
The Event Search display allows users to filter and search accessible events.
Event Roster
The Event Roster display lists all candidates scheduled for events within the default date range of today.
For example, upon initial viewing the user sees only candidates scheduled for today. Use the Filter > Date
Range option on the Actions/Filter/Display access bar to change the date range.
Note: System Privileges settings determine the landing page and subsequent displays.
The following display options may not be visible to all users.
Scheduled Events
The Schedule Events screen lists all the events each individual user can access. Users can access and use
the options in the Actions Menu as well as a variety of sort and navigation options as outlined in the
following table.
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Event Menu Display Screen – Scheduled Events
Scheduled Scheduled Events can be filtered solely by location, event owner or event status, or users
Events can use any combination of search choices. The sort option bar is located on the top left-
hand corner of the screen above the scheduled events listing.
Use the dropdown list box above the event list to sort events by:
Location: Location
Owner: Event owner
Status Event status
The sub-menu above the scheduled events listing shows:
Excel icon: Allows data to be exported to Excel
Event Info Displays the number of events in list out of the total number of events
Pages Total number of pages of Scheduled events
Current Page Dropdown list box allows immediate navigation to any page number
Records per page Number of records displayed per page
Arrow icons Arrows allow users to scroll pages one by one or to jump to the end of
the event listings.
The Actions menu bar options:

New Creates a new event
Edit Opens the event configuration screen for the selected event.
Save as new Creates a new event based on the selected event’s settings
Save as template Creates an event template based on the selected event.
Delete Removes the event from the system. You must remove candidates
before removing the event.
Lock Manually locks the candidate registration page for the event which
prevents candidates from registering, rescheduling or cancelling
through the self-scheduling screens.
Unlock Manually locks the candidate registration page for the event that
candidates submit, reschedule and cancel registrations through the
self-scheduling screens.
On the Scheduled Events screen, you can use the event Lock and Unlock features. Locking an event means
candidates can’t register, reschedule or cancel from the registration page. Registration locking can be
automatic if configured for the event, but this action manually locks the event. Unlocking an event allows
candidates to temporarily or permanently register, reschedule or cancel from the registration page.
Unlocking an event is useful in situations when candidates cancel or reschedule and you want to allow more
candidates to fill these empty slots. When events are locked, event team members can still make changes.
Scheduled events can also be filtered by Location, Owner or Status. See the following figure for location of
these filter options.
Hyperlinked content contained in the Scheduled Events columns can access additional event information.
See the following table for additional viewing options:
Scheduled Events – To Open and View

Click Column Values (Content)
Confirmed Assessors, Maximum Candidates Event Configuration (edit) screen
and Slots Remaining columns to
Confirmed Candidates, Absent Candidates, Event Roster
and Attended Candidates
Hyperlinked Event Name Event Schedule
On the Scheduled Events screen, users can use the radio button to select an event and click the Actions
Menu View option to display any event, assessor, candidate or room schedule.
To view detailed event schedule information on events in the Scheduled Events list:
1. Select an event by clicking on a radio button next to the event.
Click View on the Actions menu.
Use the radio button on the top left to select an Assessors or Candidate view of the Event Schedules. The
information display can also be exported to Excel or in a PDF format.
The View screen can also be accessed by clicking on the hyperlinked event name in Scheduled Events.
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Event Summary
The Event Summary default landing page displays all events a user can access within a configured default
date range. Users can adjust the Event Summary display to reflect the event information they need using the
options on the Actions Menu or on the Actions/Filter/Display dropdown menus. Users can create new events
using the New option on the Actions Menu. Users can view event schedules by clicking on a hyperlinked
event name in the Event Name column.
The lock feature on the Actions/Filter/Display menu locks an event. Locking an event means candidates
can’t register, reschedule or cancel from the registration page. Registration locking can be automatic if
configured for the event, but this action manually locks the event. Unlocking an event allows candidates to
temporarily or permanently register, reschedule or cancel from the registration page. Unlocking an event is
useful in situations when candidates cancel or reschedule and you want to allow more candidates to fill
these empty slots. When events are locked, event team members can still make changes.
Note: Use Ctrl + Click to follow hyperlinks. Use ALT + LEFT ARROW to return.
Event Menu Display Screen – Event Summary

Event Summary offers a Select All Option which is a tickbox in the header row of the column
Event listings. Ticking this box selects all events in the event summary list.
Summary The Actions/Filter/Display choices are located under the Access bar.
Actions/Filter/Display
Actions: New/View/Edit/Save as New/Save as Template/
Delete/Lock/Unlock/. New events are configured using the New
option.
Filters: Date Range/Event Type/Event Location/Event Status
Display: Edit Columns/Edit Time Zone
Edit Columns controls column display for Scheduled Events, Event
Search and the default settings on Event Summary. Dependent on
user privileges/administrator settings, you can drag and drop selected
columns to display.
In the lower right-hand corner there are two fields:
Records The number listed in the Records field represents the number of
displayed events.
Search: Search button in lower right-hand corner activates a search option
which can be used simultaneously with filters or can perform an
advanced search within search results.
Clicking the hyperlinked numeral in the Confirmed Candidate column accesses detailed
candidate information.
Clicking the Search button in Event Summary displays a pop-up dialogue box. You can search with or
without a filtering option. Search name results display in this type of dialogue box and the search event
result displays on the screen.
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Event Search
The Event Search screen allows users to search all events using a variety of options. Users can use one,
a multiple or all of the search fields to search for an event. Users can then use the radio button to select
events in the search results and perform actions available in the Actions Menu.
Event Menu Display Screen – Event Search
Event Search Event Search screen has an Action menu and search fields.
Action Menu Choices:
Actions: View/Edit/Save as New/Save as Template/Delete
Search Fields
Event Type Event template type
Programme Programme type
Owner Owner name, also known as the event team leader.
Business Group Group name
Status Event status
Event name
contains Enter known text
Date Range Use calendar icons to delineate date range
Region Select region
Recruiter Select recruiter name
Business area Choose business area
Location contains Enter known text
Make Field choices and click the Search button
Event Roster
The Event Roster screen provides detailed information on candidates scheduled for events and also
candidate management tools. The Event Roster’s default display date is dynamically set to display today’s
date but you can edit the date range using the Filter > Date Range option on the Actions/Filter/Display
access bar.
The Actions/Filter/Display menu in the Event Roster screen offers other candidate management options. On
the Actions menu, users can open a candidate’s internal event form, finalise a candidate, file a candidate to
a folder or requisition, view talent records and print CVs. Internal event forms are system-generated forms
created for both manually and self-registered candidates. The internal event form is typically used as an
internal information and interview form. Candidate finalisation is the last step in the recruitment process.
Once a candidate is finalised, their status cannot be changed. Filter options included the ability to filter
candidates by status, as well as event type or location. The Display menu offers editing of time zone and
column display.
Users can also assign outcomes using the Event Roster screen. Refer to Assigning Candidate Outcomes.
If Candidate Facing Forms are enabled in the System > General settings by an Event Manager
Administrator, users can hover over the candidate name in the Event Roster screen to view a synopsis of
the information provided on the Candidate Facing Form.
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Event Menu Display Screen – Event Roster
Event Roster Event Roster offers a Select All Option checkbox in the header row of the column listing.
Ticking this box selects all candidates in the event roster list.
Actions/Filter/Display
The Actions options: Open Event Form/Reschedule/Finalise/File to Folder/File to
Req/View Talent Record/Print
Open Event Form Opens the internal event form.
Reschedule Reschedule candidate
Finalise Finalise candidate
File to Folder Moves candidate record to specified folder
File to Req Assigns candidate record to specified requisition
View Talent Record Opens candidate’s talent record
Print CV Prints candidate CV
The Filter options Filters
Date Range/Candidate Status/Event Type/Event Location
The Display options: Edit Columns/Edit Time Zone
Edit Columns controls column display for the Event Roster.
Dependent on user privileges and administrator settings, you can
drag and drop selected columns to display.
In the lower right-hand corner there are two fields:
Records The number listed in the Records field represents the number of
displayed events.
Search: Search button in lower right-hand corner activates a search option
that can be used simultaneously with filters or can perform an
advanced search within search results.
Hyperlinked content contained in the Event Roster columns can access additional event information. See
the following table for additional viewing options:
Scheduled Events – To Open and View
Click Column Values (Content)
Event Name Event Schedule
Candidate Name Candidate Record
Requisition Quick Search Page for the Requisition
Assigning Candidate Outcomes

Users can manage candidates directly by assigning outcomes to each candidate using the dropdown arrow
in the Candidate Status column. Users can change outcomes and click Save to update a candidate’s
records.
To change a candidate’s outcome:

1. Select a candidate using the dropdown arrow next to the candidate name.
2. Select an outcome using the dropdown list box.
3. Click Save to save the candidate’s outcome.
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Event Configuration
Events can be created in a number of ways in Event Manager. You can create totally new events without
using a template, using a template or using an existing event as a template. Privilege settings determine
event creation access, so check with your Event Manager Administrator to confirm your privilege settings.
During event configuration, users define the event structure by assigning event variable to events. Event
variables can include dates, times, candidate registration pages, email messages, anything that affects the
event workflow. At any time during the event creation process, you can save your event and view it using
any of the Event Display Options. A recommended practice is to build your event schedule always using the
event schedule page after creating and saving your event.
Follow the Template and Non-Template procedure to create events using a template or without using a
template. To create an event using an existing event as a template, see Existing Events as Templates.
Note: User type privilege settings determine event display screens and event
configuration options. Confirm your user type and access permissions with your Event
Manager Administrators.
Template and Non-Template

You can create events using a template or without using a template. Event Manager Administrators create
templates to structure and define the configurable elements for each event type. Templates establish
structure, ensure consistency and save time when users create events. Creating an event without using a
template allows you to define all the variables for an event. Creating an event using a template allows you to
define only the event variables allowed by the Event Manager Administrator.
This section of the procedure creates an event without using a template. To create an event using a
template, follow this procedure and choose the template type when prompted in Step 4.
On the Event Summary screen:
1. Click New on the Action Menu.
2. Leave the template field blank if you are not using a template.
3. Use the radio button to select whether the event is a series (Yes) or one of a kind (No). If this is a series
refer to Event Series.
4. Click Continue.
The Events: New Event screen displays the Event Configuration screen.
Continue configuring your event using the instructions in Entering Event Configuration Details.
Existing Events as Templates

You can also create new events using existing events as templates. Once created and saved, you can
assign event activities and assessors and create email communications for event participants. Using existing
events as templates allows you to reuse previously configured events and edit the event details as
necessary. Using this feature does not alter any existing event configuration.
1. Use the radio button to select an existing event.
2. Click Save as New on the Action Menu.
3. Enter the event name.
4. Use the calendar icon to enter an event date.
5. Use the radio button to select which event variables to copy into your new event. Choices are:
Activities
Rooms
Event team
Assessors
Candidates
6. Click Save.
Continue configuring your event using the instructions in Entering Event Configuration Details.

Event Series
Event series are the same type of event happening over a number of days. For example, a job fair can
contain the same elements but happen on two or three consecutive days. If you are creating an event series,
you create each event within the series one at a time.
This section of the procedure creates an event without using a template. To create a series using a template,
follow this procedure and choose the template type when prompted in Step 2.
1. Click New on the Action Menu.
2. Leave the template field blank if you are not using a template.
3. Use the radio button to select whether the event is a series (Yes).
4. Click Continue.
The Events: New Event screen displays the Event Configuration screen.
5. Enter the configuration details for the first event in the series using the instructions in Entering Event
Configuration Details.
6. Click the Save to Event Series button to save the instance of the event.
7. Click the Add to Event Series button to add another event to the series.
8. Enter the configuration details for the next event in the series using the instructions in Entering Event
Configuration Details.
9. Click Save to Event Series until the series is complete.
10. Repeat Step 6 to Step 9 to add new events to the event series.
11. Click the Close button to complete the event series.
Entering Event Configuration Details

The Event Configuration screen is where you define the event variables. If you are using either a template or
an existing event as a template, only enabled configuration fields display. The following procedure outlines
all of the available configuration options, although each event is unique.
Multi-language Feature
Event Manager now supports multi-language candidate communication functionality. If a client purchases
more than one language for Event Manager and the Event Manager Administrator enables the multi-
language setting, clients can customise event attributes (fields) during event configuration. These client-
translated event attributes are then used as language-specific message tokens when clients configure
language-specific messages.
For additional information on message token use, see. Sending Invitations and Emails.
Note: The only automatically system translated message tokens are the candidate
schedule token [em_recip_sched] and the candidate self-registration hyperlink [em_
self_reg_link] (click here vs. cliquez ici).
The following event fields are language customisable during event configuration for sending candidate
communications using message tokens. Clients are responsible for creating the translations.
 Event Name
 Event Template Name
 Activity Name
 Event Date
 Event Description
 Event Location (only if “Other” is selected)
 Room Names
Language-customisable event fields display with a + sign. Click the + sign to expand each event field. In the
example below, the client has purchased Dutch and French in addition to English. All customisable event
attribute fields are text fields, with the exception of the additional fields for the Event Date. The additional
fields for the Event Date allow clients to type the corresponding event date format for each language. The
additional language fields are free text fields so there is no enforcement of date formats within the additional
language fields. For example, US English candidates expect the MM/DD/YYYY format while French and
Dutch candidates expect a date format of DD-MM-YYYY.
Only the primary value entered for each of these fields displays in any screen or dropdown list containing the
field. Any translated values entered in the additional language fields display only in candidate
communication (message tokens and messages).
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Configuring the Event
All event details are defined in the event configuration screen. The following table identifies event
configuration variable fields that must be completed. Once event configuration fields are enabled, the fields
display in your configured event. Use the following table to define each of the configuration fields.
Event variables Description

Event Name Enter an event name.
Status Event Manager Administrators configure event statuses. Choose the appropriate
status if available. Event Manager Administrators configure statues.
Event Date Click the calendar icon to select an event date.
Start Time Select a start time.
End Time Select an end time.
Slots Remaining This number reflects the number of available candidate slots in the event based on
the time slot configuration.
Lock Registration Enter the number of days before the event to lock the registration. Valid values are
1 to 14. When registration is locked, candidates cannot self-schedule or
reschedule within the specified timeframe. This feature is enabled on System >
Scheduling.
Branding Image Click the Choose File button and upload a branding image. Branding images must
be a .jpg or .gif file and be 152 pixels wide x 45 pixels high.
When uploaded, this branding image displays on the event registration page and
event schedule screens.
Candidate Candidates view the Candidate Registration screen when self-registering an event.
Registration Choose a Candidate Registration Screen. If
Screen
Internal Candidate Choose the system-generated Internal Event Form. This is a system generated
Form form used for internal interview and information use only.
Event Visibility Use the radio button to choose visibility for Event Team Only or Everyone.
Choosing Everyone means that all users within Event Manager can access the
event. Choosing Event Team restricts access to the event to just users assigned to
the event such as the event owner and the event team.
Description Description of event.
Default Time Zone Choose the time zone where the event will take place. If this is a remote event,
configure the default time zone for the remote location.
Location* Select a Location using the radio button. Choices are: Location, Event Manager,
Remote or Other.
Req location Selecting this field offers all of the locations
you have configured for your standard req field locations.
Custom req location fields do not display.
Event Manager Use this field to identify locations configured within Event
Manager. Typically, these are standard locations but not
the same as standard req locations such as universities or
convention centres.
Remote Non-physical location, usually a phone screen.

Other This text field is also used to enter a location not found in
Event Manager or Req location lists.
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Enter Location Enter location details derived from location choices. If Req Location is selected,
Details* this field will be a dropdown list of the locations configured for the standard req
field. If Event Manager Location is selected, this field will be a dropdown list of the
locations configured within Event Manager. If Other is selected, it will be a free
from text field where the event location can be manually entered.
Owner* An owner is identified as the event team leader.
Recruiter If there is a lead recruiter, choose one from the 2xB users list.
Programme Choose an Event manager programme.
Region Select a region.
Business Group Select a business group from the list of configured groups.
Clicking on the + sign in the following categories opens the advanced selection options. Each
category has its own set of actions. Clicking the column heading in any of the category sub-
menus sorts the column in either ascending or descending order.
Time Slots Time slots represent the start and end times of candidate activities during an
event. Activities can be interviews, assessments, etc., if the event is from 9:00 –
5:00 and candidates will be attending the entire event, then they should enter 1
time slot starting at 9:00 and ending at 5:00. If candidates will just be attending an
hour interview during the event, then they should enter 8 time slots for each hour
of the event.
Actions available are: Add (New), Edit or Delete. Once created, users can assign a
room, an activity, a candidate and an assessor (if required) to each specific time
slot.
New: Clicking Add displays a secondary pop-up. Users must name the new time
slot field, indicate the maximum number of candidates for the time slot, the
overbook limit and the start and end times. Click Save. The newly configured Time
Slot now appears in the Time Slot sub-menu.
The Maximum Candidate field determines how many candidates can be scheduled
during the time slot. The optional Overbooking Limit field allows event team
members to add this many more candidates above the Max Candidates value
without allowing candidates to self-schedule beyond the Max Candidates value.
For example, if a time slot is set to 5 maximum candidates and an overbooking
limit of 2. Up to 5 candidates can self-schedule for the time slot. If there are 5
candidates scheduled, candidates will no longer be able to self-schedule, but event
team members can add up to 2 more candidates to the time slot.
Edit: Use the radio button to select an existing time slot. Clicking Edit displays the
time slot information. Edit fields and click Save. The newly edited Time Slot now
appears in the Time Slot sub-menu.
Delete: Use the radio button to select a time slot. Click Delete.
Parallel Group Parallel Group Activities are activities happening simultaneously at an event.
Activities New: Click Add to add parallel group activity. Name group activity and click Save.
Parallel Group Activities are activities that occur simultaneously at an event within
a specific period of time. Candidates sometimes must attend multiple activities (for
example, multiple one-to-one interviews) or attend one activity within a specific
time period. Using this functionality, Event Manager Administrators can configure
an activity group type and Event Manager can then build schedules allotting
sufficient time for the configured activity group type.
Event Manager Administrators can choose to schedule a candidate as:
 Individual candidate scheduled for all activities within a group, OR
 Individual candidate scheduled for one activity within a group
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Rooms Use the Rooms category to schedule rooms in a specific time slot.
New: Use the dropdown list box to select a time slot for a room. Clicking Add
displays a secondary pop-up. You must name the new room, define the room
capacity, indicate the room availability time range, choose if room will auto
schedule and choose a time slot. Click Save. The newly configured room now
appears in the Rooms sub-menu. Use the dropdown menu on the Time Slot field
to display assigned rooms for each time slot.
Edit: Use the radio button to select an existing room. Clicking Edit displays the
room information. Edit room fields and click Save. The newly edited room Slot now
appears in the Rooms sub-menu.
Delete: Use the radio button to select a room. Click Delete.
Activities Use the Activities field to define the activity each time slots contains. Each time slot
requires at least one activity. For example, if the candidate is participating in
multiple interviews, a group activity, an information session and a lunch, then there
should a time slot for each individual activity.
New: Use the dropdown list box to select a time slot for an activity. Clicking Add
displays a secondary pop-up of event activities. Use the radio button to select an
activity. Click Continue to save the activity. The newly configured activity now
displays in the Activity listing. Use the dropdown menu to select different time slots
and the activities assigned to those time slots.
Edit: Use the time slot dropdown menu to select an existing activity. Clicking Edit
displays the room information. Edit fields and click Save. The newly edited Time
Slot now appears in the Time Slot sub-menu.
Delete: Use the radio button to select an activity. Click Delete.
Assessors Use the Assessors option to add Assessors and send email communications.
Assessors can be interviewers, moderators, role players and any other internal
resources helping to facilitate the event.
New: Use the dropdown list box to select a time slot for an assessor and click Add
to display a secondary pop-up of existing assessors. You can use the location filter
on assessor list or you can use the Search text box option. You can also use the
Select All radio button next to the column heading to select all assessors or you
can use the radio button to select individual assessors. You can also add other
2xB assessor or non-2xB assessors. Refer to Advanced Functionality. Use the
Add to Time Slots to add the selected assessor to multiple time slots. Use the
radio button to select an assessor and click Save. The selected assessor now
displays in the assessor list. You can also add other 2xB assessor or non-2xB
assessors. Refer to Advanced Functionality.
Send email: For information on sending email communications to assessors and
other event team members, refer to Configuring Email.
Delete: Use the radio button to select an assessor and click Delete.
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Candidates * Use the Candidates option to manage Candidates for events.
New: Clicking Add displays a secondary pop-up allowing you to search for
candidates. Use the radio button to select candidates from the search results and
choose Action. Another secondary pop-up displays. Select Destination (Event) and
Time Slot. Click Save and Go to Event. The selected candidate displays in the
candidate list on the event configuration screen.
In addition to scheduled time slot, there is an Unscheduled Time Slot. While the
other time slots represent real start and end times within the event, the
Unscheduled Time Slot is a “time slot” that displays all of the candidates who have
been invited to the event but have not yet registered.
As with all column headings in Event Manager, clicking the column heading in the
Candidate tab section sorts the column in ascending or descending order. With
multi-language communications enabled, the language column sorts candidates by
the candidate’s primary language field. The Candidates tab also displays
Candidate requisition associations.
You can select candidates using the radio button and then choose an Action:
Move to Event Moves copy of candidate record OUT of this event and
into a different event
Copy to Event Makes duplicate of candidate record and moves to
additional event
Move to Pool Moves copy of candidate record OUT of this event and
into an event pool to be invited to register for a different
event.
Copy to Pool Moves duplicate of candidate record to candidate pool
generally used for unscheduled candidates
Send invitation Use the Send Invitation to invited candidates in this event
to another event. Use Send Email to send an invitation
to candidates in this event to another event. Use Send
Email to send any kind of communication to candidates
within this event.
Delete Use radio button to select a candidate and click Delete.
Deleting a candidate from an event removes the
corresponding invitation / registration link on the
candidate’s Talent Gateway.
Designate attachments for events. These attachments are available to any Event
Manager user that can access the event but ARE NOT visible to candidates. Any
attachments intended for candidates should be included in email messages sent to
candidates.
New: To add an attachment, Click Browse, select an attachment and click Open.
Click Add Attachment. The attachment now displays in the sub-menu.
Delete: Use radio button to select an attachment and click Delete.
Event Team Designate specific event team members in this category.
New: Clicking Add displays a secondary pop-up. You can search for 2xB users
using one or all of the following criteria: First name, Last name, Recruiters or Hiring
Manager. Click Search. Select user by name and designate event permissions.
Clicking the radio button gives user permission to either Edit Event or Delete
Event. Click Save.
Event team member’s name and permissions display in the Event Member listing.
Edit: Use the radio button to select an existing event team member and choose
Edit to edit the member’s permissions. Edit fields and click Save.
Delete: Use the radio button to select an existing event team member and click
Delete to remove the team member.
Valid Outcomes If enabled in the System > General settings, Valid Outcomes is available. Users
can configure outcomes that can be assigned to candidates.
* These options are only available if using an existing event as a new event.
After configuring each of the event variable fields, continue to the save and build phase of event
configuration.
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1. Click Save as a Single Event to save the event.
The event schedule builds and displays the build schedule status dialogue box.
If there are build errors or warnings, click View Schedule to view error message details. On the View
Schedule screen, a radio button allows you to select a room view, a candidate view or an assessor’s
view. It is recommended to return to the Event Configuration to make any necessary corrections. Click
Save as Single Event to rebuild the event. See Appendix A: Schedule Build Messages for help with
build errors.
If there are no build errors, click Close.
Event Manager returns to the Event Configuration screen. Review all the events settings.
2. (Optional) Click View Single Event to again view the event schedule screen.
The revised Event Schedule screen displays.
Event Change Notifications

A new feature allows Event Manager users to notify event participants if an event changes. Event Manager
Administrators enable this feature. Administrators or users must configure the templates used in the event
change notification. When enabled, 2xB users can notify event participants at build time when event
configurations change.
1. 2xB user makes changes to an existing event and clicks Save.
Event Manager completes build and displays a pop-up window.
2. 2xB user clicks Notify Participants.
Event Manager directs 2xB user to the Send Message screen.
3. 2xB user selects message templates for assessors and candidates and clicks Send.
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Candidates
The Candidates dropdown menu on the Access Bar allows users to access, view and manipulate candidates
within Event Manager. Users can view Unscheduled and Scheduled candidates and perform searches using
Candidate Search. Candidates in the Event Manager database can be invited to events, sent email
communication about events and tracked throughout the event process. Candidate display information can
also be exported to Excel. For detailed information on integrating candidates into Event Manager, refer to
Integrating Candidates.
To invite candidates to events, refer to Inviting Candidates. To View the Candidate Experience, refer to
Viewing the Candidate Experience. To track a candidate’s progress, refer to Tracking Candidates.
With multi-language communications enabled, a language column now displays on the Candidate Search
pages, Unscheduled Candidates page, Scheduled Candidates page and the Candidates tab on the
New/Edit Event page. As with other column displays in Event Manager, clicking a column heading sorts the
column in ascending or descending order and allows users to sort candidates by their language.
Unscheduled Candidates
The first option on the Candidate dropdown menu is Unscheduled Candidates. Unscheduled Candidates are
typically candidates in Event Manager but sometimes not yet scheduled or invited to events. If you invite and
copy a candidate upon registration, unscheduled and scheduled candidates can appear together in this list.
You can use the Event Type filter to differentiate between candidates intended for one type of an event
versus another.
The recommended practice is to use the Event Type dropdown list box filter to differentiate between
candidates intended for one type of an event versus another. The General Pool choice on the Event Type
dropdown list box shows candidates who have been added to Event Manager without a specific event type.
Display columns include requisition associations and if the multi-language feature is enabled, a candidate’s
primary language column displays.
On the Event Manager Access Bar:
1. Click Candidates and Select Unscheduled Candidates on the dropdown menu.
2. Select a candidate using the radio button.
Select an Action Menu function.
The following table describes Action Menu functions.
Unscheduled Candidates
Actions Move to Event Moves copy of candidate record to event you designate
Menu Copy to Event Makes duplicate of candidate record and moves to event
Move to Pool Moves copy of candidate record to candidate to event pool when they
are being considered for that event type.
Copy to Pool Moves duplicate of candidate record to candidate pool generally
used for unscheduled candidates
Send invitation Use this option to invite selected candidates to self-register and/or
self-schedule for an event. Refer to Configuring Email.
Send email Use this option to send email messages to selected candidates that is
NOT an invitation.
3. When moving Candidates to a Pool, select the Destination and use the Notes field to enter notes about
the candidate.
When moving Candidates to Events, select the Event and the Time Slot for your candidate:
4. Click Save to complete the Action.
If you are choosing an invitation or email option, refer to Configuring Email.
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Scheduled Candidates
Scheduled Candidates on the Candidate dropdown menu is where Event Manager stores candidates
currently scheduled for events. Action menu functions allow you to manipulate these candidates within Event
Manager. Display columns include requisition associations and, if the multi-language feature is enabled, a
candidate’s primary language column displays.
1. Click Candidates and Select Scheduled Candidates in the dropdown menu.
3. Select a function from the Action Menu. The following table describes Action menu functions.
Scheduled Candidate
Actions Move to Event Moves copy of candidate record to event you designate. Removes
Menu candidate from the currently scheduled event.
Copy to Event Makes duplicate of candidate record and moves to event
Move to Pool Moves duplicate of candidate record to candidate pool generally
unscheduled candidates. Removes candidate from the currently
scheduled event.
Copy to Pool Moves duplicate of candidate record to candidate pool generally used
for unscheduled candidates
Send invitation Directs user to Send Message screen. Refer to Configuring Email.
Send email Directs user to alternate event and subsequently Send Message
screen. Commonly used for email communication other than
invitations. Refer to Configuring Email.
Send email For information on sending email communications to assessors and
other event team members, refer to Configuring Email.
the candidate.
When moving Candidates to Events, select the Event and the Time Slot for your candidate:
Candidate Search
The Candidate Search option on the Candidate dropdown menu allows you to search unscheduled,
scheduled or 2xB candidates. If your intent is to directly schedule or invite candidates with a specific HR
status within a requisition to schedule themselves for an event, choose the 2xB option. Choosing this option
ensures that HR statuses in that requisition are returned whether or not they are scheduled for an event in
Event Manager. Display columns include requisition associations and, if the multi-language feature is
enabled, a candidate’s primary language column displays.
1. Click Candidates and Candidate Search on the dropdown menu.
The Candidates: Candidate Search screen displays three candidate search range options: unscheduled,
scheduled or 2xB candidates.
2. Select the candidate search range using the radio button. Screen displays and search field options vary
for each search range.
3. Select search options. Each search range allows you to use one, all or any combination of the search
field options to perform a candidate search.
The following table describes available search fields for each candidate search range option.
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Candidate Search Fields
Unscheduled Event Type Select an event type if you want to search an individual event pool.
Candidates Name Contains Enter First, Last or part of a name
Search Added by Use the dropdown list box to select person who sent the candidate to
Fields Event Manager or copied/moved them to Unscheduled Candidates.
Date Range Set the date range when candidate was added. Type in date range or
use calendar icon.
Scheduled Event Select an event.
Candidates Name Contains Enter First, Last or part of a name OR if searching 2xB, you can
Search filter candidates using HR statuses or requisitions.
Fields Outcome Outcome indicates candidate status. Sample statuses could be
phone screen, background check, etc., Event Manager
administrators configure outcome types.
Date Range Select the date of the scheduled event. Type in date range or use
calendar icon.
2xBrassRing Req Select a requisition and using the arrow, move it to the Selected Req
field to include this search field option
HR Status Select an HR status and using the arrow, move it to the Selected
HR Status field to include this search field option.
4. Select search options. You can use one, all or any combination of the search option is to perform a
candidate search.
5. Click Search to initiate the search.
Candidates meeting the search criteria display in a formatted list.
Candidate search result information varies depending on the candidate search range type. Candidates
integrated into Event Manager have hyperlinked names that link to their Event Manager profiles. As with
candidate search, each candidate profile contains different information.
(Optional) Click on a candidate name in the search results list to view that candidate’s profile or if searching
scheduled or 2xB candidates, view a candidates event and outcome history. Detailed candidate profile
information is described in the following table.
Candidate Profile Information

Unscheduled Education Brief outline of candidate’s education*
Candidates Contact Info Email contact *
CV CV in text format*
History History includes a candidate’s Event Manager history
Form Data List of completed form fields in Candidate Facing Form
Scheduled Education Brief outline of candidate’s education
Candidates Contact Info Email contact
Search Fields CV CV in text format.
Form Data List of completed forms
Schedule Can include event agenda, event room and assessor
Scoring Results from competency testing or event evaluation
2xBrassRing Education Brief outline of candidate’s education
Contact Info Email contact
CV CV in text format.
Form Data List of completed forms
* Education, contact and CV reflect information in the candidate’s Talent Record when the candidate was originally sent to Event
Manager. If the candidate’s information appears outdated, re-send the candidate record from 2xB from the same req folder.

7. Select a function from the Action Menu. The following table describes Action menu functions.
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Scheduled Candidate
Actions Move to Event Moves copy of candidate record to event you designate
Menu Copy to Event Makes duplicate of candidate record and moves to event
Move to Pool Moves copy of candidate record to candidate pool when they are
being considered for that event type
Copy to Pool Moves duplicate of candidate record to candidate pool generally used
for unscheduled candidates
Send invitation Use this option to invite selected candidates to self-register and/or
self-schedule for an event. Refer to Configuring Email
Send email Use this option to send email messages to selected candidates that is
NOT an invitation. Refer to Configuring Email.
the candidate.
When moving Candidates to Events, select the Event and the Time Slot for your candidate.
Integrating Candidates
Candidates can be introduced into the Event Manager workflow in a number of ways. Candidates can be
sent to Event Manager from the 2xB Talent Gateway or the 2xB Requisition Folder when their Human
Resource (HR) status triggers an Event Batch Sequence, or when they accept email event invitations sent
from the Event Manager Candidate Search screen.
Talent Record Option

The recommended practice when directing candidates to Event Manager is to only send candidates from a
Requisition Folder or Talent Record that has been opened from a Requisition Folder to ensure that the
requisition information is sent with the candidate. This is important because without the requisition
information, the candidate’s HR status and associated information cannot be updated.
Use the following procedure in the Talent Record to send a candidate to Event Manager.
In the 2xB Talent Record:
1. Open the candidates Talent Record.
2. Click the Actions dropdown menu.
3. Click Send to Event Manager.
4. Define each configuration variable field in the Send to Event Manager Screen using the following table
as a guide. The following table identifies Send to Event Manager configuration variable fields.
Send to Event Description

Manager Field
Selected Candidates The Selected Candidate name automatically populates this field.
Event Type Use the radio button to choose an event type:
Event Type: Select an event type using the radio button and the
dropdown menu. Use this option to invite candidates to
multiple occurrences of an event type.
You use this option to invite Unscheduled Candidates to
event types.
Event Instance: Select an event instance using the radio button and the
dropdown menu. An event instance is a one-off event.
Use the dropdown menu to select a time slot.
You use this option when you know the candidate is attending
a specific time slot within a specific event.
Unassigned: Use this selection to assign candidates to the General Pool
on the Unscheduled Candidates screen.
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Manager Field
Location Select a location using the radio button to choose a Location. Choices are: Req
Location, Event Manager, Remote or Other.
Req location Use this field when the event location is the same as the job
location.
Event Manager Use this field when event location is standard but not the job
location.
Other Text field used to enter location when location is not
designated on a req
Notes Use this field to enter notes about each candidate.
5. Click Save to save the Candidate in Event Manager.
Requisition Folder Option

Use the following procedure in the Requisition Folder to send a candidate to Event Manager.
1. Locate the requisition in Kenexa 2xBrassRing
2. Click the Orange Req Folder.
3. Select the Candidates using the radio button.
4. Define each configuration variable field in the Send to Event Manager screen using the following table
as a guide.

Manager Field
Selected The Selected Candidate name automatically populates this field.
Candidates
Event Type Use the radio button to choose:
Event Type: Select an event type using the radio button and the dropdown menu.
Use this option to invite candidates to multiple occurrences of an event
type.
You use this option to invite Unscheduled Candidates to event types.
Event Instance: Select an event instance using the radio button and the dropdown
menu. An event instance is a one-time event. Time Slot: Use the
dropdown menu to select a time slot.
You use this option when you know the candidate is attending
specific time slot within a specific event.
Unassigned: Use this selection to assign candidates to the General Pool on the
Unscheduled Candidates screen.
Location Select a location using the radio button to choose a Location. Choices are:
Req Location, Event Manager, Remote or Other.
Req location Use this field when the event location is the same as the job location.
Event Manager Use this field when event location is standard but not the job location.
Other Text field used to enter location when location is not designated
on a req
Notes Use this field to enter notes about each candidate.
5. Click Save to save the Candidate in Event Manager.
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Event Batch
Another way candidates are invited into Event Manager is through Event Batch configuration. Configured by
Event Manager Administrators, Event Batches configure a candidate’s HR status to trigger an automatic
event invitation. Once configured, Event Batches can be associated with Requisitions and the Requisition
posting screen. When a HR status triggers an event invitation and the candidate accepts, that candidate
becomes part of the Event Manager database.
Event Batch is introduced here for informational purposes. Event Manager Administrators configure Event
Batches. To view the Event Batch workflow from a candidate experience, refer to Viewing the Candidate
Experience.
Note: Job code default data (JCDD) for event batches can now be assigned to
requisitions postings and imported through XML and Excel imports.
If a client purchases multiple languages for Event Manager, enables multi-language functionality and
configures language-specific event attributes, clients can then assign language-specific invitation,
confirmation and reminder messages when using Event Batches.
Event Invitations
Event invitations are another way to integrate candidates into Event Manager. Users can invite candidates to
events by:
 issuing email invitations in any of the candidate screens
 initiating email invitations or just emails to candidates in the search results listings
 creating events and including email invitations
Refer to Configuring Email for detailed information about sending event invitations.
Viewing the Candidate Experience
Whether a candidate is invited into Event Manager from an event configuration, a candidate search, an
event batch initiation or an email invitation, the following outlines the candidate experience.
When a candidate is invited to an event series, the candidate experience is the same except the candidate
can choose an event date from the event series.
Candidate Registration
Candidates receive an email invitation containing an active link to register for events. The active link is
automatically generated by the [em_self_reg_link] token when Send Message is configured for an event.
The following email invitation is an example of what a candidate might receive. Alternatively, a candidate
can log into their Talent Gateway account to view their event invitations and register.
1. The candidate clicks on the click here active link within the email invitation.
2. Event Manager directs the candidate to the Candidate Interview Schedule screen where the candidate
registers by selecting an event date, using either the viewable calendar or Search Available Month
dropdown list box, and a time slot using the radio button.
If the candidate is registering for an event within a series and there is more than one event available on
a single day, the candidate can choose an event on that date. After the candidate submits the
registration request, Event Manager confirms their interview schedule with an appointment confirmation
screen and a confirmation email.
3. (Optional) If enabled, the registration screen displays a Send Mail button. Candidates can use the Send
Mail button to send an email and attach supporting documents to the event team members. An example
of the Send Mail screen follows.
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4. After the candidate submits the registration request, Event Manager confirms their interview schedule
with an appointment confirmation screen and a confirmation email. This confirmation email also contains
another live link allowing the candidate to reschedule or cancel. An example of the Reschedule screen
follows.
Note: If event configuration includes Candidate Facing Forms, the Candidate

Interview Schedule screen displays an Edit Responses button allowing candidates to
edit their candidate forms.
Candidates can also access event registration using the Event Talent Gateway screen.
Event configuration determines if a candidate is allowed to reschedule interviews. Refer to Entering
Event Configuration Details.
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Tracking Candidates
Event manager allows users to track a candidate’s progress before, during and after an event using any of
the candidate options on the Candidate dropdown menu and by using the Event Roster screen.
Candidate Menu
Use the Candidate dropdown menu to access a Candidate screen listing candidates. The Invited to an Event
column indicates if a particular candidate has been invited to an event. Click a candidate’s name to display
the View Candidate screen. The View Candidate screen details event invitations including event names, any
event email communications, and if the candidate was sent an event invitation.
Event Roster
The Event Roster screen also details candidate information. Use the Event > Event Roster dropdown menu
to access the Event Roster screen. The Actions/Filter/Display menu in the Event Roster screen offers other
candidate management options. On the Actions menu, users can open a candidate’s internal event form,
finalise a candidate, file a candidate to a folder or requisition, view talent records and print CVs.
Candidate finalisation is the last step in the recruitment process. Once a candidate is finalised, their status
cannot be changed. Filter options included the ability to filter candidates by status, as well as event type or
location. The Display menu offers editing of time zone and column display.
Users can also assign outcomes using the Event Roster screen. Refer to Assigning Candidate Outcomes.
If Candidate Facing Forms are enabled in the System > General settings by an Event Manager
Administrator, users can hover over the candidate name in the Event Roster screen to view a synopsis of
the information provided on the Candidate Facing Form.
The Event Roster screen can display the date and time of a candidate’s invitation, when the candidate
arrives at the event, and their HR status. You can also configure the display columns in Event Roster using
the Display > Edit Columns feature. Select the column displays by moving new selections into the Selected
Column. Click Save to view new column settings.
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Reports
The Report dropdown menu on the Access Bar allows users to access and view Event Manager reports.
The option of Standard Reports option on the Access Bar Reports tab includes the Event Activity and the
Candidate Results Report. These reports search the existing Event Manager database and export the event
data to Excel for display.
Event Activity Report

The Event Activity report generates an Excel spreadsheet with three worksheets. The first worksheet
displays the search criteria; the second worksheet contains more detailed event information, and the third
lists detailed tracking information for candidates according to event type.
To access Event Manager reports:
1. Hover over Reports on the Menu Access Bar.

2. Click Standard Reports on the dropdown menu.
Click the Event Activity Report.
3. Select a date range for the event activity report using the dropdown menu or calendar icon.
4. Select search filters by clicking on a choice in each of the filter selections. Use the Control (CTRL) key to
select multiple choices in each filter. Search criteria are outlined in the following table.
Note: You can also click the Selection Details hyperlink to display a pop-up display of
each of the search criteria.
Search Criteria Description

Recruitment Lead Event recruiter lead.
Event Owner Event Owner. The event owner is the event team leader.
Event Type Event Type Event could be a job fair, one-to-one interview or phone screen.
Region Event region.
Location Location of event.
Business Group Click the List Button to view the Business Group pop-up and select a Business
Group. The Business Group pop-up also offers Search and Display options
when selecting Business Groups.
Business Groups correspond to the Department Field in 2xB.
Programme Event programme.
Select an output format Excel is the supported output.
5. Click Generate Report Now.

Event Manager generates the report and displays a Windows® dialogue box.
6. Click Open to open the Event Activity Report in Excel or Save to save the Event Activity Report.
The first Excel worksheet displays the search criteria; the second worksheet contains more detailed
event information, and the third lists detailed tracking information for candidates according to event type.
Additionally, the Data Insight Tool (DIT) can access and report on Event Manager Data using new fields in
the Filter and Output Worksheets. This feature is available automatically without configuration. Refer to the
Data Insight Tool – Event Manager Product Update Guide (PUG) on the User Resource Centre (URC).
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Candidate Results Report
The Candidate Activity report generates an Excel spreadsheet with two worksheets. The first worksheet
displays the search criteria and the second worksheet contains detailed candidate information.
To access Event Manager reports:
1. Hover over Reports on the Menu Access Bar.
2. Click the Candidate Results Report.
3. Select a date range for the candidate results report using the dropdown list boxes or the calendar icon. .
4. Select search filters by clicking on a choice in each of the filter selections. Use the Control (CTRL) key to
select multiple choices in each filter. Search criteria are outlined in the following table.
Note: You can also click the Selection Details hyperlink to display a pop-up display of
each of the search criteria.
Search Criteria Description

Recruitment Lead Event recruiter lead.
Event Owner The event owner is the event team leader.
Event Type Event could be a job fair, one-to-one interview or phone screen.
Event status Event status as defined by the Event Manager Administrator.
Region Event region.
Location Location of event.
Business Group Click the List Button to view the Business Group pop-up and select a Business
Group. The Business Group pop-up also offers Search and Display options
when selecting Business Groups.
Business Groups correspond to the Department Field in 2xB.
Programme Event programme.
Select an output format Excel is the supported output.
5. Click Generate Report Now.

Event Manager generates the report and displays a Windows® dialogue box.
6. Click Open to open the Candidate Results Report in Excel or Save to save the Candidate Results
Report. The first Excel worksheet displays the search criteria and the second worksheet contains
detailed candidate information.
Additionally, the Data Insight Tool (DIT) can access and report on Event Manager Data using new fields in
the Filter and Output Worksheets. This feature is available automatically without configuration. Refer to the
Data Insight Tool – Event Manager Product Update Guide (PUG) on the User Resource Centre (URC).
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Advanced Functionality
Two of Event Manager’s advanced features are the ability to add and associate 2xB and non-2xB assessors
to events and the ability to send email communications to candidates and assessors.
As with all features in Event Manager, administrators configure privilege settings and privilege settings
determine a user’s access to specific features. To add assessors to your event, refer to Adding Assessors.
To configure email communications, refer to Configuring Email.
Users must have privileges to add assessors, so check with your Event Manager Administrator to confirm
your privilege settings. Once assessors are associated, you can assign specialities to assessors, email
event invitations, schedules, and attachments to assessors and track assessor event participation.
Adding Assessors
Use this procedure to add and associate 2xB and non-2xB assessors with your event. Users must have
privileges to add assessors, so check with your Event Manager Administrator to confirm your privilege
settings. Once assessors are associated, you can assign specialities to assessors, email event invitations,
schedules and attachments to assessors and track assessor event participation.
To add assessors, follow the instructions in the Event Configuration screen for assessors and then and
continue with these instructions once the secondary pop-up of existing assessors displays.
In the secondary pop-up of existing assessors display:
1. Select New in the Action menu in the assessor pop-up screen.
The Admin: New Assessor screen displays.
There are three ways to add and associate an assessor profile in Event Manager. You can search the 2xB
database for an assessor by name, user type, or you can add a non-2xB assessor. Use one of the following
three ways to select an assessor and then follow the instructions to add specialities for each assessor.
You can also add multiple 2xB assessors simultaneously. If you use this option you must edit each of the
assessor records (assessor fields and specialities) individually once they are added to Event Manager. Refer
to New Assessor Fields and Adding Assessor Specialities.
2. Follow one of the links below to access the procedure to search by user name, user type or to add a
non-2xB assessor.
Search by User Type

 Search by user name
 Search by user type, or
 Adding non-2xB assessors
Search by User Name

1. Click the radio button next to Search 2xBrassRing users by name on the Admin: New Assessor screen.
2. Enter user’s name in Search for: text box.
3. Tick the tickboxes for Search what: and Restrict to: and enter search and restriction search
parameters.
4. Click the Search button.
The search returns a list of user names in the dialogue box.
5. Select a user by clicking user name in the scroll box list and click Continue.
To add Specialities to an assessor, see Adding Specialities.
6. Click Save to add the assessor profile to Event Manager.
Search by User Type

1. Click the radio button next to Search by User Type in the Admin: New Assessor screen.
A dialogue box displays listing all the user types.
2. Select user type in All User Type list and use the arrow to move user type into the Selected User Type
list.
3. Click Search.
The Search returns a list of individuals meeting the search criteria.
4. Select user type from search results and click Continue.
Input the required assessor information as shown in New Assessor Fields.
5. To add Specialities to an assessor profile, see Adding Specialities.
Click Save to add assessor to Event Manager.
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Adding non-2xB assessors
1. Click the radio button next to: Other in the Admin: New Assessor screen.
2. Click Continue.
3. Click the radio button next to: Other in the second Admin: New Assessor screen.
The Admin: New Assessor screen displays.
4. Input the required assessor information as shown in New Assessor Fields.
New Assessor Fields

Enter the required information in the New Assessor fields. The following table describes the available
choices.
New Assessor Fields Description

Assessor name Enter assessor name. (Format: last name, first name).
Email Enter assessor’s email address.
Location Enter assessor’s location.
Default Time Zone Enter assessor’s default time zone. Assessors anticipating in remote events
need to know when these remote events occur in their time zones.
Preferred Language Scored Enter assessor’s preferred language.
Active Active vs. Non-active. Click the tick box if you want this assessor profile to
be active and viewed by users. If you wish to save a draft of this profile, do
not tick this box. The system saves the profile as inactive.
5. Click Save to add assessor to Event Manager.

To add Specialities to an assessor profile, see Adding Specialities.
Adding Assessor Specialities

If you want to add specialities to an assessor profile, use the following procedure.
On the Admin: New Assessor screen:
1. Click Add in the Specialities menu.
2. Use the tickbox to select the assessor speciality. You can select multiple specialities simultaneously.
3. Click Save.
The Admin: Edit Assessor screen displays the updated assessor profile and the newly added speciality.
4. Click Save to save the edited assessor profile and the new speciality.
Configuring Email
Event Manager users can create and send email invitations, confirmations, and reminders to event team
members, assessors, and candidates. Email communications can be set to automatically generate or can be
sent on an as needed basis. Although communication can be initiated from a different place in Event
Manager, the workflow is similar. Event Manager Administrators create message templates that define the
format and structure of email messages. During email configuration you can access, edit and use these pre-
configured message templates.
You can create, customise and associate email messages with events and send candidates event invitation
messages containing links for self-registration. You can also configure messages to upcoming events and
schedule those messages to be sent a specific number of days before the event. Alternatively, you can send
general messages not associated with events or send confirmation and reminder messages to candidates.
iCalendar Files
If enabled by the Event Manager Administrator, emails can also include iCalendar (iCS) files. iCalendar files
display as email attachments and contain calendar information. Double-clicking on iCS file attachments and
saving the file imports the calendar data into the recipient’s calendar. In Event Manager, you can use iCS
files when sending confirmation and reminder emails about specific event instances and when sending email
messages from the event configuration screen or when sending emails.
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If you are associating event iCalendar files with your email messages, you must associate each iCS file with
a specific event instance and you must choose the iCS type. There are three default iCS file types and each
file type sends a specific subset of information as shown below. Event Manager administrators can choose
to remove or alter these default iCS files or to create additional options so iCS file type options can vary.
When selecting from the default iCS files, use the dropdown list box to choose one of the following iCS
format options:
Assessors by Activity (Individual Activities)
Subject: Activity Name

Location: Room
Start and End Time: Activity Start and End Time
Assessor by Event (Entire Event)
Subject: Event Name

Location: Event Location
Date: Event Date
Start and End Time: Event Start and End time
Candidate Time Slot (Individual Time Slots)
Subject: Event Name

Location: Event Location
Start and End Time: Time Slot Start and End Time
Note: If using an iCS files, you must ensure the message being sent relates to a
specific event instance (date).
Sending Invitations and Emails

Email communications are initiated from the Actions Menu using either Send invitation or Send Email. Users
can access pre-configured message templates or create new email communications. Users compose emails
using a combination of manually entered text and predefined message tokens. Message tokens represent
the variable (event-specific) fields in email messages and are populated with event, candidate or assessor
specific information during auto-generation. When emails generate at run time, Event Manager populates
each of the variable fields with the event-specific information.
The token format must be entered exactly, including text and brackets, as shown in the following example.
Some tokens can only be used when sending event-specific information and their use in other
communications can generate errors. Failure to follow token rules can result in unexpected results. You can
find information about each message token here.
Rules governing token use are:
 Only use event tokens when composing emails related to events
 Use the assessor schedule token for assessors already scheduled for an event.
 Use the recipient schedule token only for registered candidates
The message token box, located to the right of the email message body, displays help text about token use.
The help text reads, “The following tokens may be used by clicking on the token until it is fully highlighted
and then dragging and dropping it into the message body.” When creating message templates, you can
hover over each merge token to display a tool tip detailing the token’s value. The tool tip displays below and
to the right of the selected message token.
Note: When sending email from an event configuration page, the system requires you
to save the event before proceeding.
Recommended email configuration practices:

 Include the [em_self_reg_link] token in invitation messages. This token includes the registration link in
the invitation message.
 Include the [em_recip_schedule] token in confirmation and reminder messages. This token ensures
registrants can view their schedules.
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In general, use event message tokens when composing messages related to events. The following example
shows a candidate email message configuration. Although email message format varies, use this procedure
as a basis for all email communication.
Sending Invitations
Selecting the Send Invitation action displays the Send Message screen. On the Send Message screen you
choose the message type: invitation, confirmation or reminder. If you choose not to use the predefined
message templates, you can edit the message templates using the Edit Message option.
In the Candidates screen, use the following procedure to send invitation emails.
1. Select a Candidate using the tickbox next to a candidate’s name. Use the tickbox next to the Name field
in the Candidate list to Select All candidates.
2. Click Send invitation in the Actions menu.
In the Send Message screen you identify each of the fields to include in the email message. Use the
following table to complete each field in the Send Message screen. To edit the message, click the Edit
Message hyperlink and follow the Editing Messages instructions.
Message Field* Description

Select message template for Use the dropdown list box to select a message template. Click Edit
invitation Message to edit the message. Refer to Editing Messages.
Invite to: Use the radio button in combination with the dropdown list box to
choose:
Any scheduled event All events
An event type Type of event
An event series Series of Events
An event instance One time, one date event
Restrict the number of event visible This option controls how often and when a candidate is invited to
to the candidate by: event. For recurring events, you can restrict a candidate’s registration
If enabled by Event Manager options by using either the number of event occurrences or time
Administrators, this field is visible. frame. For example, if the event occurs every Monday through Friday,
they can restrict the candidate options to just the next two weeks’
worth of events or restrict the candidate to the next ten available
events.
Use the radio button (in combination with text boxes if necessary) to
choose:
Do not restrict No restrictions enabled
Number of event occurrences Invites candidate to a specific
number of events (recurring)
Timeframe Days/Weeks/Months
Use the text box to choose number of events. Only available if you
choose the Timeframe option.
Minimum number of events to display
Only available if you select Timeframe. It allows you to prevent
situations where the timeframe you picked does not have any or
enough available options
Expire invitation eLink in This field controls how many days after sending the invitation the link
remains active (not expired)
If enabled by Event Manager
Enter any number of days, valid values from 1 to 365. The link is no
Administrators, this field is visible.
longer active after the specified number of days. For example, if you
enter 10 days, the link remains active for 10 days from the date the
invitation is sent, after which time it expires.
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Message Field* Description
Maximum online reschedules Use the dropdown list box to set the number of allowed reschedules. If
If enabled by Event Manager a candidate reaches the maximum number of allowable reschedules,
Administrators, this field is visible. the system displays a configuration error and does not allow the
candidate to reschedule.
Outcomes Outcomes can be used to track a candidate status throughout the
If enabled by Event Manager recruiting process and can be associated with 2xB HR statuses.
Administrators, this field is visible. Candidate statuses display in Event Display Information screens.
Event Manager Administrators define and configure outcomes.
Select outcome for Invited status Displays Invited status
Select outcome for Registered invite Displays Registered status
status
Select outcome for Cancelled status Displays Cancelled status
Select outcome for Rescheduled Displays Rescheduled status
status
Upon Registration Use the radio button to select the move or copy option.
Copy candidate to event: Makes duplicate of candidate record
and moves to event
Move candidate to event Moves candidate record to event they
are registered for
Select message template for Use the dropdown list box to select a confirmation template. Click Edit
confirmation Message to edit the message. Refer to Editing Messages.
Select message template for Use the dropdown list box to select a reminder template. Click Edit
reminder Message to edit the message. Refer to Editing Messages.
Send Before Event Use the dropdown list box to select the number of days before event
you want this invitation to be sent.
3. Click Send.
If the Send Before Event field condition is within the range of the event date, your message is sent and
the remaining settings are stored for the recipient for the invitation. If the Send Before Event field
conditions are not met, the message is held until the conditions are met.
Editing Messages Hyperlink (Optional)

When sending Event Invitation messages, you can edit the messages (templates) used for the Invitation,
Confirmation and Reminder messages using the edit message hyperlink option. Use the following procedure
to edit any of the messages using the edit message hyperlink.
Note: iCS files are only available in Confirmation and Reminder messages. iCalendar
files CANNOT be included in Event Invitation Messages.
The Edit the Invitation Message screen is where you edit the Invitation Message. In the Edit Invitation
Message screen you identify each of the fields you want to edit. Use table following the Edit Invitation
Message screen to edit the message fields.
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Edit Invitation Message Description
Branding image Click Choose File to select and upload an image. Select a .jpg or .gif
image 152 pixels wide and 45 pixels high. This image displays in the
email message. Refer to this email example.
Recipients Email recipients display in this field.
Email subject Edit the subject line text.
Email body (tokens) Tokens are used to automatically generate event specific information.
message template. These tokens can be selected and dragged as
well.
Use these tokens for event specific Click on the token until it is fully highlighted and then drag and drop
email communications only. Using the token into the email body.
these tokens for general email [em_event_template_name] Event template name
communications does not generate
[em_event_name] Event name
any content.
[em_event_description] Event description
[em_event_date] Event date
As a recommended practice, be
sure to include the [em_event_location] Event location
[em_self_reg_link] token on [em_event_owner_name] Event owner name
invitation messages to ensure that [em_event_recruiter_name] Event recruiter name
the registration link is in the
invitation message. Including the [em_event_schedule] Event schedule
[em_recip_schedule] token on the [em_self_reg_link] Self registration link
confirmation and reminder
messages so that the candidate can
see his/her schedule once he/she
has registered.
Use this token for assessors [em_assessor_schedule] Assessor’s schedule

already scheduled for an event
Use this token to represent the [em_expiry_days] Number of days
number of days before an event an
invitation expires.
This token is best used within

invitation messages.
Use this token to indicate a specific [em_expiry_date] Specific date
invitation expiry date.
This token is best used within

invitation messages.
Use this token to represent exactly [em_attachments] Name of attached document
where message attachments
display
Use this token to represent a [em_sender_email] Sender’s email address
sender’s email address
Use these tokens to specify [em_sender_firstname] Sender’s first name
recipient and sender information in [em_sender_lastname] Sender’s last name
an email.
[em_sender_fullname] Sender’s full name
[em_sender_email] Sender’s email address
[em_recip_firstname] Recipient’s first name
[em_recip_lastname] Recipient’s last name
[em_recip_fullname] Recipient’s full name
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Edit Invitation Message Description
Use this token for registered [em_recip_schedule] Recipient’s schedule
candidates only.
Best used in candidate confirmation

and reminder messages.
Include iCalendar file iCalendar files are meeting request email attachments sent with email
messages. When iCalendar files are double-clicked and saved, they
Use iCS files when editing schedule calendar appointment in a recipient’s calendar.
Confirmation and Reminder iCalendar file functionality only works with event specific messages such
messages only. iCalendar files as candidate confirmation or reminder messages or any message sent
CANNOT be included in Event from a specific event configuration page.
Invitation Messages.
Event Manager ships with the following default iCalendar files. Use the
dropdown menu to choose one option:
None
Assessor by Activity
Assessor by Event
Candidate by Time Slot
To view detailed information about these default iCS files, refer to
iCalendar Files.
Include PDF file of event schedule? Event schedule PDF documents are useful for assessors attending
events.
Use the radio button to choose one option:
Schedule by Room
Schedule by Candidate
Schedule by Assessor
None
Other Attachments
Attachment name Document Name
Description Document Description
Add Attachment Click the Choose File button to browse and choose an attachment.
Click the Add Attachment link to Select the file. The file now appears in
the Selected File list.
If multiple attachment files are listed, use the tickbox next to the
Attachment Name field to Select All the attachments.
Select Use the radio button to Select an attachment file.
Use the Select All the tickbox next to the Attachment Name field to
Select All the attachments.
Click Delete to the selected file.
4. Click Save.
The Send Message screen redisplays.
Continue with the instructions for completing the fields in the Send Message screen here.
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Sending Emails
The following example shows how to use the Candidate menu to configure an email message to a candidate.
Although the email message format varies, use this procedure as a basis for all email communication.
A sample of a completed message template follows these instructions.
In the Candidates screen, use the following procedure to send emails.
1. Select a Candidate using the checkbox. Use the checkbox next to the Name field in the Candidate list to
Select All candidates.
2. Click Send email in the Actions menu.
Select a message template using the dropdown list box.
Click Continue.
In the Send Message screen you identify each of the fields to include in the email message. Use the flowing
table to complete each field in the Send Message screen.
Message Template Field* Description

Branding image Click Choose File to select and upload an image. Select a .jpg or .gif
image 152 pixels wide and 45 pixels high. This branding image
displays in the email message. Refer to this email example.
Recipients Email recipients display in this field. In this example, The email
recipients chosen in the Assessor field appear in this field.
Email subject Email subject line text.
Email body (tokens) Tokens are used to automatically generate event related information.
As each token type generates a particular piece of information, follow
the guidelines outlined below for each token type.
These tokens can be selected and dragged as well.
Use these tokens for event specific Click on the token until it is fully highlighted and then drag and drop
email communications only. Using the token into the email body.
these tokens for general email [em_event_template_name] Event template name
communications does not generate
[em_event_name] Event name
any content.
[em_event_description] Event description
[em_event_date] Event date
As a recommended practice, be
sure to include the [em_event_location] Event location
[em_self_reg_link] token on [em_event_owner_name] Event owner name
invitation messages to ensure that [em_event_recruiter_name] Event recruiter name
the registration link is in the
[em_event_schedule] Event schedule
invitation message. Including the
[em_recip_schedule] token on the [em_self_reg_link] Self registration link
confirmation and reminder
messages so that the candidate can
see his/her schedule once he/she
has registered.
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Message Template Field* Description
Use this token for assessors [em_assessor_schedule] Assessor’s schedule
already scheduled for an event
Use this token to represent the [em_expiry_days] Number of days
number of days before an event an
invitation expires.
Use this token to indicate a specific [em_expiry_date] Specific date
invitation expiry date
Use this token to represent exactly [em_attachments] Name of attached document
where message attachments
display
Use this token to represent a [em_sender_email] Sender’s email address
sender’s email address
Use these tokens to specify [em_sender_firstname] Sender’s first name
recipient and sender information in [em_sender_lastname] Sender’s last name
an email.
[em_sender_fullname] Sender’s full name
[em_sender_email] Sender’s email address
[em_recip_firstname] Recipient’s first name
[em_recip_lastname] Recipient’s last name
[em_recip_fullname] Recipient’s full name
Use this token for registered [em_recip_schedule] Recipient’s schedule
candidates only.
Include iCalendar file Only include iCS files if you are inviting the candidate to an Event
Instance. iCS files require specific dates for activation.
Event Manager Administrators can configure additional iCS files for
Event Manager. The choices shown here are the default iCS files.
If enabled, iCalendar files can be included in messages.
Use the dropdown list box option to choose an option from the default
iCS files.
None
Assessor by Activity
Assessor by Event
Candidate by Time Slot
To view detailed information about these default iCS files, refer to
iCalendar Files.
Include PDF file of event schedule? Use the radio button to choose one option:
Schedule by Room
Schedule by Candidate
Schedule by Assessor
None
Other Attachments
Attachment name Document Name
Description Document Description
Add Attachment Click the Choose File button to browse and choose an attachment.
Click the Add Attachment link to Select the file. The file now appears in
the Selected File list.
If multiple attachment files are listed, use the tickbox next to the
Attachment Name field to Select All the attachments.
Select Use the radio button to Select an attachment file.
Use the Select All the tickbox next to the Attachment Name field to
Select All the attachments.
Click Delete to the selected file.
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3. Click Save.
The email invitation is sent to the recipient. If the event template is configured to send the email a
specified number of days before an event, the email message is saved and sent to a queue to be sent to
the recipient on the specified day.
The following screenshot is an example of the email generated from the Send Message screen.
Viewing Candidate Email History

Users can view a chronological history of a candidate’s interactions within Event Manager which includes
email messages, candidate status changes, and when a candidate was moved, copied, or removed from
events. This information is accessible through the Candidate Search or Event Roster screens. The
procedure to view this information is the same.
Use this procedure to view a history of candidate email communications:
1. In Candidate Search screen, click a candidate’s hyperlinked name.
The View Candidate screen displays listing the candidate’s history within Event Manager.
2. Click on the email link to view the actual email content.
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Appendix A - Event Manager Schedule Build Messages
Event manager schedule build messages alert event manager users to potential problems with event
configurations. During the build process, if event manager encounters any discrepancies in event
configurations, a schedule build error message displays. Schedule build messages inform users of potential
problems in their event configurations.
For example, if a user builds an event and does not schedule a sufficient number of assessors, activities or
rooms, the system alerts displays a schedule build message.
User creates event and neglects to schedule a sufficient number of assessors, activities or rooms.
1. User clicks Save to a Single Event.
User clicks View Schedule.
The Event Schedule page displays with detailed schedule build error messages.
2. User corrects build errors using the recommended procedure and rebuilds the event.
Schedule Build Error Messages

The following section describes the five general error message types users may experience. Each section
contains the system-generated error message, the cause of the error and a recommended procedure to
correct the error.
Schedule Build Error Message categories are:
 Room Error and Warnings
 Assessor Errors and Warnings
 Parallel Activity Group/Can Repeat Errors
 Parallel Activity Group/Can Repeat Warnings
 Other Errors and Warnings
Room Errors and Warnings
Error: Activity ‘[ActivityName]’ is locked to a room that is not available. Activity not scheduled.
Cause:
Configuring activities with the Room Locked setting enabled means that the activity has to be scheduled in
the room selected in the Preferred Room field (text box) of the activity. This error indicates the room is
already scheduled for another activity.
Recommended Next Steps:

1. First, determine whether or not the activity truly has to be scheduled in the specifically designated room.
If not, then de-select the Room Locked setting and rebuild the schedule. If the activity does have to be
scheduled in the specifically designated room, then determine what other activities are scheduled in that
room. The easiest way to do that is to look at the Rooms View of the Event Schedule and see if there
are activities scheduled in that room that can be scheduled to different rooms.
Error: No rooms are available to schedule activity ‘[ActivityName]’. Activity not scheduled.
Cause:
No rooms are available for this activity in this time slot.

1. First, confirm that the Max Candidates Per Room and the Required Assessors Per Room settings for the
activity are correct. In order to schedule the activity, a room configured with the Capacity value greater
than or equal to the total number of Max Candidates Per Room and Required Assessors Per Room of
the activity needs to be available. This is in the Add/Edit Room:
2. Confirm whether or not there are rooms assigned to the activity’s time slot with the appropriate Capacity
setting. Then, confirm whether or not those rooms with the appropriate Capacity value are configured
with times in the Available To and Available From fields that span the entire duration of the activity.
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3. Lastly, ensure that those rooms with appropriate capacity and availability assigned to the time slot are
also configured with the Allow Auto Schedule setting enabled. That setting controls whether or not the
system can schedule activities in the room. This is in the Add/Edit Activity screen.
Error: Time slot [TimeslotName] contains no rooms. Schedule not built for time slot.
Cause:
No rooms assigned to the time slot.

1. Edit Event > Rooms tab and add the appropriate rooms to the time slot. Or, if the event is not meant to
occur in a physical location, set the Event Location field to Remote which tells the system to schedule
activities without rooms.
Warning: Activity ‘[ActivityName]’ locked in room with insufficient capacity.

Cause:
Activity is configured with the Room Locked setting indicating the activity must be scheduled in the activity
Preferred room field. Event activity configuration indicates the maximum candidates and assessors and
room capacity numbers do not agree. In the following example, the room capacity is configured for 5
candidates and the maximum candidates and assessors per room field is 2 combined; the room capacity
figure is higher than the maximum candidates and assessors fields. Activity is scheduled despite the warning.

1. First, determine if the room’s capacity can physically accommodate the maximum number of candidates
and assessors scheduled for the activity. If so, increase the capacity setting of the room. If not, then
either reduce the number of candidates or assessors that can be scheduled for the activity or choose a
different room for the activity.
Assessor Errors and Warnings
Error: Activity ‘[ActivityName]’ is locked with an assessor(s) who is not available. Activity not
scheduled.
Cause:
Activity configuration has an Assessor Locked setting enabled but that Assessor is not available. When
Assessor Locked setting is enabled, the selected assessors must be entered in the Activity Preferred
Assessor text box.

1. First, determine whether or not the activity truly has to be scheduled with the designated assessor. If not,
then de-select the Assessor Locked setting and rebuild the schedule.
OR
If the activity does have to be scheduled with the specifically designated assessor, then check the
Assessors View of the Event Schedule to see where assessors can be rescheduled.
Error: Insufficient assessors scheduled for the time slot of the activity ‘[ActivityName]’. Activity not
scheduled.
Cause:
Activity time slot does not have enough assessors assigned to fulfil the Required Assessors Per Room
configuration.

1. First, confirm that the value entered in the Required Assessors Per Room field of the activity is actually
the required number of assessors to support the activity. If so, then that is the number of assessors who
must be available in the time slot for the activity to be scheduled. If there appears to be enough
assessors assigned to the time slot, confirm whether or not those assessors are already scheduled for
other activities at the same time.
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Warning: Activity [‘ActivityName’] has been scheduled with the following assessors not configured
with speciality [‘SpecialityName’]: [AssessorName], [AssessorName], …, and [Assessor Name].
Cause:
Activity configuration requires an assessor with a specific speciality but scheduled assessors do not have
the speciality. Event Manager locates available assessors with the required speciality.

1. First, determine if the assessors who have been scheduled for the activity actually have the speciality. If
yes, update assessor’s record to avoid future build errors. If not, add assessors who have the required
speciality.
Parallel Activity Group/Can Repeat Errors
Error: Parallel Activity Group [Parallel Activity Group Name] is configured with activities containing
different locked start times. Activity [Activity Name], Activity [Activity Name], …, and Activity
[Activity Name] not scheduled.
Cause:
Parallel Group Activities are activities that occur simultaneously at an event within a specific period of time. If
Parallel Group Activities start times are locked at different starting times, the system cannot schedule the
activities simultaneously. If this error occurs, no Parallel Activity Groups are scheduled.

1. Check the following settings for each activity listed in the build error:
 Preferred Start Time
 Start Time Locked
2. If more than one activity within the Parallel Activity Group needs to have the start time locked, then
those activities need to be locked to the same start time.
the same locked rooms. Activity [Activity Name], Activity [Activity Name], …, and Activity [Activity
Name] not scheduled.
Cause:
Parallel Activity Group activities with a locked room setting must specify the locked room in the Preferred
Room field. If one or more Parallel Activity Groups are assigned to the same room, the system is unable to
build the schedule. If this error displays, no Parallel Activity Groups are scheduled.

 Preferred Room
 Room Locked
If more than one activity needs to be locked to the same room, do not assign those activities to Parallel
Activity Groups.
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the same locked assessors. Activity [Activity Name], Activity [Activity Name], …, and Activity
[Activity Name] not scheduled
Cause:
Parallel Activity Group activities with a locked assessor setting must specify the assessor in the Preferred
Assessors field. If one or more Parallel Activity Groups are assigned to the same assessor, the system is
unable to build the schedule. If this error displays, Parallel Activity Groups are NOT scheduled.

 Preferred Assessors
 Assessor Locked
If more than one activity needs to be locked to the same assessor, do not assign them to the same Parallel
Activity Group. Alternatively, to avoid build errors Parallel Activity Groups can be assigned to different
assessors or no preferred assessors.
Error: Parallel Activity Group [PAG Name] is configured to schedule individual candidates to all
activities in the group but the activities are configured with the same locked start time. Activity
[Activity Name], Activity [Activity Name], …, and Activity [Activity Name] not scheduled.
Cause:
Individuals cannot be configured to attend parallel activities with the same locked start time. Individuals
cannot be scheduled for multiple activities simultaneously.
If activities must be scheduled at a fixed start time, they cannot be assigned to the same Parallel Activity
Group if that Parallel Activity Group is configured for individual candidates to attend multiple activities within
the group.
1. One of the following changes must be made:
 Change the Parallel Activity Group setting to “Individual candidates are scheduled for ONE activity in
the group”. With this change, individual candidates will only be scheduled for one activity within the
group as opposed to all activities within the group.
 Remove the activities with the same locked start time from the Parallel Activity Group.
 De-select the Start Time Locked setting for one or more of the activities with the same start time.
 Change the Preferred Start Time setting for one or more of the activities with the same start time.
Error: Parallel Activity Group [Parallel Activity Group Name] is configured to schedule individual
candidates to all activities in the group, but the time slot length is less than the length of all of the
activities combined. Activity [Activity Name], Activity [Activity Name], …, and Activity [Activity
Name] not scheduled.
Cause:
Configured time slots must contain sufficient time for individuals scheduled for multiple activities within
Parallel Activity Groups to attend all activities. For example, if a candidate must attend three activities, each
of which is an hour long, then the configured time slot must be at least three hours long.
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1. Compute the total duration values of the activities assigned to the Parallel Activity Group. Adjust the
start and/or end time of the time slot to ensure that the total of the activity durations is less than or equal
to the duration of the time slot.
Error: Parallel Activity Group [Parallel Activity Group Name] is configured with multiple activities
that cannot be repeated at the same time. Activity [Activity Name], Activity [Activity Name], …, and
Activity [Activity Name] not scheduled.
Cause:
Only one activity assigned to the Parallel Activity Groups can be scheduled to repeat based on the
maximum candidates in the time slot. If additional activities need to be set to repeat, they must be
configured manually.
Multiple activities cannot repeat at the same time.

1. Determine whether the Parallel Activity Group should be configured such that individual candidates are
scheduled for one activity within the group as opposed to all activities within the group. Next, evaluate if
the Can Repeat setting for each activity within the Parallel Activity Group. Only one activity assigned to
the Parallel Activity Group can be set to repeat based on the maximum number of candidates in the time
slot.
2. Manually create the remainder of the repeating instances for the remaining activities.
The system first schedules the activities not configured to repeat and then it schedules the activity
configured to repeat to accommodate the remaining number of candidates.
Error: Parallel Activity Group [Parallel Activity Group Name] is configured with multiple activities
that cannot be repeated at the same time. Activity [Activity Name], Activity [Activity Name], …, and
Activity [Activity Name] not scheduled.
Cause:
When an individual is scheduled for one activity with the Parallel Activity Group, the system configures all
activities within that group at the same time. If an activity has Can Repeat enabled, the system schedules
the necessary number of instances for based on the maximum candidates in the time slot. If any of the
activities is configured with the Room Locked or Assessor Locked setting enabled, the system cannot
schedule the activity because rooms and/or assessors cannot be scheduled for multiple instances at the
same time.

1. Find the Parallel Activity Group activity that is configured to repeat and ensure that neither the Room
Locked nor the Assessor Locked setting is enabled.
Parallel Activity Group/Can Repeat Warnings
Warning: Activity [Activity Name] is not configured to repeat to accommodate all candidates in the
time slot. Not all candidates in the time slot have been scheduled for it.
Cause:
Parallel Group Activity configuration indicates individual candidates are scheduled for all activities within the
group but was not configured with the Can Repeat setting enabled. System was unable to configure multiple
instances of the activity for all candidates.
®
1. When scheduling candidates for all activities with a Parallel Activity Group, configure all of the activities
to repeat.
Warning: Activity [Activity Name] could not be repeated in the locked room with enough instances in
the time slot to accommodate the maximum number of candidates.
Cause:
Parallel Activity Group configuration is set to Can Repeat for maximum number of candidates in specified
time slot in a locked room. System cannot configure this activity as time slot is not long enough.

1. First, determine if the activity really needs to be scheduled in the specifically designated room. If not,
then de-select the Room Locked setting for the activity.
2. Alternatively, if the activity does need to be scheduled in the room, then determine the total required
time slot length required to accommodate the maximum candidates based on the Max Candidates Per
Room setting for the activity and the Max Candidates setting for the time slot.
For example, if a time slot is configured for Max Candidates of 5 and an activity is configured for
30-minute duration and Max Candidates Per Room of 1, then the duration between the start time and
end time of the time slot will need to be at least 2 ½ hours long. (5 instances of the 30 minute activity).
Warning: Activity [Activity Name] could not be repeated with the locked assessor with enough
instances in the time slot to accommodate the maximum number of candidates.
Cause:
Parallel Activity Group configuration is set to Can Repeat for maximum number of candidates in specified
time slot locked with a specific assessor. System cannot configure this activity as time slot is not long
enough
1. First, determine if the activity truly needs to be scheduled with the specifically designated assessor(s).
If not, then de-select the Assessor Locked setting for the activity.
2. Alternatively, if the activity does need to be scheduled in the room, then determine the total required
time slot length required to accommodate the maximum candidates based on the Max Candidates Per
Room setting for the activity and the Max Candidates setting for the time slot.
For example, if a time slot is configured for Max Candidates of 5 and an activity is configured for a
30-minute duration and Max Candidates Per Room of 1, then the time slot will need to be at least 2 ½
hours long. (5-instances of the 30 minute activity).
Other Errors and Warnings
Error Activity [Activity Name] is configured outside of the boundaries of the time slot. Activity not
scheduled.
Cause:
Activity configuration setting conflicts with time slot setting. Activities cannot be scheduled to start before the
time slots starts or end beyond the time slot end time.

1. First, confirm the Start Time and End Time settings for the time slot and for the activity.
2. Confirm the activity Preferred Start Time setting is not before the Start Time setting for the time slot.
3. Add value of the Duration setting for the activity to the Preferred Start Time setting and ensure that the
expected end time of the activity does not extend after the time slot End Time.
®
Error: Time slot [TimeslotName] contains no activities. Schedule not built for time slot.
Cause:
No activities assigned to the time slot.

1. Add the appropriate activities with the required assessors and rooms to the time slot or remove the time
slot from the event.
Warning: Candidate [Candidate Name] is not able to schedule to the activity [Activity Name].
Cause:
Activity cannot be scheduled because Max Candidates per room value exceeds the value of candidates
scheduled.

1. First, determine if the current value for the Max Candidates per Room of the activity can be increased. If
so, increase it to accommodate the number of candidates in the time slot.
2. Alternatively, if not, set the activity to Can Repeat so that enough instances of the activity can be created
to accommodate the number of candidates in the time slot. If this option is chosen, ensure that there are
rooms and assessors assigned to the time slot to accommodate the additional instances of the activity.
To prevent additional candidates from getting scheduled, reduce the Max Candidates value of the time
slot.
Info: Adjusting time slot end time due to insufficient length

Cause:
Configured time slot start and end time conflict with System Scheduling Time Block Size setting. These two
time settings must be compatible. A time slot start and end time duration time cannot be longer than the
Time Block Size setting, and vice versa. For example, if the Time Block Size field is set to 60 minutes, but
the time slot is configured with a start time of 9:00 and an end time of 9:30, the system needs to extend the
time slot to 10:00 because it is configured to only schedule in hourly increments.

1. Adjust the Time Block Size system setting if time slots will be created with lengths shorter than the Time
Block Size setting. Time Block Size field can only schedule in one hour increments.
®
event information displays
Index event roster, 10
event search, 10
event summary, 9
assessor scheduled events, 7
adding, 29 Event Manager
adding specialities, 30 Access and Navigation, 5
candidates access bar, 5
assigning outcomes, 11 accessing, 5
Information Display event configuration, 13
Event Roster, 10 functions, 4
Event Summary, 9 Information Displays, 7
Scheduled Events, 7 integrating candidates, 22
language column sorting, 17 overview, 4
menu, 19
templates, 12
registration, 24
scheduled, 20 Event Manager Schedule Build Messages
search, 20 Assessors Errors and Warnings, 40
tracking, 26 Other Errors and Warnings, 44
unscheduled, 19 Parallel Activity Group/Can Repeat Errors, 41
Room Errors and Warnings, 39
viewing candidate experience, 24
saving an event, 18
candidates into Event Manager What’s a build message?, 39
talent record option, 22 event menu, 5
candidates search iCalendar files, 30
search fields, 20
iCS
configuring
default file types, 31
email, 30
events, 12 iCS files
email types, 31
configuring, 30 integrating candidates
iCalendar files, 30 event batch, 24
invitations, 31 event invitations, 24
message token fields, 34, 36 requisition folder option, 23
using tokens, 36 internal event forms, 10
viewing email history, 38 Job Code Default Data (JCDD)
email message tokens, 34, 36 event batches, 24
format, 31 multi-language
help, 31 event attributes, 13
use rules, 31 language column sorting, 17
event parallel group activities
action menu functions, 6 configuring, 15
activity report, 27 reports
candidate results report, 28 candidate results, 28
configuration, 13 event activity, 27
configuration variables, 14 reports menu, 5
existing events as templates, 12 templates
non-templates, 12 attachments, 35, 37
templates, 12 creating events, 12
event batches
Job Code Default Data (JCDD), 24
language customisation of messages, 24
event change notifications, 18
event configuration, 12
event change notifications, 18
event series, 13
existing events as templates, 12
multi-language features, 13
saving events, 17
Template and non Template, 12

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343 Winter Street | Waltham MA | 02451 | United States | Tel: 781.530.5000

Event Configuration ..................................................................................................................................... 12

Tracking Candidates .................................................................................................................................... 26

Copyright Kenexa 2012 Event Manager User Guide |2

Appendix A - Event Manager Schedule Build Messages ......................................................................... 39

Event Manager Access Bar

Copyright Kenexa 2012 Event Manager User Guide |6

The Actions menu bar options:

Scheduled Events – To Open and View

Event Menu Display Screen – Event Summary

Event Menu Display Screen – Event Search

Assigning Candidate Outcomes

To change a candidate’s outcome:

Template and Non-Template

Existing Events as Templates

Copyright Kenexa 2012 Event Manager User Guide |12

Entering Event Configuration Details

Event variables Description

Remote Non-physical location, usually a phone screen.

Event Change Notifications

Candidate Profile Information

6. Select a candidate using the radio button.

Talent Record Option

Send to Event Description

5. Click Save to save the Candidate in Event Manager.

Requisition Folder Option

Send to Event Description

5. Click Save to save the Candidate in Event Manager.

Note: If event configuration includes Candidate Facing Forms, the Candidate

Event Activity Report

1. Hover over Reports on the Menu Access Bar.

Search Criteria Description

5. Click Generate Report Now.

Search Criteria Description

5. Click Generate Report Now.

Search by User Type

Search by User Name

Search by User Type

New Assessor Fields

New Assessor Fields Description

5. Click Save to add assessor to Event Manager.

Adding Assessor Specialities

Subject: Activity Name

Assessor by Event (Entire Event)

Subject: Event Name

Candidate Time Slot (Individual Time Slots)

Subject: Event Name

Sending Invitations and Emails

Recommended email configuration practices:

Message Field* Description

Editing Messages Hyperlink (Optional)

Use this token for assessors [em_assessor_schedule] Assessor’s schedule

This token is best used within

This token is best used within

Best used in candidate confirmation

Message Template Field* Description

Viewing Candidate Email History

Schedule Build Error Messages

Room Errors and Warnings

Recommended Next Steps:

No rooms are available for this activity in this time slot.

Recommended Next Steps:

No rooms assigned to the time slot.