Managing Candidate Self-Scheduling Groups in DACs

Self-scheduling allows your your candidates to choose a time a time for Assessment Centre Exercises that suits their calendars. 

1. Turn on self-scheduling in the Session Settings when creating your project.
   

2. During project creation, add all the self-scheduling session messages. 
3. After publishing your project, navigate to the Schedule tab and set up a DAC template. See this guide on how to do this here. This template will be the basis for the schedule that candidates can select. 

4. Click on 'Actions' and select 'Manage self-scheduling' 

   

5. Click 'Create new'. Name the self-scheduling group and select which template to use for it. Set the selection and candidate windows. 
   1. Add the numbers of days to 'Selection window'. This is the number of days in which the participant can select a session after receiving the invite.

   2. Edit the 'Change window' and 'Date selection window' as needed. The 'Date selection window' specifies the cutoff point for selecting a slot: So if you have an live exercise scheduled for 9am and the 'Date selection window' is set to 24 hours participants won't be able to select this slot after 9am the day before. This helps to stop last-minute bookings.

      

6. After saving, click 'Edit group'. 

   

7. Then select 'Dates' and 'Create new'. You can set up a self-selection group for a "Fixed" or "Recurring" dates. Fill in the fields. 

   1. 'Automate submission of schedule': If this box is ticked, the session will automatically be scheduled after the candidate selects a time-slot. If it is NOT selected, each session needs be validated after the candidate has chosen a time-slot (see step 11 of this tutorial).

      

8. After you save the Dates, you will be prompted to add the assessors. Select them and click 'add selected'. 
9. After closing this window, select 'Candidate(s)' from the dropdown at the centre of the page. Then click 'Add candidate (s)'. Add the candidates and save. 

   1. Note: Projects can be set up so that candidates are automatically be added to a self-scheduling group once this group has been created. This can be done by a Sova team member. 

      

      

10. Once this has been set up, the candidates can select a session. 
11. If you haven't selected the "automated submission" checkbox, candidates sessions still needs to be validated after they've made their choice. 
    1. Navigate to the Schedule tab > 'Actions"' > "Manage self-scheduling "

    2. Click "edit" on the group you want to validate session(s) for. Click 'Start' for Session(s). 

    3. Click the link symbol for session(s) that are in 'draft' stage, i.e. haven't been validated and submitted.

    4. Click 'Manage session events' and then 'Validate & submit DAC session'.