How does the Scheduling feature work?

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The Scheduling feature has three components: Schedules, Sessions, and Timeslots. This guide will help you understand how each component works, so you can build the perfect schedule for you & your applicants' needs!

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Schedules: Schedules keep everything organized at the highest level. They allow you to group together Sessions and even color code them for easy reference and organization. 

  • No matter how many Sessions are in a Schedule, an applicant can only be scheduled once within a Schedule.
  • If the applicant is scheduling themselves, applicants are granted access to an entire Schedule(s), not to individual Sessions.

 

Sessions: Sessions are set up to cover a window of time and divide your Schedule by date, room, or in some cases, morning and afternoon.

  • Each Session has set timeslot lengths, break lengths, and timeslot capacity if you're scheduling more than one applicant per timeslot.
  • The way you set up a Session determines whether the applicant can schedule themselves or not.

 

Timeslots: Timeslots provide you with the individual times that an applicant can be scheduled. Applicants can choose their own timeslot or the organization can schedule them.

 

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Below are some examples of how you might set up your schedule:

  • Schedule: Musical Theatre Auditions
  • Sessions:
    • On Campus - November 11th
    • Virtual - January 21st
    • New York - January 28th
    • Chicago - February 6th
    • Los Angeles - February 10th
    • Virtual - February 11th
  • Timeslots: 1pm - 5pm, 15 minute slots, 1 applicant per slot

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  • Schedule: Dance Auditions
  • Sessions:
    • February 24th (Room 1)
    • February 24th (Room 2)
    • March 2nd (Room 1)
    • March 2nd (Room 2)
  • Timeslots: 9am - 12pm, 60 minute slots, 16 applicants per slot (block scheduling)

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Below is an example of what a schedule looks like once it's set up:

 

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Are you an administrator for an arts organization? Would you like to learn more about Acceptd's resources? Check out more at: Applications | AuditionRoom | Marketing

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