1. Access program settings
Log in to Thalamus
Select the gear icon
Select Program Settings
Note: Settings applied here become the default for all new calendar events. You can change the settings for an individual event from the Edit Event screen.
2. Enable or disable waitlists
Waitlists can be turned on or off for all calendar events at once.
Locate the Waitlists toggle in Program Settings
Select the toggle to set waitlists to Enabled or Disabled
For steps on managing individual event waitlists, see the Waitlist Setup guide.
3. Select a waitlist type
All enabled waitlists must use the same waitlist type. Different waitlist types cannot be applied to different events.
Ordered: You create a list of applicants in the order they should be notified when a spot opens. If an applicant does not respond within the waitlist email interval, the opening moves to the next applicant on the list. Once an event's ordered waitlist becomes active, a black square with a white "W" will display on the Calendar page, within the calendar event details, and when manually assigning an applicant to an event
Pooled: All waitlisted applicants receive an email when a spot opens. Openings are filled on a first come, first served basis
For additional steps on managing your waitlist type, see the Waitlist Setup guide.
4. Set the waitlist email interval for ordered waitlists
The waitlist email interval determines how much time an applicant has to respond to a waitlist opening notification before the opening moves to the next applicant.
Select the waitlist email interval that fits your program's needs
Select Save
For steps on setting the waitlist email interval, see the Waitlist Setup guide.
5. Enable or disable the interview reminder email
The Interview Reminder Email is an automatic reminder sent to applicants ahead of their interview day.
Locate the Interview Reminder Email toggle
Select the toggle to set the reminder to Enabled or Disabled
To customize the content of the Interview Reminder email, see the Managing/Editing Automatic Email Templates guide.
6. Set the interview reminder interval
Select the interview reminder interval that fits your program's needs
Select Save
Note: You can update the interview reminder interval at any time during the season. Changes will take effect immediately.
7. Set lockout intervals
Lockout intervals control how close to an interview date applicants can self-schedule or self-cancel.
Sign-up lock interval: Sets the number of days before an interview date that applicants can no longer self-schedule. Programs can still manually add an applicant to an interview date after this interval has passed
Cancellation lock interval: Sets the number of days before an interview date that applicants can no longer self-cancel. Programs can still manually cancel an applicant after this interval has passed
Note: Applicants who withdraw from a program within Thalamus will automatically be removed from any pending scheduled events.
8. Set the calendar event status
Programs can set calendar events to Open or Closed.
When an event is set to Closed, it will appear full to all applicants, including those already scheduled, even if applicants cancel. Programs retain the ability to manually schedule, cancel, and force-assign applicants to a closed event.
Note: Closing an event will also disable waitlist opening notifications for that event.
Select Edit in the Calendar Settings box
Select the toggle to set the event status to Open or Closed
Select Save
This setting applies to all program calendar events.
9. Set the default interview type
Thalamus supports Virtual, In-Person, and Hybrid (both virtual and in-person) interviews. The default interview type will automatically apply to any new interview or social event.
Note: This setting only provides applicants with more information about the interview day. It will not affect how the interview is conducted. You can manually assign the interview type for an individual event from the calendar.
Select Edit
Select your preferred default interview type: Virtual, In-Person, Hybrid, or None
Select Save
10. Select your video software
Programs using the Thalamus Video platform should see Thalamus Video automatically enabled in this section.
Select Edit
Select the Video Software dropdown field
Select Thalamus Video
Select Authorization
Select Save
To integrate a third-party video platform, see the applicable guide:
11. Set the virtual knock interval
Programs using Thalamus Video can enable an automatic virtual knock, a banner notification sent near the end of a virtual interview session to let participants know time is almost up.
The interval is counted backward from the end of the session. For example, if the interval is set to 5 minutes, the banner will display when 5 minutes remain in the session, reading: "You have 5 minutes left of this meeting."
Note: Changes to the Virtual Knock Interval will only affect newly created sessions. Existing sessions will not be affected.
For steps on setting the virtual knock interval, see the How to Set Virtual Knock Interval guide.
12. Make manual changes to individual events
Program settings apply as defaults across the season, but manual changes can still be made to specific interview days as needed.
For additional questions or support, please contact our team by emailing customercare@thalamusgme.com.