1. Access the Calendar
Select the Calendar tab to open the current month view.
2. Create a Calendar Event
Select Add Event to create a new event or select a specific date on the calendar to create an event for that day.
Note: More than one event can be scheduled on the same day.
3. Set the Event Type and Title
Event Type: Select from Interview Events, Follow-up Interview Events, and Social Events. For setting up multiple interview days, see the guide on Creating Follow-up Calendar Events for Multiple Interview Days
Event Title: Event titles are viewable to program users only, so programs can customize event names. Applicants will see the program name as the event title when invited
4. Set the Date and Time
Date: Select the date the event will take place. More than one event can be scheduled per day
Time: Set the start and end time. Individual itinerary sessions can be built using the Itinerary Wizard or Itinerary Builder
5. Set the Interview Type
Programs can select an Interview Type to show how the interview day will be conducted. To set a default, see the guide on Calendar Settings Overview (Global Program Settings).
Virtual
In-Person
Hybrid
None (select this if the program doesn't want an interview type displayed. When None is selected, the Interview Type field will not display on the calendar event)
6. Set the Location and Visibility
Location: Enter a specific location for the event, if applicable.
Private / Hidden Event: Toggle this to make the event private or hidden from applicants.
7. Configure Event Status and Lockout settings
Event Status
This setting overrides the global event status set on the program page. When turned on, applicants will be able to auto-schedule themselves. If an event is marked closed, the waitlist will be automatically disabled.
Waitlist Status
Controls whether applicants can join the waitlist for an interview event.
Enabled: Allows applicants to add themselves to the waitlist. Notifications will be sent as positions open.
Disabled: Prevents applicants from adding themselves to the waitlist. Applicants already on the list will keep their position and can be added or removed as needed. Waitlist opening notifications will not be sent.
Sign-Up Lock
Controls whether applicants can sign up for the event.
Locked: Prevents automatic sign-up for this event. This will override the global event status set in the Set Lockout Menu section on the program page.
Unlocked: Allows automatic sign-up for this event. This will override the global event status set in the Set Lockout Menu section on the program page.
Default: Uses the global event status set in the Set Lockout Menu section on the program page.
Cancellation Lock
Controls whether applicants can cancel from the event.
Locked: Prevents applicants from canceling this event. This will override the global event status set in the Set Lockout Menu section on the program page.
Unlocked: Allows applicants to cancel this event. This will override the global event status set in the Set Lockout Menu section on the program page.
Default: Uses the global event status set in the Set Lockout Menu section on the program page.
Important: These individual event settings will sometimes override the program's global settings.
8. Set the Event to Repeat
Repeat Weekly
This setting schedules the same event type on specific days of the week, up to a chosen end date.
9. Add an Event Description
The Event Description field allows programs to add details or special information for faculty and applicants. Formatting options include:
Text styles: bold, italic, underline, strikethrough
Page formatting: numbered and bulleted lists, indentation, alignment
Embedded links
Font: family, size, color, highlighting
10. Add Attachments
Use the Attachments field to add a file for faculty or applicants to view once they have access to the calendar event. Attachments can be the same as those on the program profile page, or a new file can be added.
Note: Attachments have a 10MB size limit.
11. Set Scheduling Group and Tier Distribution
Use the Scheduling Group / Tier Distribution Setup section to list available positions by scheduling group and tier. Enter the number of available spots directly, or use the arrows to adjust the count. For more on scheduling groups and tiers, see the guides on Scheduling Groups and Tiers FAQs, Assigning Scheduling Groups, and Assigning Tiers to Applicants.
12. Save or Cancel the Event
Select Save to save the event, or select Cancel to discard changes.
Note: If the Save button is greyed out, required information is missing. Review the event fields and enter the missing information before saving.
Snippet Video for adding Scheduling Groups / Tiers in Calendar Event
For additional questions or support, please contact our team by emailing customercare@thalamusgme.com.