1. Set your default Virtual Meeting Software
Select the gear icon to open Program Settings
Navigate to the Interview Settings section
Select your default video software: Thalamus Video, Zoom, Webex, or Teams
If you're integrating a third-party platform, you'll need to complete that integration first:
For Zoom Integration please see guide: Integrating Zoom for your Virtual Interview Day
For Teams Integration please see guide: Integrating Teams for your Virtual Interview Day
For Webex Integration please see guide: Integrating WebEx for your Virtual Interview Day
2. Access the Itinerary Builder
Select Interviews in the main navigation bar
Select Itinerary Builder
3. Navigate the Itinerary Builder
Important: If the Published toggle is grey, your itineraries will not be visible to applicants and interviewers. If the Published toggle is blue, your itineraries will be visible. An icon will appear next to Unpublished to confirm the status; hover over the icon for details.
Event dropdown: jump to a specific date
Arrows: the right arrow advances to the next day; the left arrow moves to the previous day
View dropdown: switch between By Location, By Applicant, and By Interviewer
Published toggle: shows whether itineraries are visible to applicants and faculty
+ Create Location: add a physical location for in-person interviews
+ Create Session: add a new session to the schedule
Gear icon: manage Locations and Session Types
Note: If you view a day with no applicants scheduled, switch your view to By Interviewer or By Location to see scheduled sessions.
Select Manage Locations from the gear menu to view, edit, or remove physical locations. Select Manage Session Types to view the full list of available session types and add new ones.
4. Create a session
Important: Thalamus Virtual Interview links cannot be created manually, and they cannot be copied or reused for another session. Reusing or manually creating a Thalamus video link will result in a non-functioning video experience.
Select + Create Session, or select a slot directly on the schedule, to open the Create Session window
Set the session's start and end time
Select a Session Type from the dropdown, or create a custom session type
Select a Location from the dropdown:
Virtual Interview (Thalamus): Thalamus will generate a virtual interview link automatically
Virtual Interview (Manual): enter a Meeting URL and Passcode for a third-party service you're managing manually
Virtual Interview (Zoom/Teams/Webex): used for interviews with an integrated third-party platform.
Note: Virtual Interview sessions display only in By Applicant or By Interviewer view, since each session generates its own unique link and room.
To add a physical location for an in-person or hybrid session, select + Create Location or + Add Location from within the location dropdown
If using Thalamus Video, set the Auto Virtual Knock interval
Note: To reposition the Create Session window, click it until a 4-headed arrow icon appears, then drag it to a new position on the page.
5. Add applicants and faculty to a session
A session can include a single applicant, multiple applicants, or all applicants. For example, a one-on-one interview, a group interview, or a lunch.
Use the dropdown menu to select an applicant. Only applicants signed up to interview for that event will appear in the list.
Repeat to add additional applicants, or select Select All Applicants to add every applicant at once
To remove all applicants, select the X next to All Applicants. To remove a single applicant, select the X next to their name
Follow the same steps to add faculty to the session, using Select All Faculty to add every faculty member at once. Only faculty who have been added to your Program Administration can be added to an interview session. See the Creating/Editing/Removing Additional Program User Accounts guide for more information.
Select Save Session to create the event, or select Cancel or click outside the window to discard your changes
The event will display on the calendar in a color specific to its event type. A camera icon in the upper right-hand corner indicates a virtual meeting, and a number on the event shows the total number of participants.
Repeat this process until your itineraries are complete.
6. View, edit, or delete a session
Select a session on the calendar to open a window showing the Type, Time, Location, Faculty, and Applicants
Select Edit Session to make changes, or Delete to remove the session
Select Send Calendar Invite to send a calendar invite for that individual session
For more detail, see the Editing Event Sessions and Deleting Event Sessions guides.
7. Publish your itinerary
Select the Publish toggle in the upper right
In the Publish Confirmation window, toggle Notify Participants to Yes if you'd like to notify participants of the published status
Use the checkboxes to select which participants to notify
Select Preview Email to review the notification message
Select Confirm to send the notification to the selected participants
Important: If you have not published your itinerary, applicants and faculty will not be able to see that date on their schedules. Return to the top of the itinerary builder and publish your itinerary once it's complete.
For additional questions or support, please contact our team by emailing customercare@thalamusgme.com.