Getting your in-person orientation up and running in HelloHire is simple and helps candidates register and attend sessions with ease.

In this guide, we’ll walk you through how to add, customize, and automate your orientation setup—so you can save time and create a smooth experience for your candidates.

1. Creating Your In-Person Orientation

• Go to https://www.tryhellohire.com and log in.
• Click Jobs at the top of your dashboard.

• Click Add a job.

• Choose In-person Orientation as your interview type.
• Enter a Meeting name to identify the session.
• Set the Maximum number of candidates per session based on your preference.
• Provide the Address where the in-person orientation will take place.
• Include any additional Instructions or details candidates may need.

2. Orientation Settings

    A. In the Schedule section, you can:

• Adjust Max candidates per session
  
• Set Days in advance to allow scheduling (how far out candidates can book their preferred in-person orientation date)

B. Edit Address and Instructions

• Under the job details, you can edit the orientation location address and include instructions (e.g., arrival details, parking info, what to bring). 
• Then click Save once done.

C. Automations 

You can set up and enable automations to send automated emails to candidates based on the options shown in the screenshots below. Here are some commonly used automations that can be enabled:

• Automated “Scheduled” Email – Notifies candidates once they’re added to Orientation.
• Automated 'No show' custom Email – Send a custom email to candidates who did not show up for their interview.

D. Settings

    From Settings, you can customize or add:

• Contact Us Email – an email address where candidate replies go.
• Reschedule Limit – how many times a candidate can reschedule their in-person orientation.

3. Adding a Session

• Click Add Session

• Under Repeated, select the appropriate option:
  • Never – if this is a one-time orientation session.
  • Weekly – if this is a recurring session; then select the days it will occur.
• Enter the Start Date and set the End Date.
  • Choose Never as the end date if it's an ongoing recurring session.
• Add the Start Time.
• Assign the Interviewer for the session.
• Click Save to finalize the session setup.

4. Booking a Candidate for In-Person Session Manually

• Click Schedule on the left side of your screen

• On the session or orientation date where you'd like to schedule the candidate, click the “+human” icon

• Search the candidate by name or email.

• Once found, click Add candidate to schedule them for the selected session

That’s it — you’ve successfully booked a candidate for an in-person orientation!

Quick tip: 

We recommend enabling the Automated "Scheduled" Email. This ensures candidates receive a notification confirming their booking, along with any important details about the orientation (e.g., location, time, what to bring, or additional instructions). Including a clear and relevant information in the email body helps reduce no-shows and ensures candidates are well-prepared.

Hellohire Support

Have questions or need assistance? We’re here to help! Feel free to contact us at support@tryhellohire.com.