Organize, Manage and Track Recruiting Events with Ashby

We’ve added a new Events tab in the Sourcing section of Ashby. This is your new home for managing everything related to sourcing events; whether you’re running a university fair, hosting a virtual tech talk, or sponsoring an in-person meetup at an industry conference. This feature is available to customers on the Plus and Enterprise plans.

Events in Ashby enable you to source, nurture and engage top talent directly for opportunities today or down the road. No more jumping between separate tools or asking for help from Marketing or IT. Events are fully integrated into your ATS and CRM, making it easy to build pipelines from in-person or virtual events and re-engage candidates later.

“One of the biggest benefits was being able to tap into the pipeline we built from these initial hiring events. When we need to re-engage candidates, it is as simple as sending out a bulk email from Ashby. With everything stored in one place, we are able to quickly fill these roles as they open up.” - Jess Taylor, Recruiting Coordinator at Form Energy

Managing Events in Ashby means you can execute hiring events without the help of marketing, IT or other tools. With Events natively integrated into the rest of your tools with Ashby All-in-One, you can eliminate manual tracking and tool switching and connect your hiring events directly to your talent pipeline.

Read on to see how you can use Events to build direct connections with quality talent easily.

Creating events

Hosting events usually requires using a separate event software that’s disconnected from the ATS you live in every day. In Ashby, creating Events is a simple setup process.

From the sourcing tab within Ashby, you can navigate to Events and create a new Event and configure basic information like its name, date and location. Here you can configure your events in Ashby to be virtual or in-person, and tie them to specific sources to automatically tie pipeline generated back to events.

You can also add a short description for the Event Registration page or skip this and add it later.

Build custom registration pages

Recruiting teams can now create fully branded registration pages; no design or engineering help required. Ashby applies your existing branding automatically, and you can enrich pages with images, video, or formatted content using a simple WYSIWYG editor.

Each event includes a customizable registration form, pre-filled with name and email fields. You can add fields like social profiles, resume uploads, dietary restrictions, or anything else you’d like to capture.

Because Events are part of Ashby’s All-in-One system, all registration data flows directly into your candidate records and CRM, making it searchable and reportable without extra setup.

Automate confirmation and calendar invites

Ashby lets you send automatic registration confirmation emails with built-in .ics calendar attachments. If event details change, updates are automatically reflected on attendees’ calendars.

You can also include RSVP tokens in your emails so candidates can confirm or update their attendance with one click.

Build your event audience

Before you send invitations, you’ll need to build an audience list for this event by adding candidates to your event.

1. Add individual candidates directly from the Attendance tab
2. Add candidates using Bulk actions

From any Sourcing Project you will see a new Add to Event action under the dropdown. Just select the candidates you want to add, then use the Add to Event action. You will find your event using the dropdown in the next screen.

Inviting candidates and tracking RSVPs

Now that you’ve created your attendance list, you are ready to send email invitations. Sending email invitations follows the email creation process you already know well.

Head to your Audience tab and select the candidates to whom you’d like to send an email invitation. After selecting the Email action, you will begin the Bulk Actions email workflow.

Teams can create new event specific email templates, with full token substitution support. Your team can build, design and send out personalized bulk event invitations without relying on marketing or development teams.

Invite Candidates

To invite candidates, go to the Audience tab, select profiles, and start a Bulk Email workflow. You can use existing templates or create event-specific ones with full token support for personalization.

Once candidates register, Ashby automatically updates their RSVP status in real time. You can also manually check in attendees during the event, and Ashby will timestamp their check-in.

Manage RSVPs

Most Candidates will RSVP by registering for the event using the form you’ve already created for this event. When that happens, for example after you’ve sent bulk email invitations, you will see the attendance status change automatically.

Attendance status can be updated manually from this same Audience tab. It’s also where you can check attendees in by selecting the Yes option. Ashby will automatically add a timestamp.

Events are now available to customers on Plus and Enterprise plans. Try them out from the Sourcing tab in your Ashby account.