Campus, walk-in and job fair drives
Run a hiring day for hundreds of candidates. They register by link, QR or kiosk, get a token, and wait in queues shown on a live board on the hall TV. Results come the same day, with offers from a package approved beforehand.
PLANSScale only
Why it matters
A walk-in or campus drive puts two hundred people in a hall with a handful of recruiters. The day usually runs on printed lists, called-out names and marks on paper. People wait for hours, some are interviewed twice and others never, and offers take a week because each needs its own approval. In SmartMy HRMS every candidate gets a token and a place in a queue, and the hall TV shows who is called where. The standard package of each position is approved before the day, so selected candidates can leave with an offer. The report shows the cost of each hire.
The problem it solves
- Hundreds of walk-ins queue at one desk while interview rooms sit empty.
- Results are scribbled on paper and typed in days later, and good candidates take other offers meanwhile.
- Every offer from the drive waits for its own approval.
- You visit the same colleges every year without knowing which ones give you people who stay.
How it works
- Plan campus visits with each institution: Ask for the Slot sends the placement officer a link to agree, decline or propose a date. Make the Drive from an agreed slot, or start a walk-in, job fair or virtual drive.
- Set the positions with hires wanted and the standard package, and get the package approved. Add the team, the stages (desk, document check, test, group discussion, interview, HR or offer desk) with their stations, and the eligibility.
- Announce and open registration. Candidates register online by link or QR, from the institution's list, at a kiosk tablet, or on the spot.
- On the day, Check In gives each candidate a token. Each station calls Next Candidate; the queue moves through Call, In, Done or Did Not Come, and Balance the Queues spreads people over free stations.
- Panels score on their own assessments with a verdict of Select, Hold or Reject. Announce the Results and candidates see them on their own link.
- Send the offers from the approved package or a letter of intent, group joiners into batches and start onboarding for a whole batch. Close the Day sends the results to the institution.
Everything it does
The drive
- Kinds: campus drive at an institution, walk-in at your premises, job fair, virtual drive
- Templates with the usual stages and checklist for each kind
- Statuses: Draft, Announced, Registration Open, On the Day, Closing, Done, Cancelled
- Team: recruiters, coordinators, volunteers and duties (desk, usher, invigilator); team members get the drive screens without a recruitment role
- Checklist with owners and due dates; costs by travel, stay, venue, gifts, food and other, with bills
- Repeats: a walk-in every week, two weeks or month
Registration and eligibility
- Registration link, QR code, kiosk link and display screen link; Make New Links stops the old ones
- Registration closes at a time, up to a number of people, with a waiting list; resume needed or not
- Eligibility: courses, branches, minimum marks %, minimum CGPA, most backlogs, years of passing out, or an experience range
- Allow Though Not Eligible with a reason
- Registration statuses: Registered, Waiting List, Checked In, No-show, Withdrawn
On the day
- Token letter and minutes per candidate for each stage; Token Slip prints
- Make the Groups for group discussion; Start for Everyone and Time Up for Everyone for a hall test, or the online test in the hall
- Marks out of and cut-off marks for a test on paper
- The live board flags a stage where too many wait
- Decide per candidate or Decide as Proposed for all
- Accepted in Person records acceptance at the desk; Joins Today makes the person an employee at once
Institutions and results
- Institutions with our tier, placement officer, courses and students a year, campus notes and pre-placement talk material
- Each counts drives held, hired, confirmed after probation, left early and still with us
- Report tab: registered, eligible, appeared, no-shows, selected, offered, accepted, joined, spent and cost for each hire
- Results and Offers in Excel; feedback asked from the institution and the candidates
- Drives by Institution and Year compares institutions over the years
Who uses it
RecruiterPlans the drive, gets the package approved, runs the day and sends the offers.
Coordinator and volunteersCheck candidates in, call the next one and keep the queues moving.
Panel memberScores candidates and gives a verdict, on the web or the phone.
Placement officerAnswers the slot request and receives the results, by link.
CandidateRegisters, shows their QR, watches the board and sees the result on their own link.
Where you use it
- Web: Recruitment > Drives (Hiring Drives, Today's Walk-in, Registrations, Queues, Stations, Joining Batches, Institutions, Campus Calendar, College Placement Drives)
- Kiosk: a tablet at the door for walk-ins to register themselves; display screen: the live board on a hall TV
- The SmartMy HRMS app: Menu > Hiring drives for check-in by QR, queues, results and the live board. Also Menu > College placement drives (built and in testing, not in the app stores yet)
- Not in the app: setting up a drive and printing offer letters are done on the web
What you control
Settings
- Drive Templates and Drive List Mappings (how an institution's student list is read) in Recruitment > Configuration
- Per position: salary template, annual CTC, monthly gross or day's wage, usual joining date and Offer Valid For (days)
- Per stage: token letter, minutes for each, scorecard, marks and cut-off
Approvals
- Drive package: the hiring approvers you name, else the usual approvers. Offers made on the day within an approved package need no approval of their own
- College Drive Offer: for drives run with a college on SmartMy Campus; with nothing set up, HR administrators and management
Notifications
- Drive: Registered, On the Waiting List, A Place Freed, Cancelled, Token, Result of a Round, Letter of Intent, Offer Waiting, Joining Soon, Feedback Asked. To candidates, by email, WhatsApp or SMS
- Drive: Did Not Join and To-do Due: to the drive's recruiters and owners, on screen and by email
- Drive: Package to Approve and Package Decided: to the approvers and the recruiter
- Campus: Slot Asked, Results to the Institution, Institution Feedback Asked: to the placement officer; Slot Answered: to the owner of the calendar line
Works with
SmartMy CampusWhen a college runs its placement drives on SmartMy Campus, paste its link and work the drive here. Candidates and rounds come in, and your results and approved offers go back to the college. The student's answer returns.
Questions
Can walk-ins register without a phone?
Yes. Register them at the desk with New Walk-in, or put a kiosk tablet at the door where they register themselves. Each gets a token, and Token Slip prints it.Can we make offers on the same day?
Yes. Get the standard package of each position approved before the drive. Offers within it need no further approval, and Send the Approved Offers mails them or Print the Offer Letters prints them for the hall.How do candidates know when it is their turn?
Open the display screen link on a TV in the hall. It shows the tokens called at each station. Candidates also get their token and later their result on their own link.Can we screen a college's student list in advance?
Yes. Register them from the institution's list with your eligibility rules: courses, branches, marks, CGPA, backlogs and the year of passing out. Those who do not meet them show why.Can the panel score on their phones?
Yes, in the SmartMy HRMS app, which is built and in testing and not yet in the app stores. They can also score on the web.Related features
RECRUITMENTInterviews, scorecards, tests and video interviewsInterview rounds with standing panels and scorecards, where each panelist's assessment is their own and locked once given. Online tests marked by the system, and one-way recorded video rounds. A workspace where the hiring manager answers yes, hold or no, and the final choice is recorded with back-ups.RECRUITMENTOffers, negotiation, pay bands and joining bonusMake the offer from a salary template with the full breakup, check it against the pay band and peers, and get it approved. The candidate accepts on a link. Every version and counter-offer is kept, a joining bonus is paid and clawed back through payroll, and the employee is made from the accepted offer.JOINING AND PROBATIONPre-joining, onboarding tasks and the joining kitFrom the accepted offer to the end of the first week. Each joiner gets a joining page without a login, a daily risk score and the joining kit to sign online. Medical checks run where a role needs one, every department gets its onboarding tasks, and each joiner gets a buddy and a first-week plan.RECRUITMENTRecruitment service levels, recruiter load and reportsSet how many days each hiring step may take, see what is on track, at risk or late, and record why. Each recruiter has My Day and a load you can rebalance, with monthly targets. A recruitment dashboard and 14 reports show the funnel, time to fill, sources, cost per hire and more.LINKS AND PLATFORMTeaching staff, vacations and guest faculty (with SmartMy Campus)For schools and colleges on SmartMy Campus. Staff are marked teaching or non-teaching, and a vacation becomes paid days off for the staff it covers. Vacation duty earns leave, and guest faculty are paid per lecture from the timetable.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.