Permissions: All users

Product tier: Available to all subscription tiers

Note: Please confirm with your IT team that your organization is utilizing Office 365 (and by extension Outlook 365) instead of an on-premise-only implementation of Microsoft Exchange

Outlook 365 is part of Microsoft Office 365 Suite, a cloud-based subscription service that allows your organization to create, communicate, and collaborate using Microsoft tools. Greenhouse Recruiting users who wish to schedule to and from their calendars (or any shared calendars where they have appropriate permissions) must enable the integration on their personal Greenhouse Recruiting account.

Users can see/perform the following actions directly from their Greenhouse Recruiting account for all calendars where they have the proper permissions:

  • View and schedule to personal Outlook 365 calendar
  • View and schedule to a shared Outlook 365 calendar 
  • Update interviews in Outlook 365
  • Delete interviews in Outlook 365

Greenhouse Recruiting's integration with Outlook 365 enables your organization to schedule, update, and delete interviews from calendars where users have appropriate permissions.

Depending on your permission level, you can enable Outlook 365 on Greenhouse Recruiting using either of the methods outlined below. 

Note: This integration links a single Greenhouse Recruiting user account to a single Outlook 365 account. Each user in Greenhouse Recruiting who wishes to use the Outlook 365 calendar integration must enable Outlook 365 following the process outlined here.

Enable the Outlook 365 integration in Greenhouse Recruiting 

Connect Outlook 365 as a Job Admin and above

Note: Your Outlook 365 email address must match the primary email address associated with your Greenhouse Recruiting account.

Select Integrations from your navigation bar.

Integrations button highlighted on the Greenhouse Recruiting dashboard page

On the Integrations page, search and select Outlook 365 from the list results.

Search results show Outlook 365 on the Integrations page

Click Connect.

Connect button highlighted on the Outlook 365 integration panel

Sign in to Outlook 365 using the prompts.

Outlook 365 sign-in prompt that asks for an email address and password

When finished, you'll be redirected back to Greenhouse Recruiting and the Outlook 365 integration will be enabled for your account. 

Connect Outlook 365 as a Basic user 

Note: Your Outlook 365 email address must match the primary email address associated with your Greenhouse Recruiting account.

Basic users can enable Outlook 365 from their Account Settings page. 

Select your initials from the top-right of any Greenhouse Recruiting page, then click Account Settings from the dropdown.

Account Settings dropdown on the Greenhouse Recruiting dashboard

Scroll to click Connect to Outlook 365.

Connect button highlighted on the Outlook 365 integration panel

Sign in to Outlook 365 using the prompts.

Outlook 365 sign-in prompt that asks for an email address and password

When finished, you'll be redirected back to Greenhouse Recruiting.

The Outlook 365 integration will be enabled for your account.

Use the Outlook 365 integration with Greenhouse Recruiting 

Send an availability request email

 

After you configure your Outlook 365 integration, you can request a candidate's availability and allow them to see the openings on your calendar.

Note: You can only request a candidate's availability after that candidate has progressed to a stage with a scheduled interview component, such as a phone screen or face-to-face interview, and is currently active in that stage.

You won't be able to request their availability for stages like Take Home Tests or background checks that don't require specific scheduling.

To send an availability email, click Request Availability on the Stage tab in their job dashboard.

Screenshot-of-request-availability-button.png

Note: You'll only see the Request Availability button for candidates in their current stage. If a candidate hasn't been moved into a stage, you won't be able to request their availability.

Complete the fields for the availability request as needed.

If you have an availability request email template, it will automatically be populated in the Body of the message. However, you can also manually update or write an email in this field.

Your message for candidate availability will be sent to the email address listed in the To field.

Additionally, you can suggest some interview times to help coordinate between the interviewer's and candidate's schedules. To add these times to your availability request, click Suggest interview times for candidate.

Screenshot-of-suggest-times-window.png

Note: Suggesting interview times for the candidate allows you to send potential interview slots to candidates based on your interviewers' schedules. By providing these suggestions, you can more easily find a convenient interview time for the candidate and your team.

Click here to learn more about viewing calendars to suggest interview times. 

When you're finished, click Send Email.

Screenshot-of-send-email-button.png

Note: Organizations with an Advanced or Expert subscription tier can automate this process using a stage transition rule. Click here to learn more.

View interviewer calendar to suggest times 

To view an interviewer's calendar, select their name from the Interviewer dropdown menu.

To select a proposed time, click and drag in the calendar. You can do this multiple times to add more than one proposed time.

Note: Only one calendar can be viewed at a time.

To select a proposed time, click and drag in the calendar. You can do this multiple times to add more than one proposed time.

Gif of clicking and dragging the schedule

To remove a section, click the X icon in the top right corner of the scheduling block.

Screenshot of closing time block

To view different weeks on the interviewer's calendar, click the arrow icons in the top right corner of the page.

Screenshot of navigation.

When you're finished, click Save Suggested Times.

Your selected times will display at the bottom of the Candidate Availability Request email to the candidate.

Resend an availability request

You can resend your email and the suggested interview times (or an edited version of these times) by clicking Resend from the candidate's On Job panel.

Screenshot of resend button.

Your request for the candidate's availability will be sent to the candidate with your suggested interview times.

What the candidate sees when responding to an availability request

When a candidate receives an availability request, they can click on a link to enter their own availability.

Screenshot of candidate view

This link will open a calendar in a new tab that contains the suggested times and any other available information from the interviewer. To select their availability, the candidate can click and drag the sections on the calendar.

When they're finished choosing their availability, they'll need to select Submit Availability.

Screenshot of candidates availability

Find a candidate's submitted availability

After the candidate sends their availability, the user who initially sent the Candidate Availability Request email will receive a notification email.

To view an availability request, navigate to the candidate's Job tab and expand the Stage. The times suggested by you along with the candidate's suggested times will display under Availability.

Screenshot-of-completed-request.png

If you want to manually update the candidate's availability or suggested times, click Edit.

However, if you've found some availability and want to schedule an interview, click Schedule Interview. For more information on how to schedule an interview, click here. 

Schedule an interview with your personal or shared calendar

To schedule an interview to a personal or shared Outlook 365 calendar, navigate to a candidate profile with an interview that needs to be scheduled (Jobs > Job > Candidates).

From the candidate profile, select the Stage tab on the On Job panel. Locate the interview to be scheduled and click Schedule Interview.

Screenshot-of-schedule-interview-stage.png

Review and adjust calendar settings 

From the Scheduling for candidate page, click the Settings icon.

In the Settings dialog window, review the Calendar Name dropdown to confirm your preferred personal or shared Outlook 365 calendar is selected.

The Time Zone dropdown defaults to your user account's time zone. Interviews scheduled between time zones are automatically adjusted for the interviewer and the candidate to reflect their respective time zones.

Note: If scheduling to a shared calendar, search and select the calendar using the Calendar Name dropdown. The email address connected to the shared calendar must be associated with a specific user in Greenhouse Recruiting.

Screenshot-of-settings-outlook365.png

Note: For information on viewing or accessing a shared calendar not populating in your calendar settings, click here.

When finished, click Save.

Note: After saving, selected calendar settings will be defaulted for future scheduling across all candidates and jobs unless manually adjusted.

Confirm interview details and complete scheduling

Use the left-hand panel to input the interview details such as date and time, interviewers, location, and office.

If the candidate submitted availability, it is indicated in white blocks in the right-hand panel. Once you add yourself as an interviewer and add a conference room / resource, the free/busy availability for each is indicated in the right-hand panel as well. Use this view to find the best time for all parties.

Screenshot-of-schedule-and-continue.png

When finished entering details, click Schedule and Continue.

On the subsequent page, use the Schedule Summary panel on the right to confirm the interview details are correct. Select an interviewer invite template from the Templates dropdown, or manually enter your own description.

When finished, click Send Invites.

Screenshot-of-send-invites.png

Note: Greenhouse Recruiting's scheduling calendar (what enables us to compile and manage your interviewing schedule) is added to all of your organization's interviews as a guest.

Once sent, interviewers (and Greenhouse Recruiting) are invited to the newly created interview on the calendar.

Be sure to send a separate interview confirmation email to the candidate for the new interview.

Update an interview scheduled with the Outlook 365 integration 

Note: An interview scheduled through the Outlook 365 integration can be updated only by the user who originally scheduled it, and then only if one of the following conditions is true: 

  • The user scheduled the interview to their personal calendar, or
  • The user scheduled to a shared calendar, and the email address associated with the shared calendar also is associated with the user's Greenhouse Recruiting account.

If you need to make an update or cancel an interview scheduled through the Outlook 365 integration, you can do so directly from Greenhouse Recruiting by following the below steps: 

Reschedule interview 

To reschedule an interview scheduled with the Outlook 365 integration, navigate to a candidate profile with an interview that needs to be cancelled (Jobs > Job > Candidates).

From the candidate profile, scroll to the Stage tab on the On Job panel and expand the stage that requires a cancelled interview.

Click Update next to the scheduled interview.

Screenshot-of-update-button-on-candidate-profile__1_.png

From the Scheduling for candidate page, edit the interview details as needed.

Once the interview details are edited, click Schedule and Continue.

Screenshot_of_scheduleandcontinue.png

On the subsequent page, confirm the updated interview details are correct, then click Update Interviews

Note: If you wish to notify the interviewer(s) of the change by email, be sure the box for Send an email update to all interviewers is checked.

Screenshot_of_update_interviews.png

Once sent, interviewers (and Greenhouse Recruiting) will be invited to the updated interview.

You will also need to send a separate interview confirmation email to the candidate for the updated interview.

Cancel interview 

To cancel an interview scheduled with the Outlook 365 integration, navigate to a candidate profile with an interview that needs to be cancelled (Jobs > Job > Candidates).

From the candidate profile, scroll to the Stage tab on the On Job panel and expand the stage that requires a cancelled interview. Click Update next to the scheduled interview.

Screenshot-of-update-button-on-candidate-profile__1_.png

On the Scheduling for candidate page, click Delete Interview in the bottom-left corner.

Screenshot_of_delete_interview__1_.png

Once clicked, the interview is deleted and the scorecard is removed from the interviewer's My Dashboard page in Greenhouse Recruiting.

The interviewers will be notified by email only if your organization has configured calendars to send email notifications for cancelled events.

Note: Be sure to send a notification to the candidate if needed. Greenhouse Recruiting does not notify the candidate of changes to an event.

Troubleshoot Outlook 365 in Greenhouse Recruiting

Sometimes you may not see the option to add video conferencing or click Send invites on the final scheduling step. This error typically indicates an incorrect setup with your default Greenhouse Recruiting scheduling calendar.

To correct the default scheduling calendar, try these steps:

1. From the Candidates page, navigate to a candidate profile that currently requires scheduling.

The Candidates page with an emphasis box around a candidate named Jacqueline Murphy

2. Click Schedule Interview on the candidate profile.

3. On the Scheduling page, click the Settings Settings icon icon at the top-right.

Calendar settings

4. In the Settings pop-up, ensure your Calendar Type is set to Outlook 365, and select your Calendar Name from the drop-down menu.

Calendar settings with Outlook 365 chosen as the default scheduling calendar

5. Click Save.

These settings will dictate the default scheduling calendar to be used when scheduling candidates on Greenhouse Recruiting.

Continue scheduling the candidate as normal.

Additional resources