Outlook 365 is part of Office 365, a cloud-based subscription service that allows your organization to create, communicate, and collaborate using Microsoft tools.
Greenhouse Recruiting's integration with Outlook 365 lets your organization schedule, update, and delete interviews from calendars where people have the appropriate permissions.
Note: People at your organization who want to schedule from their personal or shared calendars should enable this integration on their individual Greenhouse Recruiting accounts.
Note: This integration links a single Greenhouse Recruiting user account to a single Outlook 365 account.
Enable the integration
Enable Outlook 365 as a Job Admin or Site Admin
Note: Your Outlook 365 email address must match the primary email address associated with your Greenhouse Recruiting account.
Click Integrations on your navigation bar.
Search for and select Outlook 365 from the results.
Click Connect.
Sign in to Outlook 365 using the prompts.
When finished, you'll be redirected back to Greenhouse Recruiting and the Outlook 365 integration will be enabled for your account.
Tip: Are you having trouble connecting? Check out Troubleshoot the Outlook 365 integration.
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 the Outlook 365 integration. Click your initials at the top-right of any Greenhouse Recruiting page, then click Account Settings from the dropdown.
Scroll to click Connect to Outlook 365.
Sign in to Outlook 365 using the prompts.
When finished, you'll be redirected back to Greenhouse Recruiting.
The Outlook 365 integration will be enabled for your account.
Tip: Are you having trouble connecting? Check out Troubleshoot the Outlook 365 integration.
Use the integration
Send a candidate availability request
After you enable the Outlook 365 integration, you can request a candidate's availability and allow them to see open availability on your calendar.
Note: You can only request a candidate's availability for an active candidate that has progressed to a stage with a scheduled interview, such as a phone screen or face-to-face interview. You can't request their availability for stages like take home tests or background checks that don't require scheduling.
To send an availability email, navigate to the candidate's profile and click Request Availability beside the stage.
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. You can also manually update this field.
Your message for candidate availability will be sent to the email address listed in the To field.
You can suggest interview times for the candidate.
When you're finished, click Send Email.
Tip: Organizations with Advanced or Expert subscription tiers can automate this process using a stage transition rule.
Suggest interview times for a candidate
You can suggest interview times to help coordinate between the interviewer's and candidate's schedules. When editing the candidate availability request, click Suggest interview times for candidate.
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. Learn more about viewing calendars to suggest interview times.
Click to select your interviewer's name from the interviewer dropdown.
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.
To remove a time selection, click the X icon in the top right corner.
To view different weeks on the interviewer's calendar, click the arrow icons in the top right corner of the page.
When you're finished, click Save Suggested Times.
Your selected times will be displayed at the bottom of the candidate availability request email.
When you're finished, click Send Email.
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 profile.
Your request for the candidate's availability will be sent to the candidate with your suggested interview times.
What the candidate sees on an availability request
When a candidate receives an availability request, they can click Enter your availability now to enter their availability.
A calendar will open in a new tab that contains your 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 can click Submit Availability.
Find a candidate's submitted availability
After a candidate sends their availability, the person who initially sent the candidate availability request email will receive a notification email.
To view an availability request, navigate to the candidate's profile and expand the availability section on the stage. The times suggested by you and the candidate will be displayed.
If you want to manually update the candidate's availability or suggested times, click Edit.
If you're ready to schedule, click Schedule Interview.
Schedule an interview with your personal or shared calendar
To schedule an interview on a personal or shared Outlook 365 calendar, navigate to a candidate profile with an interview that needs to be scheduled.
Locate the interview to be scheduled and click Schedule Interview.
From the scheduling page, click the Settings icon.
Review the Calendar Name dropdown to confirm your preferred personal or shared Outlook 365 calendar is selected.
The time zone dropdown defaults to your account's time zone. Interviews scheduled between time zones are automatically adjusted for the interviewer and the candidate to reflect their respective time zones.
Tip: Are you unable to find a shared calendar? Check out Troubleshoot the Outlook 365 integration or Create a shared calendar on Outlook 365.
When finished, click Save.
Note: After saving, selected calendar settings will be defaulted for future scheduling across all candidates and jobs unless manually adjusted.
Next, input the interview details such as date and time, interviewers, location, and office.
If the candidate submitted availability, it's indicated in white blocks on the right. Once you add yourself as an interviewer and add a conference room or resource, the free and busy availability for each resource is indicated on the right. Use this view to find the best time for all parties.
When finished, click Schedule and Continue.
Next, use the schedule summary to confirm the interview details. Select an interviewer invite template from the Templates dropdown, or manually enter your own.
When finished, click Send Invites.
Note: Greenhouse Recruiting's scheduling calendar is added to all of your organization's interviews as a guest.
Once sent, interviewers are invited to the newly created interview on the calendar.
Tip: Candidates aren't automatically notified of scheduled interviews. Send a separate interview confirmation email to the candidate.
Update a scheduled interview
If you need to make an update or cancel an interview scheduled through the Outlook 365 integration, you can do so directly in Greenhouse Recruiting.
Note: Interviews scheduled with the Outlook 365 integration can only be updated by the person who originally scheduled the interview, and only if one of the following conditions is true:
- The user scheduled the interview on their personal calendar, or
- The user scheduled to a shared calendar that was created with an email address also associated with the person's Greenhouse Recruiting account.
Learn more from Microsoft on sharing calendar access with other users.
Reschedule interview
To reschedule an interview scheduled with the Outlook 365 integration, navigate to the candidate's profile.
Expand the stage that requires the updated interview.
Click Update next to the interview.
Edit the interview details as needed.
Once the interview details are edited, click Schedule and Continue.
Confirm the updated interview details are correct, then click Update Interviews.
Note: If you wish to notify the interviewers of the change by email, check the box beside Send an email update to all interviewers.
Once sent, interviewers will be invited to the updated interview.
Tip: Candidates aren't automatically notified of updated interviews. Send a separate interview confirmation email to the candidate.
Cancel interview
To cancel an interview scheduled with the Outlook 365 integration, navigate to the candidate's profile.
Expand the stage that requires the canceled interview.
Click Update next to the interview.
Click Delete Interview at the bottom-left.
The interview will be deleted and the scorecard will be removed from the interviewer's Dashboard in Greenhouse Recruiting.
The interviewers will be notified by email only if your organization has configured calendars to send email notifications for canceled events.
Tip: Candidates aren't automatically notified of canceled interviews. Send an email to the candidate to update them on the change.