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.
Enable the Outlook 365 integration in Greenhouse Recruiting
Connect Outlook 365 as a Job Admin and above
Select Integrations from your navigation bar.
On the Integrations page, search and select Outlook 365 from the list results.
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.
Connect Outlook 365 as a Basic user
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.
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.
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.
To send an availability email, click Request Availability on the Stage tab in their job dashboard.
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.
When you're finished, click Send Email.
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.
To remove a section, click the X icon in the top right corner of the scheduling block.
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 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.
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 Enter your availability now to enter their own availability.
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.
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.
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.
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.
When finished, click Save.
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.
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.
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
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:
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.
From the Scheduling for candidate page, edit the interview details as needed.
Once the interview details are edited, click Schedule and Continue.
On the subsequent page, confirm the updated interview details are correct, then click Update Interviews.
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.
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.
On the Scheduling for candidate page, click Delete Interview in the bottom-left corner.
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.
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.
2. Click Schedule Interview on the candidate profile.
3. On the Scheduling page, click the Settings icon at the top-right.
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.
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.