I use Google Calendar. How do I schedule an interview?

Our new scheduling seamlessly integrates with your existing Google calendar to book conference rooms, view your coworkers’ calendars to check availability, compare schedules, choose the best interview time, and send interviewers invites -- all without leaving Greenhouse!

 To see all of this in action, watch our Scheduling with Google video.

Scheduling Interviews

Find a candidate with an interview to schedule, and click Schedule Interview. You’ll be directed to a new scheduling page.

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Setup

On the top left of the page, click on Settings. First, make sure your Google calendar is connected to Greenhouse:

  • Click Connect to Google
  • Select the Google account through which you want to schedule interviews
  • Click Allow when prompted to allow online access

Any interviews you schedule will display on your own calendar by default unless you select a different shared calendar to which you have write access. You can return to Settings at any time to make updates and Greenhouse will remember your selections the next time you schedule an interview.

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Interview Details

You can manually select the interview date, time, and interviewers and Open in Google or Send Invites to Interviewers. A new field called Resources shows all of your organization’s conference room calendars so that you can reserve a room directly in Greenhouse and add it to your interview invite. The required fields to schedule an interview are date, start time, and interviewer(s). 

 

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Find Times

To compare the availability of multiple interviewers, different conference rooms, or the candidate’s schedule to choose the best date, time, and location for the interview, click on Find Times.

You’ll see a new view with the calendar details of any selected interviewers and conference rooms, as well as the candidate’s availability if they provided it.

Available times selected by the candidate will show up as white time blocks on the calendar while all other time slots they did not select will be shaded in gray.

You can also toggle between days by clicking on the arrows at the top of the calendar to compare availability across different dates.

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You’ll only see the calendar information you have access to based your Google calendar permissions; if you’re able to see all of the event details on a coworker’s calendar, this information will be pulled into Greenhouse. If you can only see when someone is free or busy, those blocks will be reflected on the calendar.

 If you’re comparing the availability of multiple interviewers and no longer want to view a specific calendar, click on the person’s name at the top of the calendar to remove their calendar from this view and from the interview invite.

Alternatively, you can always change the interviewers, conference rooms, or the duration of the interview by clicking on Edit at the top right to modify the details of the interview without leaving the calendar scheduler.

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Once you find a time and date that works well for everyone needed in the interview, click on the calendar to select a time slot. You can drag and drop this new block anywhere on the calendar to select a different time or you can select a time on a different day.

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When you’re ready to finalize scheduling, you can either click Open in Google to open a Google Calendar invitation if there are any other additional Google features you’d like to use on the invite, or, if you’re all set, click on Send Invites to Interviewers to send calendar invites directly from Greenhouse without launching another window.  

 

 

 

Once the interview has been scheduled, you can click to update the interview right within Greenhouse.

 

 

Keywords: [gcal, google calendar, scheduling, zoom, resources, calendar invite, calder invite]

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Comments

  • Avatar
    Mallory Mazer

    Does this invite the candidate as well?

  • Avatar
    Abhishek Porwal

    What about scheduling candidates?

  • Avatar
    Kachi Okoronkwo

    Is there a way to sync rooms in our calendar to the "Location" field?

  • Avatar
    Murphy

    Hi Kachi,

    The Location field will map to the "Where?" box in Google, which is separate from adding a room to the invite. You will need to open the invitation in Google so you can make any edits and include rooms before sending.

    Please let me know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Victoria Payne

    does every employee need to "sync with google," or can the admin do it for the company?

  • Avatar
    Victoria Payne

    Hello- Following up on my question above.

    Thank you,
    Victoria

  • Avatar
    Jeffrey Swartwout

    Hi Victoria,

    Sorry for the delay here. Only schedulers need to sync with google. People being scheduled don't need to do that.

    Best,
    Jeff

  • Avatar
    Romuald Restout

    How about checking availabilities? Can't it read my calendar and automatically identify free spaces on my schedule?

  • Avatar
    Lucia Hoang

    Hi Romauld,

    The integration with Google Calendar is only meant for transferring events from one platform to another. Because the integration between Greenhouse and Google Calendar is not meant to be a time management platform, it does not read your calendar to identify when you are free.

    I hope this clarifies everything! Let me know if you have any more questions!

    Best,
    Lucia Hoang

  • Avatar
    Casey Plasker

    Is there any plan to have the Google Calendar integration read my calendar that way it tells me when I am unavailable so I don't double book?

    Edited by Casey Plasker
  • Avatar
    Jess Bertubin

    Hi Casey,

    Thanks for writing in!

    Our team is currently looking into how best this can be done. It's a pretty large project so this will take a bit of time to complete in order to make sure it's done right.

    In the meantime, I highly recommend keeping an eye on the Product Roadmap forum in the Greenhouse Community to see what's coming up and to discuss with other users about features you'd like to see in the future!
    https://community.greenhouse.io/t5/Product-Roadmap/idb-p/IdeaExchange

    Best,
    Jess

  • Avatar
    Jenny Holz

    I work remotely from a different time zone than the meetings I'm scheduling. Is there a way to change my Greenhouse default to match the correct time zone instead of doing it manually every time?

  • Avatar
    Mary Kathleen Morelli

    Hello Jenny,

    Thank you for reaching out about this! Unfortunately, at this time, there is not a way to do this Time Zone adjustment automatically. With that being said, our team is working on improvements to our Scheduling tool that will allow for ease of scheduling in different time zones.

    All the best,
    Mary

  • Avatar
    Karian Lewis-King

    Hey!

    I'm getting a 502 error message when clicking 'Open in google calendar'

    Any ideas on how I resolve this asap?

    Thanks!
    Karian

  • Avatar
    Mary Kathleen Morelli

    Hello Karian,

    Thank you for reaching out about this! I apologize for our delay in response. If you are still experiencing errors of this nature, please feel free to reach out to support@greenhouse.io. We'd be happy to assist further.

    All the best,
    Mary

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