How do I schedule to a conference room or shared recruiting calendar?

There are many reasons you might want to schedule to a calendar other than your own. Maybe you want anyone on your team to be able to reschedule or delete interviews. Perhaps you're sick of doing phone interviews on the staircase because there are no conference rooms available. Whatever the reason, here's how you can set it up in Google!

To start, click the little arrow next to My calendars to create a new shared calendar.

On the next page, name your calendar and invite all the people who will be using it. When selecting the sharing options, make sure to set the dropdown to Make changes to events or Make changes AND manage sharing so everyone can write to the new calendar. Depending on your company's Google settings, there may also be a setting to easily invite all your coworkers at once.

Once the calendar is successfully linked, head to Greenhouse and start scheduling a candidate. At the top of the page, you'll see a pencil next to your calendar name. Clicking it will let you schedule this interview on a different calendar than normal! After you choose the Recruiting or Conference room calendar, all of your subsequent interviews will default to this one until you change it again.

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If you already have a calendar you want to use and just need to share it with your coworkers, have an admin on that calendar click the arrow next to its name and select Calendar Settings>Share This Calendar.  

Please Note: If you want to receive notifications when people accept or decline your invites, make sure to go back to the calendar's settings and check the box to receive those emails.

What about Outlook users?

Shared Outlook calendars work the same way! Just create a new calendar, share it with your team, then make sure it's selected when sending out the notifications. Things won't look different within Greenhouse, but you'll still be able to access the shared calendar or easily book rooms!

Please Note: Due to how Outlook 365 integrates with Greenhouse, shared calendars are not available for Outlook 365 users.

 

 

Keywords: [resources, google calendar, google integration, gcal, scheduling, shared calendars]

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Comments

  • Avatar
    Eike Stolley
    Hello, you are saying that this will work for Outlook Users as well. If I choose Outlook as calendar, I can't choose a specific calendar next to it. Is this only working with Outlook 365? Thanks, Eike
  • Avatar
    Alexa Lytle

    Hi Eike,

    Yes, this is correct. When you use Outlook, you'll need to download the invite as an ICS file and then schedule it to your recruiting calendar. For additional assistance, feel free to reach out to your account manager or our support line at support@greenhouse.io. :)

    Best,

    Alexa

  • Avatar
    Beth Sallomi

    are you also saying that you can book conference rooms in Google calendar without leaving Greenhouse? I don't understand the conference room part of this...

  • Avatar
    Karen Situ

    Hi Beth,

    Thanks for writing in! Typically if you're trying to schedule a conference room, it's best if you "Open in Google Calendar" and then input the conference room from there.

    However, if you have a separate calendar for conference rooms, you can in fact schedule the interview invites onto this calendar. You simply need to be granted the permission to manage/edit this calendar, as indicated above. Once you have the permission and your Google calendar is integrated onto your GH account, it should appear in the dropdown as an option when trying to schedule.

    Hope that helps! Please let me know if you have any further questions on this.

    All the best,
    Karen

  • Avatar
    Cassandra Bradley

    Hi,

    We use Outlook 365 but when I create a shared calendar for our team to schedule and see one recruiting calendar - it only populates on my greenhouse account. Under the other team members they only see "their calendar" folders. Is there anything to fix this? I've made them owners and everything - it just doesn't seem to be syncing. Any specific steps for a successful shared calendar on Outlook 365? Thank you!

  • Avatar
    Mary Kathleen Morelli

    Hello Cassie,

    Thank you for reaching out! I'd be more than happy to assist you in troubleshooting scheduling via your shared Outlook 365 calendar. I've gotten in touch via email to ensure that we can look into this further and get your scheduling up and running. I look forward to hearing from you!

    All the best,
    Mary

  • Avatar
    Meg Escobar

    Hi,

    I don't know how to change the calendar email in greenhouse. I am getting the error email from greenhouse that the email used to schedule is not assigned to anyone in greenhouse so it cannot be scheduled. I would like to update this email but do not know how/where.

    Best,
    Meg

  • Avatar
    Jess Bertubin

    Hi Meg,

    Thanks for writing in!

    I've sent you an email to further look into this issue for you. Let me know if you haven't received it!

    Best,
    Jess

  • Avatar
    Brandi McMillian

    @mary can you share how you resolved this issue for Cassie? I have the same problem.

    Thanks!

  • Avatar
    Mary Kathleen Morelli

    Hello Brandi,

    Thank you for reaching out about this! Unfortunately, Outlook 365's Greenhouse integration does not support shared calendars. I apologize for any inconvenience this is causing you and your team.

    All the best,
    Mary

  • Avatar
    Madeline Keen

    Is adding Outlook 365 support for this feature on the roadmap?
    Thanks!

  • Avatar
    Olivia Hirsch

    Hi Madeline,

    Thanks for writing in! Our team is currently exploring how we can expand functionality for Outlook365, however we currently do not have a timeline. Please feel free to follow our Product Roadmap on our Community to learn of any new features: https://community.greenhouse.io/t5/Product-Roadmap/idb-p/IdeaExchange

    Hope this helps!

    Thank you,
    Olivia

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