The Request Candidate Availability feature simplifies the scheduling process and reduces the need to navigate between multiple calendars when coordinating interviews. In this article, we will cover how to:
Send a request candidate availability email
You can only request a candidate's availability after that candidate has progressed to a stage with a schedule interview component (e.g. Preliminary Phone Screen, Phone Interview, Face to Face).
Note: Requesting candidate availability can only be done in stages that the candidate is actually in. You will be unable to request availability until you actually move that candidate into the stage.
To send an email that requests a candidate's availability, navigate to the On Job panel of that candidate's profile. From this panel, expand the Current Stage.
Click Request Availability.
From the Availability dialog box, you can create an email that will be delivered to the candidate. The body of the email will be drawn directly from your Candidate Availability Request Message template. For more information on how to edit this template, click here.
Alternatively, you can elect to disregard the use of this template and craft your own message in the Body field of the dialog box. Confirm all the details of the email and click Send Email when ready.
Additionally, you can suggest some interview times to help coordinate between the interviewer's and candidate's schedules. We've included some additional information about this feature below.
Your message for candidate availability will be sent to the email address listed in the To field.
Organizations with an Advanced or Expert subscription tier have the option to automated this process via Candidate Availability Request Rules. Click here to learn more.
Suggest interview times for candidate
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. To use the feature, navigate to the Availability dialog box and click Suggest interview times for candidate.
If you have enabled the Google Calendar integration, the dialog box will automatically connect.
To view an interviewer's calendar, select their name from the Interviewer dropdown menu. The interviewer's calendar will populate to the right.
Note: In order to see a colleagues calendar, you will need to have been granted Make changes to events permissions on their calendar. For more information, click here.
Note: Calendars for individual interviewers can only be viewed one at a time.
Click and drag in the calendar to create proposed times for your calls or interviews. Create as many slots as necessary. If you accidentally create a selection, simply click X in the upper right-hand corner of the selection to delete.
Use the navigation tools in the upper right-hand corner of the dialog box to view different weeks on the interviewer's calendar.
When finished, click Save Suggested Times.
Your selected times will be inserted into the bottom of the Candidate Availability Request email to the candidate. If you are satisfied with your suggested times, click Send Email.
You can always resend this 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.
Candidate response to request
Your Candidate Availability Request email to the candidate will include a link to their own scheduling window where the candidate can see your message, suggested time, and input their availability.
The suggested times you selected will be indicated on the calendar. The candidate can use the same click and drag functionality to indicate when they are free for an interview. When finished, the candidate will click Submit Availability.
After the candidate sends their availability, the Greenhouse user who initially sent the Candidate Availability Request email will be notified via email that it is time to schedule the interview.
Navigate to the candidate's On Job tab and you will find your suggested times and those submitted by the candidate. Compare the availabilities to find the most convenient time.
When ready, click Schedule Interview.
From the Schedule Interview dialog box, you will find the candidate's availability listed in the right-hand panel. For more information on how to schedule a interview, please click here.
Additionally, after an interview is scheduled you will want to send an Interview Confirmation email to the candidate. To learn more, click here.
Manually change status
From the candidate's On Job panel, you can track the status of actions taken in regards to requesting availability on the left-hand side. This status will update automatically to reflect actions taken within Greenhouse.
However, if you are performing actions outside of Greenhouse (e.g. scheduling through a calendar that is not integrated with Greenhouse) you can update this status manually. To manually change the status, click next to Availability to access the dropdown menu and select a status.