I use Outlook 365. How do I enable the Integration with Greenhouse? How does scheduling work?

Setting up the Integration

To link your Outlook 365 and Greenhouse accounts, first go to the Integrations tab and scroll down to Outlook 365 in the Scheduling section. Log in with your normal credentials to grant access!

Scheduling in Outlook 365

Next, head to a candidate's profile and click Schedule Interview. The first step is to use the pencil at the top of the scheduling window to adjust your calendar to Outlook 365. You can also link your account here if you haven't already.

You'll also want to select which specific calendar you'll be scheduling to. If you've been granted access to edit events on other people's events, their calendars will show up here as well. If you don't see one you should have access to, ask the calendar's admins to check the sharing settings directly in Outlook 365.

Once you've selected your calendar and entered information about the time, date, and interviewers, press the Schedule in Outlook 365 button to push the event straight to your calendar and send invitations to your guests without ever leaving Greenhouse! Note: Your Greenhouse e-mail will need to match your Outlook 365 e-mail for the sync to work correctly. 

Rescheduling Interviews

Just like with scheduling, you can edit an event in your calendar or straight from Greenhouse. If you make a change directly to the event in Outlook 365, make sure to send notifications so the changes will be reflected in Greenhouse.

If you want to make a change from Greenhouse, click the Update button next to a given interview.

Adjust your information and press the Update in Outlook 365 button to change the event on your calendar and notify the guests. If you want to get rid of it altogether, choose Delete from Outlook 365 instead! Please note: When creating or updating directly in Greenhouse, the changes should be immediate. However, if you are making changes in Outlook 365, Greenhouse only communicates with Outlook's servers every 10 minutes. This time will drop as they make a series of updates to their system. If you don't notice a change going through, give it a few minutes to update.

If you get an error Updating an event: Pressing the Update button for an interview will result in an error if you don't have permission to edit the calendar in which an interview was originally scheduled. If cases like this, the original scheduler will need to make the change themselves or give you access to edit their calendar directly.

Have you ever showed up late for an interview because your meeting reminders didn't pop up when you expected them to? Do you want to receive them earlier and more often to ensure you always know what you have coming up? Good news, you can do that directly in your Outlook calendar!

The .ics file that you download from Greenhouse doesn't actually include any information regarding notifications, but you can follow this handy guide to configure Outlook just the way you like it!

Have more questions? Submit a request

Comments

  • Avatar
    Joerg Stimmer

    Dear Greenhouse Team, is it possible to sync with ones own Outlook365 calendar within Greenhouse to check when to schedule interviews?

    Is it also possible to sync with other Outlook365 calendars (e.g. colleagues to see when they are available)?

    Thanks a lot,

    Joerg

  • Avatar
    Lucia Hoang

    Hi Joerg,

    Thanks for reaching out!

    It's not possible to "sync" calendars into Greenhouse. The best way to schedule is to have the calendar open as you're scheduling. That way, you can refer to the schedules.

    I hope this clarifies everything! Please let me know if you have any further questions or concerns!

    Kind regards,
    Lucia Hoang

  • Avatar
    Rico Van Der Kooij

    Hello Greenhouse team, I am using a mac book pro. When I use the scheduler tool within Greenhouse, it automatically opens my Apple calendar. But I use Outlook for my recruitment business. Can you advise on how to change this?

    Thanks!

    Rico

  • Avatar
    Murphy

    Hi Rico,

    This is actually a Mac setting that's really easy to adjust. Just right-click on any calendar file and select 'Get Info.' The window that opens will have a section called 'Open With:' that is likely set to iCal right now. If you change the dropdown to Outlook and select 'Chance All...' in that window, all future calendar files should open in Outlook instead.

    Here's a screenshot of what that window should look like:
    http://images.macworld.com/images/howto/graphics/152586-open_info_original.jpg

    Please let us know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Rico Van Der Kooij

    Hi Murphy,

    Thanks for your feedback. I actually tried to open a calendar file (with the right-click), I get the info, but no Open with option.
    I get the information of this file. So not sure what goes wrong here. Perhaps I have the wrong idea of what you mean with a calendar file.

    Thanks,

    Rico

  • Avatar
    Jess Bertubin

    Hi Rico,

    Thanks for reaching out!

    This sounds like this may need some further troubleshooting so I'm sending an email to you now. Look out for that coming your way!

    Best,
    Jess

  • Avatar
    Marny Baxt

    Hi Greenhouse team,

    Is there a way to change the calendar event reminder time to 30 minutes before the event instead of 15? Thank you!

  • Avatar
    MG Miranda

    Hi Greenhouse Team,

    We are not into outlook 365, can this be integrated as well to MS Outlook? Do we have any option that the schedules will be link or sync in out outlook calendar?

  • Avatar
    Olivia Hirsch

    Hi Marny,

    Thanks for writing in!

    The calendar event reminder would be a setting within Outlook. We wouldn't be able to configure this from Greenhouse. Hope this helps!

    Thanks!
    Olivia

  • Avatar
    Olivia Hirsch

    Hi Miranda,

    Thanks for writing in! Currently, Outlook365 is the only version that is available for integration. Other versions of Outlook will require you to download the calendar file. This FAQ can provide more detail: https://greenhouse.zendesk.com/hc/en-us/articles/201317195

    If you have any additional questions, please feel free to write into support@greenhouse.io and our team is happy to help!

    Thank you,
    Olivia

  • Avatar
    Stefan Bauer

    I set up the Outlook365 integration (the integration page says "connected successfully"), yet when I go to the scheduling page, click on Outlook365 in the dropdown and then click on the connect to outlook 365 link, I get a "we've encountered an error" message. I have tried logging out and in, as well as disconnecting the integration and re-doing it. What's wrong?

  • Avatar
    Olivia Hirsch

    Hi Stefan,

    Thanks for writing in! I am going to create a ticket to follow up with you via email in regards to this issue so we can take a closer look!

    Thanks,
    Olivia

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