Every user who has enabled the Outlook 365 Basic Setup will be able to schedule interviews to their personal/individual calendar. In this article, we will cover how to schedule and invite interviewers to a user's individual calendar event.
To learn more about how to schedule interviews to your organization's shared calendar, please click here.
Note: The following steps cover how to invite interviewers in your organization to an interview. Once an interview is scheduled, a confirmation email should be sent to the candidate to confirm the interview date and time.
Navigate to a candidate profile with an interview that needs scheduling (All Jobs> Job >Candidates). From the candidate profile, navigate to the Stage tab on the On Job panel.
Expand the Stage that requires a scheduled interview and click Schedule Interview.
Note: It is recommended to request the candidate's availability prior to scheduling an interview. Click here to learn more.
From the Schedule Interview page, expand the Settings panel. By default, any scheduled interviews will be added to your own calendar.
Double-check that your Outlook 365 calendar is connected.
The Time Zone will default to your user account's time zone. Interviews that are scheduled between time zones are automatically adjusted for the interviewer and the candidate to reflect their respective time zones.
You can return to Settings panel at any time to make updates and Greenhouse will remember your selections the next time you schedule an interview.
From the Interview Details panel, manually input the interview date and time, or use Greenhouse Recruiting's Find Times feature to see the free/busy schedule for your own calendar only. Add yourself to the interview, select a location, and office.
Note: While you can add other interviewers to the interview, you will be unable to see their schedules directly from Greenhouse with an Outlook 365 Advanced Setup. Additionally, the Resource field will be unavailable without an advanced setup.
The invitation email sent to the selected interviewers is drawn from the Default Interviewer Invite template.
To use an alternative template, use the provided Templates dropdown menu or edit the Description field directly
Note: You must be added in the Interview Details panel before you can use the Find Times feature.
As an alternative to manually inputting a date and time for the interview, you can see your schedule directly in Greenhouse and select available times. To choose the best date, time, and location for the interview, click Find Times.
Note: While you can add other interviewers to the interview, you can only view your personal schedule from Greenhouse when using an Outlook 365 Basic Setup. To see the schedules for colleagues using the Find Times feature enable an Outlook 365 Advanced Setup.
You can also toggle between days by clicking on the arrows at the top of the calendar to compare availability across different dates.
When finished, navigate back to Interview Details or click Send Invites to Interviewers.
Send Invite to Interviewers
Once the interview is configured, click Send Invites to Interviewers.
Interviewers (and Greenhouse Recruiting) will be invited to the newly created interview. Users will also need to send a separate interview confirmation email to the candidate for the new interview.