Send an interview confirmation email with Google Calendar

Permissions: Job Admin and above

Product tier: Available for all subscription tiers

Candidates aren't automatically notified of interviews created in Greenhouse Recruiting. Once an interview is scheduled, confirm the date and time with the candidate by sending an interview confirmation email.

Send interview confirmation email

After an interview is scheduled, you can send the interview confirmation by clicking the button on the Stages tab of their profile.

By default, the email uses the Candidate Interview Confirmation Message email template, but you can edit the email in the pop-up window.

To set a candidate interview reminder, check the box next to Send interview reminder 24 hours before the scheduled interview.

When finished, click Send Email.

Included calendar files

Calendar files allow candidates to add a scheduled interview to their calendar via a downloadable .ics file. By default, Greenhouse Recruiting includes the calendar files in the interview confirmation email. You can uncheck the box Include calendar files to remove the .ics file.

Note: If all of the scheduled interviews are back-to-back with no gaps in between, one calendar file will be attached with the start time of the first interview and the end time of the last one. If there are gaps, multiple files will be added, although Greenhouse will attempt to consolidate them where possible.

You can adjust the name of the calendar files by clicking the Ellipses icon and choosing Rename.

Once an interview confirmation email is sent, the calendar files will be added as an attachment to the email. The calendar file display varies with each calendar and email client. However, typically the candidate will need to manually download and add the .ics file to their calendar.

The body of the email will also display the calendar file details so the candidate is prepared with the interview information.

An example candidate confirmation email is shown in the candidate's email inbox, with the calendar files displaying the date, time, title, and interviewers

Note: Calendar files aren't linked to updates to scheduled interviews in Greenhouse Recruiting, so if you make a change to the date, time, or details of an interview, you need to manually send the candidate an updated interview confirmation email.