Schedule interview to shared calendar (Outlook 365)

Permissions: Job Admin or above

Product tier: Available to all subscription tiers

In this article, we will cover how to schedule and invite interviewers to a calendar event on a shared calendar using Outlook 365 on Greenhouse Recruiting.

For information on rescheduling or updating an interview on a shared Outlook 365 calendar, click here.

Note: The email address connected to a shared calendar must be associated with a specific user in Greenhouse Recruiting.  

To begin, navigate to a candidate profile with an interview that needs to be scheduled (All Jobs > Job > Candidates). From the candidate profile, navigate to the Stage tab on the On Job panel. Locate the interview to be scheduled and click Schedule Interview.

Note: We recommend requesting the candidate's availability prior to scheduling an interview. Click here to learn more.

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From the Scheduling for candidate page, click the Settings icon Settings.png. In the Settings dialog window, confirm the Calendar Type is set to Outlook 365, then click the Calendar Name dropdown to select the shared calendar where you wish to schedule the interview. 

The Time Zone dropdown defaults to your user account's time zone. Interviews scheduled between time zones are automatically adjusted for the interviewer and the candidate to reflect their respective time zones.

When finished, click Save. These settings will remain your defaults for future scheduling unless manually adjusted. 

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Next, use the left-hand panel to input the interview details such as date and time, interviewers, etc. If your organization has configured calendars for conference/interview rooms, they can be selected from the Resource dropdown menu. If available, select a room to add it directly to your interview invite.

If the candidate submitted availability, it is indicated in white blocks in the right-hand panel. Once you add yourself as an interviewer and add a conference room / resource, the free/busy availability for each is indicated in the right-hand panel as well. Use this view to find the best time for all parties.

When finished entering details, click Schedule and Continue.

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On the subsequent page, use the Schedule Summary panel on the right to confirm the interview details are correct. Select an interviewer invite template from the Templates dropdown, or manually enter your own description. If you wish to notify interviewers of the event by email, be sure the Send an email update to all interviewers box is checked. 

When finished, click Send Invites

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Note: Greenhouse Recruiting's scheduling calendar (what enables us to compile and manage your interviewing schedule) is added to all of your organization's interviews as a guest. By sending an email update to all interviewers you ensure that Greenhouse Recruiting is also notified of the change to your organization's interview schedule.

Once sent, interviewers (and Greenhouse Recruiting) are invited to the newly created interview on the shared calendar. Be sure to send a separate interview confirmation email to the candidate for the new interview.