In order to schedule an interview to a shared calendar, your organization will need to first enable an Outlook 365 Advanced Setup. Unlocked features for all users include the ability to schedule rooms within your organization and view/schedule to a colleague or shared calendar.
Note: Additionally, the email address connected to a shared calendar must be associated with a specific user in Greenhouse Recruiting.
In this article, we will cover how to schedule and invite interviewers to a calendar event on a shared calendar.
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.
Expand the provided calendar dropdown menu and select the shared calendar.
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. Additionally, select the Interviewers, Location, and Office for the interview.
If your organization has configured calendars for conference/interview rooms, they can be selected from the Resource drop-down menu. If available, select a room to add it directly to your interview invite.
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: Interviewers 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, users can compare the availability between multiple interviewers, different conference rooms, and/or the candidate’s schedule. To choose the best date, time, and location for the interview, click Find Times.
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.