Calendly streamlines the scheduling process by allowing others to directly schedule meetings in available time slots on your calendar.
Greenhouse Recruiting's integration with Calendly allows you to schedule candidate interviews directly from Greenhouse Recruiting with your own Calendly link or with the Calendly link of another user assigned to the job.
Note: The Calendly integration can't be used on stages with multiple interviews and will only work for one-on-one Calendly event types.
The integration is available for all Calendly users (including for unpaid, premium, and pro accounts).
Greenhouse Recruiting users who wish to schedule to and from their calendars must enable the integration on their personal Greenhouse Recruiting account.
Enable the Calendly integration
To enable Calendly, click Integrations on your navigation bar.
Search for Calendly and click Connect.
Enter your work email address, then click Continue.
Continue following the prompts within Calendly to complete the login process.
If using an external email account (Google, Office 365, or Microsoft Exchange) Calendly will request access to your account.
Select Allow to proceed.
On the final page, click Connect to Calendly to complete the integration.
The page will automatically redirect to Greenhouse Recruiting and you will see the option to disconnect Calendly, indicating the integration for this individual Greenhouse user account was successful.
Use the Calendly integration with Greenhouse Recruiting
Calendly email template
Note: In order to configure a custom Calendly email template for your entire organization, you'll need to be a Site Admin, or a Job Admin with the additional user-specific permission 'Can manage company email and social media templates.'
Greenhouse Recruiting provides a default email template to request an interview through Calendly. You can also create and send a customized email template to request an interview through Calendly.
Note: Unlike other customizable email templates in Greenhouse Recruiting, the Calendly email type doesn't support office and department-specific templates. It also doesn't support email attachments.
To create a new email template for Calendly, click the Configure icon on your navigation bar then select Email Templates.
Click + New under My Templates or Organization-wide templates.
Select Calendly Email from the type, and construct your email template as you wish. Tokens available for use in the email are listed above the email body.
Note: Don't include a Calendly link in the body of the email. Greenhouse Recruiting will automatically generate a link in the email.
When finished, click Save, and your email template is ready for use.
To learn more about creating custom email templates, click here.
Schedule an interview with Calendly
To schedule an interview with Calendly, navigate to the candidate's profile and click the Stage tab.
Expand the Stage that requires a scheduled interview and click Schedule with Calendly.
Configure the details of the email.
When selecting an option from the Calendly Event Type dropdown, Greenhouse Recruiting can only show 100 event types at a time, and the event types are sorted alphabetically.
When finished, click Send Email.
Greenhouse Recruiting will append a Calendly link to the email and send it to the candidate's email address. Once the candidate selects an interview date and time, the interviewer will receive an email notification from Calendly.
Tip: After the interview has been scheduled, you can set an automatic email reminder to be sent to the candidate 24 hours before the interview.
Schedule interviews with Calendly in bulk
In order to use this feature, all candidates included in the bulk action must match the following criteria:
- Candidates must be on the same job
- Candidates must be in the same stage with exactly one interview that can be scheduled
- Candidates need To Be Scheduled for an interview
Note: This bulk action feature will not send a Calendly email invitation to schedule an interview to candidates who have already been sent a Calendly email invitation.
Click Candidates on your navigation bar.
Expand the Application Type filter panel and set Type to Candidates only.
Expand the Jobs filter panel and click Filter By Job to select a single job. Use the Stage filter to select a specific stage for the job.
Use the filter Pipeline Tasks and click To Be Scheduled so a check is in the checkbox.
After you have correctly filtered the list of candidates, click Bulk Actions.
Select the candidates and click Edit Selected (#).
Click Schedule with Calendly.
Select your name (if you are the interviewer) from the Calendly Interviewer dropdown. Choose an event type from the Calendly Event Type dropdown.
When finished, click Send email to schedule in bulk.
Schedule an interview with another user's Calendly link
In order to send a different user's Calendly link when scheduling a candidate interview, the following conditions must be met:
- The user must have a Calendly account;
- The user must have the Greenhouse Recruiting / Calendly integration enabled for their account;
- The user must have Job Admin level permissions or above on the same job.
To schedule an interview with another user's Calendly link, navigate to a candidate's profile who needs to be scheduled for an interview and click Schedule with Calendly.
Select your teammate's name from the Calendly Interviewer dropdown and choose an event type from the Calendly Event Type dropdown. Greenhouse Recruiting will populate the event types your teammate has configured in their Calendly account.
Note: Don't include a Calendly link in the body of the email. Greenhouse Recruiting will automatically generate a link in the email.
When finished, click Send Email.
Greenhouse Recruiting will add your teammate's Calendly link to the email and send it to the candidate's email address. Once the candidate selects an interview date and time, the interviewer will receive an email notification from Calendly.
Additionally, the scheduled interview will also be available on the candidate's profile.
Reschedule or cancel an interview with Calendly
An interview scheduled through the Calendly integration can be rescheduled by any user with at least Job Admin level permissions on the job.
Greenhouse users can reschedule directly from the candidate's profile in Greenhouse Recruiting.
Navigate to the candidate's profile and find the interview that needs to be rescheduled. Click Reschedule.
Select a new date and time for the interview.
Click Confirm.
Click Update Event when finished.
A confirmation email will be sent to the interviewers and the candidate informing them that the interview has been rescheduled.
Interviews scheduled with Calendly can also be rescheduled by the candidate.
To do so, candidates will need to locate the interview confirmation notification sent by their email provider confirming a new event has been added to their calendar. From that interview confirmation email, the candidate can click Reschedule to propose a new time.
Cancel an interview with Calendly
An interview scheduled through the Calendly integration can be canceled by any user with at least Job Admin level permissions on the job.
Navigate to a candidate's profile and find the interview that will be canceled. Click Cancel.
A confirmation email will be sent to the interviewers and the candidate informing them that the interview has been canceled.
Interviews scheduled through the Calendly integration can also be canceled by the candidate. Candidates can cancel from the confirmation email sent by the email provider informing them that a new event has been added to their calendar. From the interview confirmation email, the candidate can click Cancel.
Stage transition rules using Calendly
You can configure a stage transition rule to automatically send a Calendly request when a candidate is moved to a specified stage. When using this configuration, note the following considerations.
- To edit a Calendly request stage transition rule created by another user, you must have enabled the Calendly integration in your Greenhouse Recruiting account.
Note: If you haven't enabled the Calendly integration, you can still view and delete Calendly request stage transition rules created by others.
- Changes to a Calendly configuration, such as a user disconnecting their Calendly account from Greenhouse Recruiting, may prevent the Calendly request stage transition rule from running. To resolve this, try editing or deleting and recreating the Calendly request stage transition rule.
Additional resources
If your interview isn't syncing, review My Calendly interview isn’t syncing to Greenhouse Recruiting.
For additional information or troubleshooting not covered here, reach out to support@calendly.com.