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: This integration is available for all Calendly users, including unpaid, premium, and pro accounts.
People who wish to schedule to and from their calendars must enable this integration on their personal Greenhouse Recruiting accounts.
Enable the integration
To enable Calendly, click Integrations on your navigation bar.
Search for Calendly and click Connect.
Enter your work email address and click Continue.
Follow the prompts on Calendly to complete the setup process.
Select Allow on the permissions request.
On the final page, click Connect to Calendly to complete the integration setup.
You'll be redirected to Greenhouse Recruiting where you will see the option to disconnect Calendly, indicating the integration setup was successful.
Use the integration
Calendly email template
Note: To configure a custom Calendly email template for your entire organization, you 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.
Tip: Learn more about creating custom email templates.
Schedule an interview with Calendly
To schedule an interview with Calendly, find the interview on the Stages tab of their candidate profile and click Schedule with Calendly.
Configure the details of the email. Greenhouse Recruiting will automatically include the Calendly scheduling link.
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
To use the bulk scheduling feature, all candidates included in the bulk action must be on the same job, in the same stage, with exactly one interview that is ready to be scheduled.
Click Candidates on your navigation bar.
Expand the Application Type filter panel and set the 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 check To Be Scheduled.
After you've correctly filtered the list of candidates, click Bulk Actions.
Select the candidates and click Edit Selected (#).
Click Schedule with Calendly.
Select your name or the name of the interviewer from the Calendly Interviewer dropdown.
Choose an event type from the Calendly Event Type dropdown.
When finished, click Send email.
Note: The bulk action feature won't send a Calendly email invitation to candidates who have already been sent a Calendly email invitation.
Schedule an interview with another person's Calendly link
To send a different user's Calendly link when scheduling a candidate interview, the user must have a Calendly account, with the Calendly integration enabled, and they must have Job Admin level or higher permissions 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.
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.
Note: Interviews scheduled with Calendly can also be rescheduled by the candidate.
To do so, candidates need to locate the interview confirmation notification email where they 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.
Use stage transition rules with Calendly
You can configure a stage transition rule to automatically send a Calendly request when a candidate is moved to a specified stage.
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.