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Greenhouse Recruiting's scheduling tool is designed to focus the scheduling process by simplifying it into a two-step flow: 

  1. Create the interview schedule
  2. Send interviewer invitations 

In this article, we will review each component of the scheduling tool, as well as walk through the process of scheduling an interview. 

 

Find times and create interview schedule

To begin, navigate to a candidate profile where scheduling is required (All Candidates > candidate) and click Schedule Interview (or click Schedule All to schedule multiple interviews within a single stage).

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From the Scheduling for candidate page, click the Settings icon Settings.png at the top right to change the calendar type or calendar name.

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Click the tooltip inline with the candidate's name to review candidate details, including the name of the job for which they are interviewing and the candidate's email address.

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The Scheduling for candidate page shows the interview(s) you selected to schedule in the scheduling panel on the left, and a calendar view on the right. The calendar view displays one date at a time, with a column for each of the selected interviews to be scheduled.

The candidate's submitted availability is reflected in the calendar view in white. Times shown in grey are outside the candidate's submitted availability. 

Begin filling in details for the interview by entering one or more interviewers. When you select a user to conduct a specific interview, the corresponding interview column on the calendar displays that interviewer's availability. Depending on your organization's settings, you can add a location or resource to the left-hand panel to see the resource's availability reflected on the calendar as well.

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Select a date and time for the first interview. You can enter the date and time manually using the scheduling panel on the left, or you can double-click the calendar view on the right to create a new event.

If you selected Schedule All to schedule multiple interviews, once you select a time for the first interview, chronological placeholder events display automatically on the calendar view for the additional interviews. You can adjust the time for any of these interviews if needed by entering alternative times manually in the scheduling panel. 

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Once you have completed the necessary fields for the selected interviews, click Schedule and Continue at the bottom right of the page. 

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Configure and send interviewer invites

The Send Calendar Invite to Interviewers page allows you to configure interviewer invites, as well as to select video interviewing options if applicable. 

Note: Interview times selected in the previous step are not sent to the interviewers' calendars until the steps below are completed. If you exit the scheduling process before sending the invites, the interviews will not be scheduled. 

The Schedule Summary panel on the right displays the finalized interview schedule, and allows your team to add a Location and Video Conferencing (requires an enabled video interviewing integration, such as Zoom). If any of the interview details listed in the Schedule Summary panel require updating, click Back at the bottom left to return to the Scheduling for candidate page.

If you are scheduling multiple interviews, you can use the same email template for all calendar invites, or create individual invites for each interview. The option for Use the same email template for all calendar invites is selected by default.

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If you prefer to customize the interviewer invite emails manually, or to use an alternative template for any of the interviewer invites, uncheck the box next to Use the same email template for all calendar invites. After unchecking the box, one interviewer invite is displayed for each interview type you scheduled. 

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Note: Because the information populated by email tokens is unique to each interviewer, if you opt to use the same email template for all interviewer invitations, email tokens will not populate in the interviewer invite preview. The emails received by interviewers will contain populated tokens as expected, and not the {{TOKEN}} placeholders. If you prefer to review the interviewer emails more closely before sending, uncheck the Use the same email template for all calendar invites option to see each unique email with populated tokens. 

Make any necessary changes to the interviewer invite message(s) using the available fields. When finished, click Send Invites (alternatively, click Open in Google or Download .ics File as appropriate) at the bottom right to send the interviewer invitation and complete the scheduling process. 

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The invitations are sent to the interviewer through their calendars. The scheduled interviews will appear on the candidate's profile momentarily.  

 

Send candidate interview confirmation email

Candidates are not included on the calendar event created through the scheduling process outlined above. Once the interview is scheduled internally, be sure to notify the candidate by sending a candidate interview confirmation email

From the candidate's profile, click Send Interview Confirmation under the stage where you have scheduled the interviews. 

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In the Availability dialog window, select the appropriate Candidate Interview Confirmation email template and make any necessary changes to the body of the email. When finished, click Send Email to send the confirmation to the candidate. 

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Additional resources

To learn more about scheduling in Greenhouse Recruiting, including details regarding specific calendar integrations, please see the following Support Center resources: