You can schedule interviews for a candidate on their profile. When you schedule a candidate's interview, it will create an interview schedule and send an invite to their email. However, an interview won't show up as scheduled until the candidate accepts the invitation. As such, it's easiest to understand Greenhouse's scheduling process in a three-step flow:
- Create an interview schedule and invite the candidate to it
- Configure and send interviewer invites
- Confirm interviews and send a confirmation email
Create an interview schedule
All scheduling information is located on the Stages tab of the candidate profile. You can use this section to help create an interview schedule that works for both the candidate and the interviewer.
You can put an individual interview on the calendar by clicking Schedule Interview. In a multi-interview stage, you can schedule multiple interviews quickly by clicking Schedule All.
A dropdown will appear. You can choose to schedule the interview manually or use our automated scheduling experience, which includes getting suggestions for when to schedule the interview.
When you schedule an interview, a calendar will open in a new tab. The left panel on the screen includes interview information, like the interviewer's name or additional candidate information or resources. The calendar in the center of the page is used to pick the specific interview time.
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.
When you select a user to conduct a specific interview, the corresponding interview column on the calendar displays the 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.
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.
If a candidate had previously completed an availability request, any selected times will also display. Times shown in grey are outside the candidate's submitted availability. while times displayed in white match their submitted times.
You can change the calendar type or calendar name by clicking the Settings icon in the top right of the page. This allows you to schedule an interview to a shared calendar or by viewing interview times in a specific time zone.
Any of the candidate's details can be found in the left panel by hovering on the icon next to their name.
Once you have completed the necessary fields for the selected interviews, click Customize details at the top right of the page.
Configure and send interviewer invites
The Send Calendar Invite to Interviewers page allows you to configure interviewer invites and add any video interviewing options.
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. Add a Location and Video Conferencing in the right panel.
To use video interviews, your organization must have set up a video interviewing integration, such as Zoom.
If any of the interview details listed in the Schedule Summary panel require updating, click Back to calendar at the top right to return to the Scheduling 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 to Use the same email template for all interviews is selected by default.
You can customize invite emails manually or use an alternative template by unchecking the box next to Use the same email template for all calendar invites.
Note: Because the information populated by email tokens is unique to each interviewer, if you use the same email template for all interviewer invitations, email tokens will not be added in the interviewer invite preview, but will show up when the interviewer gets the email in their inbox.
When you're ready, click Schedule interviews. If you're using Google Calendar or Outlook to schedule your interviews, click Open in Google or Download .ics File to send the interviewer invitation and complete the scheduling process.
The invitations are sent to the interviewer through their calendars. The scheduled interviews will appear on the candidate's profile momentarily.
Enable candidate calendar events
Admins can now add candidates to calendar events. This streamlines the recruiters' workflow and lets them see when candidates RSVP to interviews. To enable this feature, go to Configure, select Permissions, then scroll to Scheduling. Finally, turn on "Send candidate calendar events via connected calendar integration."
Send candidate interview confirmation email
By default, candidates are not included on the calendar event created through the scheduling process outlined above. If your organization hasn't enabled candidate events, notify the candidate by sending a candidate interview confirmation email once the interview is scheduled internally.
From the candidate's profile, click Send Interview Confirmation under the stage where you have scheduled the interviews.
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.
Additional resources
To learn more about scheduling in Greenhouse Recruiting, including details regarding specific calendar integrations and scheduling across timezones, please see the following Support Center resources: