Note: While only Site Admin, or Job Admin with the user-specific permission 'can email candidates / prospects,' can send self-schedule requests to candidates, all interviewers (including Basic users) need to complete the steps below to allow candidates to schedule interviews with them.
Candidate self-scheduling is simple to set up so you can benefit from more efficient scheduling in Greenhouse Recruiting.
You'll need to complete these steps before you send a self-schedule request or allow another user to send one on your behalf.
Connect your calendar to your Greenhouse Recruiting account
Interviewers will need to enable the Google Calendar or Outlook 365 integration to receive self-scheduling requests.
To connect your calendar to your Greenhouse Recruiting account, click Integrations on your navigation bar.
On the Integrations page, search for Google Calendar or Office 365, and select Connect to integrate your calendar on Greenhouse Recruiting.
See the topics below for more information:
Connect your video conferencing tool
To automatically add a video conference to self-scheduled interviews, you'll also need to connect your video conferencing tool to your Greenhouse Recruiting account.
To connect your video conferencing tool, click Integrations on your navigation bar.
On the Integrations page, search for your preferred video conferencing tool like Zoom or Google Meet, and click Connect to connect your video conferencing tool.
For more information on each video scheduling integration, see the following:
Note: If your organization is using Zoom, this configuration only needs to be completed once for the organization. Google Meet and Microsoft Teams integrations will automatically occur when you connect your calendar.
Grant access to your calendar
If you want another user to send self-schedule requests for interviews scheduled to your calendar on your behalf, you need to first grant that user permission to add and edit events on your calendar.
To grant access to your calendar, follow the instructions for your calendar provider below.
Note: This step is only necessary if the interview is being scheduled to your calendar. If the interview is scheduled to a shared calendar, for example, the user only needs permission for that shared calendar.
Create self-schedule email templates
Note: This setup can only be completed by Site Admin, or Job Admin with permission to email candidates / prospects.
While a default email template for self-scheduling requests is automatically included with your Greenhouse Recruiting account, you can create, modify, or add an attachment to additional self-scheduling request templates to be sent to candidates.
To create a self-schedule email template, click Configure from your navigation bar, then select Email Templates on the left.
Note: Self-schedule email templates must contain the {{INTERVIEW_REQUEST_LINK}} token. If the token isn't included, the candidate won't be able to complete a self-schedule request.
Click here for more information on creating email templates.
Allow candidates to reschedule
To let candidates reschedule self-scheduled interviews, go to Configure, then select Permissions. Scroll to Scheduling, then turn on "Allow candidates to reschedule self-scheduled interviews.
Once enabled, candidates can re-schedule interviews from their meeting invitation or reminder.
Note: Candidates can only reschedule interviews that are more than 24 hours in the future. To reschedule interviews that are less than 24 hours in the future, candidates must contact their recruiter.