Plan: All plans
Role: Admin ✧ Owner ✧ IT manager
Auto-scheduling is a great way to improve your hiring processes. With auto-scheduling, you can:
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Reach candidates faster:
Candidates don’t spend time waiting between interviews.
You can allocate time in advance on hiring managers' calendars (included in Auto-scheduling Pro).
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Build a stronger employer brand:
Candidates select their own time and see who they are going to meet.
You can provide instructions and set expectations before the interview.
Candidate-facing pages are mobile-friendly and include the company's branding (color and logo).
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Save time by automating:
Schedule 1:1 interviews.
Schedule panel interviews (included in Auto-scheduling Pro).
Reserve meeting rooms (included in Auto-scheduling Pro).
Generate Zoom links and add them to your interview invites.
Set up Auto-scheduling
1. Introduce the feature to interviewers
You can use the following template to introduce the feature internally:
Dear colleagues,
Our company is excited to start using the automated scheduling functionality in Recruit. It will allow you to allocate time slots for the interviews with candidates and let candidates pick a convenient interview time by themselves.
Why are we using this feature?
We'll create a better candidate experience by letting candidates select their own time.
No interview will catch you by surprise — you will fully control the time slots you'd like to allocate for the interviews.
We'll save a lot of time by having Recruit find the interview times suitable for everyone's schedule.
We'll have a faster hiring process by reducing the time it takes to schedule interviews.
What do you need to do to get started?
Open your personal scheduling settings.
Turn on your availability and select the time slots you'd like to allocate for interviewing the candidates.
📖 For more details on setting up your Auto-Scheduling preferences, see Configure your availability for interviews.
2. Customize the invitation message
Once connected, a new email template named "Interview: Self-scheduling invite" will be added to your Auto-templates page. Please review this template and tweak it for your brand's voice.
💡Tip: You can also add additional languages that you require beyond English. See Multiple language templates.
3. Limit the future availability of the interviewers
Each interviewer will allocate personal time slots during their working days. However, on a company level, you can limit how far in the future the candidate can see these time slots.
Recruit default time is 10 business days, and it can be adjusted by navigating to Settings > Processes > Automation > Auto Scheduling and selecting a different number of working days:
4. Connect a scheduling user (Recommended!)
We recommend creating a scheduling user for Auto-scheduling and applying all the necessary permissions to the user's calendar. While the scheduling User is an optional setting, it will serve as a fallback option in case the teammate's calendar does not have all the necessary permissions.
Create the scheduling user
Share our guides for Google Calendar or Microsoft Office 365 with your IT team and request them to create a user dedicated to scheduling. This user needs to have the following permissions:
Read access to interviewers' calendars.
Read and Write access to meeting rooms' calendars.
You should receive the credentials for that user, including email and password.
Connect the scheduling user
- From the left-side menu, navigate to Apps.
- Locate the Google Calendar or Microsoft Office 365 integration tile, then click Continue to set up.
- Select Connect scheduling user.
- When prompted, enter the scheduling user’s credentials to complete the connection.
Once you have connected the scheduling user, you can change the password.
Next steps
Start inviting candidates to select the time for their interviews.
If you haven't yet, check out these additional time-saving features included in Auto-Scheduling Pro.
Have more questions? Contact us at recruit.support@sparkhire.com
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