Candidate self-scheduling saves time by allowing candidates to select a time for the interview based on the availability of interviewers and meeting rooms.

Prerequisites

• Ensure your account Admin has configured Auto-scheduling.
• Connect your calendar and configure your scheduling availability.
• Make sure that the interviewers’ and the meeting room's settings combination allows available time slots.

Invite candidates to self-schedule

1. In Recruit, navigate to the relevant interview step and select Schedule > Invite candidate to select a time.

   

2. Review the interview settings:

   • Meeting room—If a meeting room is required for the interview, you can select a single meeting room or multiple. The candidate will only be presented with times when at least one of the selected meeting rooms is available. When the candidate selects a time, the meeting room will be reserved. Please note that meeting room reservation requires Auto-Scheduling Pro.

   • Online meeting—If this is a video meeting, select Add Zoom meeting (a link to a Zoom meeting will be included in the invite to the candidate and the interviewers) or Use custom link (you'll need to add your own video interview link). Please note that Zoom meetings are included in the Ultimate and Enterprise plans.

     

3. Review the message to the candidate before sending it. You can also switch to a custom template which has the "select a time for your interview" attribute, by clicking on "Templates".

   

4. After the message is sent, you will see an indication on the interview step that shows that the candidate was invited to select a time for the interview.

The candidate selects a time

When the candidate clicks on the link in the invitation, they will be prompted to select their preferred time. To show the interviewer’s availability, Recruit uses either the Scheduling user at the company level, the account of the user who invited the candidate to select a time, or the interviewer’s user.

If the interviewer hasn't linked their calendar to Recruit, the system can still display their availability to the candidate:

1. Through the calendar of the event organizer with access to the interviewer's calendar (in this case, the event organizer's calendar has to be connected in Recruit).
2. Through the Scheduling user.

Recruit will indicate if there are available time slots for the next 7 days in the interviewer's calendar. Candidates always see the most up-to-date availability at the moment they open the scheduling link.

When the candidate confirms the selected time, the interview will be scheduled. That means:

• The candidate receives an invite with the interview details.

• Interviewers are notified and invited to the interview.

• A meeting room is reserved (if specified as required for the interview).

• The person who invited the candidate to select a time for the interview is notified that the interview is now scheduled.

No time slots available

Recruit recognizes and indicates if there are no available time slots to be offered to the candidate.

No suitable time found

If the candidate can't find a suitable time, they can suggest alternative times by selecting Can't find a suitable time. Candidates will be prompted to provide a minimum of 3 windows of availability and they can add a note to the interviewer.

When confirmed, the person who invited the candidate to select a time will receive an email message with the details. They can then schedule the interview in Recruit accordingly.

FAQs

What does it mean that one of the calendars is not accessible?

A special indication will be shown if one or more of the interviewers' or meeting rooms' calendars are not accessible for retrieving their availability. This can happen because:

• The teammate doesn't have their calendar connected in Recruit or has not activated the available time slots according to these instructions.
• The interviewer's or the meeting room's calendars don't have the correct permissions.

Fix accessibility: Google Calendar

1. Open the calendar's settings.
2. Make sure the accessibility settings are set according to these instructions.

Fix accessibility: MS Office 365

1. Open the calendar's settings.
2. Make sure the accessibility settings are set according to these instructions.

💡Tip: Learn how to Configure your availability for interviews.

 

Have more questions? Contact us at recruit.support@sparkhire.com