Auto-scheduling depends on calendar access, interviewer availability, candidate details, and the selected interview settings. If one of these items is missing or incomplete, Recruit may not be able to create a scheduling link or show available times.

Before getting started

• Check that your account Admin has configured Auto-scheduling for your company.
• You may also need help from your IT manager to confirm calendar permissions for Google Calendar or Microsoft Office 365.

Issues

1. Microsoft Teams not connected

Issue: The interview uses an MS Teams meeting link, but one or more interviewers do not have MS Teams enabled on their account.

Solution: Ask each interviewer to enable MS Teams on their account. You can also select a different meeting link option for the interview.

2. Calendar unavailable

Issue: The scheduling window shows Calendar unavailable for a recruiter. This means Recruit cannot access or retrieve the recruiter’s calendar availability.

This can happen when:

• One or more interview participants have not connected their calendar in Recruit
• The calendar email in Recruit does not match the interviewer’s calendars
• The recruiter or scheduling user does not have the required permissions
• The scheduling user is not connected or does not have access to the interviewers’ calendars
• Google Calendar or Microsoft Office 365 has a temporary service issue

Solution: Complete these checks:

1. Confirm the company calendar integration is connected in Apps.
2. Confirm all the interviewers’ calendars are connected in My account > Scheduling.
3. Confirm the calendar email matches the recruiter’s Google Calendar or Microsoft Office 365 calendar
4. Confirm the scheduling user is connected, if your company uses one
5. Ask your IT manager to confirm the required calendar permissions
6. Reconnect the calendar integration, then check the scheduling window again

For Google Calendar, the scheduling user needs permission to view interviewers’ availability.

For Microsoft Office 365, the scheduling user should have Can view all details permission for interviewers’ calendars. If meeting rooms are used, the scheduling user should also have Can edit permission for meeting room calendars.

3. Can’t access interviewers’ availability

Issue: One or more interviewers have not shared the times they are available for Auto-scheduling.

Solution: Recruit only shows times that are also free on the interviewer’s calendar.

Ask interviewers to go to My account > Scheduling and add availability using one or both options:

• Weekly working hours
• Calendar time blocks named “Recruit Interviews”

4. Missing scheduling link

Issue: The selected email template is missing the Auto-scheduling invitation link.

Solution: Update the Interview: Self-scheduling invite template from the Auto-templates page to include the invite link.

5. Unsupported meeting link

Issue: The interview uses Provide custom link as the meeting link option. Auto-scheduling cannot generate or manage this link.

Solution: Select a supported meeting link option, such as Zoom or MS Teams.

6. Missing email address

Issue: The candidate profile does not include an email address.

Solution: Add the candidate’s email address to their profile. Then send the Auto-scheduling invite again.

7. Calendar permissions

Auto-scheduling needs calendar permissions to find available times and schedule interviews.

• Basic Auto-scheduling: Use these permissions to read interviewer availability:
  • Google Calendar: See only free/busy
  • Microsoft Office 365: Can view when I’m busy
• Auto-scheduling Pro: Use these permissions to read calendar details and reserve meeting rooms:
  • Google Calendar: See all event details and make changes to events
  • Microsoft Office 365: Can view all details and can edit

Need more help?

Contact support at recruit.support@sparkhire.com.