Overview

When you create a calendar invitation in Recruiting, Recruiting creates an .iCS file.

• On January 15, 2015, Recruiting changed how it sends calendar invitations to support a feature called Interview Scheduling. Interview Scheduling lets you connect the scheduling function with Microsoft Outlook or Google Calendar. 
• To set up Interview Scheduling for your company, contact Newton Support.

Why Recruiting uses .iCS files

Without an .iCS file, the recipient gets an invitation with Accept and Decline options. If the recipient selects Accept, the response goes back to Recruiting. If the recipient selects Decline, Recruiting does not get a notice.

How Interview Scheduling changes the invitation experience

After your company connects its Applicant Tracking System (ATS) with Outlook or Gmail and turns on Interview Scheduling, the experience changes for coworkers and candidates:

• When you use Interview Scheduling to invite a coworker to an interview, the message includes Accept and Decline. Recruiting collects the responses and updates the interview record.
• Candidates still get emails with .iCS attachments. These messages do not include Accept or Decline. This is because the candidate's calendar program might not send the Decline response back to Recruiting.
• If a candidate wants to cancel an interview, the candidate must email you.

Add an .iCS file to Outlook 

When you send an email with an invitation attached, Recruiting includes an .iCS file. To add the file to a calendar in Outlook:

1. Ask the recipient to open the email in Outlook and select the attachment.
2. Ask the recipient to Save it to their directory. Outlook adds the invitation to their calendar.

Note: Outlook does not show an Accept or Decline option. Ask the recipient to contact you if they must decline the meeting.

Add an .iCS file to Google Calendar (Gmail)

1. Ask the recipient to open the email in Gmail.
2. Ask the recipient to select Add to Calendar. Gmail adds the invitation to the calendar.