Overview

The Interview Scheduling tool allows your HR team to easily see calendar availability and schedule meetings.  When set up correctly, no further maintenance or support is needed. 

Interview Scheduling can be activated by any admin user, but we require some quick IT setup on your end. 

Start by downloading this Interview Scheduling Setup Guide with setup instructions for Office365, MicrosoftExchange and Google calendars.  

Create a company email for the integration

Prior to activating the scheduling feature in Recruiting, you will need to create a new company email outside of the ATS.  This may require support from your IT or Marketing team, they can follow the directions in the Interview Scheduling Setup Guide linked above, to create the new account.  

Important: When setting up the new user email account, make sure to pay close attention to the New Account Details and Requirements that are outlined in the Interview Scheduling Setup Guide, to avoid any scheduling issues after setup.  

Enable the interview scheduler 

After the email account is created, follow these steps to enable Interview Scheduling in your Applicant Tracking System.  

1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform.  
2. The Applicant Tracking link will navigate you to the Home Dashboard in your Applicant Tracking System.  
   
3. Select Admin, and then select Interviews. 
4. Select Settings. 
   
5. Toggle on Enable Interview Scheduling. 
6. Select the correct Account Type based on your email provider. 
7. Select Connect. 
8. In the pop-up sign-in window, enter the email address that was created for the new email account in your corporate email settings. Select Next. 
   
9. Enter the password that was created for the new user email account in your corporate email settings. Select Sign in. 
   

This enables the Interview Scheduling feature within your ATS.  Licensed users can now schedule meetings with candidates directly through Recruiting. 

If you would like your Standard Users to also have access to schedule meetings through the Interview Scheduling tool, reach out to Recruiting Support and request that option be turned on in your ATS. 

If you have a Zoom account, you can now Connect To Zoom and add Zoom links to meetings when scheduling through your ATS. 

For information on using Zoom, refer to the linked articles below. 

Notes: 

• Enabling the Interview Scheduling tool within your ATS allows you to schedule meetings with both internal parties and the candidate.  
• When scheduling, the tool gives you access to the free and busy times of your internal users’ calendars, so you can schedule meetings when they are available.  
• Based on the email domain that was used for integration, you will see users’ calendars who have the same domain in their emails.  
• For users who don’t have the same domain as the Interview Scheduler email, you will not have access to view their calendars in Recruiting.  
• You can still schedule for these users, and they can use the tool if they have access, but their calendar will not flow into Recruiting.   

When scheduling meetings for these users, you will have to refer to their calendars outside of the ATS for availability. 

Example 

Interview Scheduler is set up on domain - @company.com 

• User 1 – has an email with that domain - @company.com – their schedule will appear in Recruiting when scheduling a meeting. 
• User 2 – does not have an email with that domain - @companyA.com – their schedule will not appear in Recruiting when scheduling a meeting, but you can still schedule for this user. 

Relevant articles    

• Interview scheduling overview and resources
• Interview Scheduling Status Colors Meaning in Recruiting  
• Schedule and Track Meetings in Recruiting When Utilizing Platforms Other Than Zoom 
• Enable the Interview Scheduling feature in Recruiting for Standard Users  
• Work with iCS Files for Calendar Invitations in Recruiting  
• Interview Teams in Recruiting  
• Interview Rooms in Recruiting  
• Use Interview Scheduling in Recruiting