Calendar (Redesign)

Calendars are one of the basic elements of every ATS. They serve for easy scheduling of events, primarily interviews with candidates, but also for sharing events across the team.

In addition to specific actions like interview scheduling, you typically get to the calendar through the main menu:

Key calendar features include:

• Scheduling interviews with candidates (individually or in bulk)
• Creating ad-hoc events
• Loading external calendars (Google, Microsoft)
• Creating your own internal calendars and sharing them
• Adding calendars to categories
• Marking favorite calendars
• Turning on and off the display of individual calendars
• Various calendar views (time periods, agenda)

Let us now look at the key calendar functionalities in ATS Recruitis in more detail...

Calendar Display

The calendar user interface offers these basic options:

On the left side, you can see the calendars that are currently synchronized on your account, both external ones (Google or Microsoft) and internal ones that you can create within ATS Recruitis and share with colleagues.

• You can organize these calendars into categories - in the image above, for example, the "Team Calendars" category is created and all other calendars belong to the "Uncategorized" category.
• You can also mark calendars as favorites with a star, which will then appear at the very top in a separate category.
• You can turn displayed calendars on and off as needed using the checkbox to the left of the calendar name.
• Using the three-dot menu to the right of the calendar name, you can edit or remove it.
• You can turn off this entire section with categories and maximize the calendar display across the entire area.

Event Display

Events can be displayed both in the classic weekly calendar view and using the "Agenda" mode, or monthly or daily view.

If you have multiple calendars and not all events are always relevant to your work (e.g., for the IT department you do not need to see the marketing manager's calendar, etc.), you can show or hide events from individual calendars using the checkbox next to the respective calendar.

Adding and Editing Events

You can edit individual events in calendars, or you can also manually create an event in any calendar or calendars. A dialog always appears where event parameters are set:

• Event name (empty for manually added events, default value for interviews, or specific name of synced event)
• Duration (you can enter either exact time from - to, or just from and duration)
• Calendar list (for selecting where to add the event)
• Event type (filled automatically by the system) further determines other elements - e.g., for an interview there is a participant (invitee), other actions related to the interview, etc.

Scheduling Interviews with Candidates

If you want to use the calendar for scheduling interviews with one or more candidates, you need to select the "Via Calendar" option when moving to a flow state with an interview.

This option takes you to the calendar with selected candidates aligned on the bottom dark bar below the calendar so you can easily move them to free slots in the calendar and then invite them to an interview with a single invitation, whether it is one or more candidates.

The greatest added value of scheduling via calendar is naturally when you have a larger number of interviews that you want to schedule in bulk, where instead of e.g. 3 invitations and 3 emails, everything can be sent at once and ATS Recruitis itself fills in the interview dates and other details for the email template and invitations for individual candidates.

Sending Emails

Sending emails when scheduling interviews via calendar takes place in the also redesigned email sending dialog.

In addition to the new look, the dialog also has several important improvements - see image below:

Calendar Synchronization

For these purposes, you have 2 options, which can of course also be combined:

Synchronizing External Calendars

Currently, connections to two main providers are available - Google and Microsoft.

You connect to your calendar using the appropriate provider icon, where a dialog with login to your calendar then appears, and after successful login, a list of calendars that you can synchronize on the given account.

Here it is important that at your IT level, the connection of the calendar in ATS Recruitis is allowed or gets allowed.

Creating and Sharing Internal ATS Recruitis Calendar

In addition to calendars from external services, you can also create internal calendars within ATS Recruitis.

You can use these calendars for various purposes (whether for your own event classification (in conjunction with turning display on and off), or for sharing certain types of events within the team (e.g., recruitment for a specific department, etc.)

• When creating or editing an internal calendar, you have these settings available:
• Setting the calendar name
• Category to place the calendar in (you must first set up categories so they can be selected)
• Color for events from the given calendar
• Option to add the calendar to favorite calendars
• Option to share the calendar across the team (as opposed to a private calendar)