Interview scheduling dialog

The interview scheduling dialog has been reworked and its functionality extended.

What can the dialog do now?

Improved calendar events

• Several participants can be invited directly to a calendar event
  • So besides the candidate you can add, for example, the hiring manager directly to the event.
  • You must enable "Can see other guests" and they must have the candidate shared with them.
  • All guests are also written into the event created directly in your calendar (or the calendar you have chosen).
• A note can be added to a calendar event
  • This is useful when you want to pass additional information about the arrangements or the location of the meeting to the candidate.
  • It is displayed directly in the event saved in the calendar.

Extended online interview options

• In an online interview you can add your own link to an online meeting obtained outside ATS Recruitis.
  • For example if you cannot have your external calendars integrated and you generate links in MS Teams or Google Meet, or you use a platform that ATS Recruitis does not support directly (e.g. Zoom).

💡 If you are creating an interview for several candidates at once, you will find an option at the bottom of the window to choose whether you are making the change for all of them or only for the current one. Bulk changes naturally apply only to items that can be identical – calendar, interview location, interview duration and so on.

General principles

Working with calendars

In the dialog you can select one or more calendars into which the event will be written. The basic calendar is the so-called "Default calendar", an internal calendar in ATS Recruitis assigned to every user.

Default calendar

If you have your Outlook or Google calendar synchronised in ATS Recruitis, it is understandable that you want every event to be created with that calendar.

You achieve this by selecting the "Default for creating calendar events" option in the settings of the synchronised calendar.

Invitations sent by

The choice in the "Invitations sent by" field affects which calendar the invitation will be generated from. This matters above all when you have the event written into several external calendars (Microsoft or Google) and at the same time want to create an online meeting. This choice then determines which of those calendars generates the Teams or Google Meet link.

Additional invitation

If you also save the interview event into an external calendar (i.e. Outlook or Google) connected to ATS Recruitis, that external calendar will generate its own invitation. This leads to a situation where the candidate receives two invitations – one from ATS Recruitis (if you send it) and another from your Outlook or Google calendar, which those systems generate automatically.

Unfortunately, neither Outlook nor Gmail settings currently offer any switch in the user interface that would globally disable sending calendar invitations for events created via the API (i.e. from third-party systems such as ATS Recruitis).

If you want to avoid this situation, you can remove the candidate from the meeting guests. See the image below.

In that case an event without a participant is created in the external calendar and Outlook or Google Calendar will not send an invitation. In this situation, do not forget to check that you have the candidate information in the meeting title or in the invitation.

Meeting types

In the new version of the dialog the selection of the meeting type has been unified, with each type having a mandatory field essential for that meeting.

In person

For an in-person meeting you have to select the meeting location. The default location is the place of work for the given position.

By phone

If you are planning a phone call, you have to fill in the phone number. The phone number from your user account in ATS Recruitis is loaded by default.

Online

For an online meeting you need to have an external calendar selected that can automatically generate online meetings (MS Outlook or Google); newly you can also insert your own link if you generate it outside ATS Recruitis.

💡 For an online meeting you must have a Microsoft or Google external calendar selected that supports automatic generation of an online meeting, or fill in your own link.

Event time zone

By default, the event time zone is displayed according to the time zone that the user scheduling the meeting has set as the default in their profile.

If you schedule across zones, i.e. your time zone differs from the candidate's time zone or the meeting location, you have two options:

• Schedule the meeting in your time zone and it will be automatically recalculated into the candidate's time zone in their calendar.
• Schedule the meeting in the candidate's time zone and it will be automatically recalculated in your calendar.