Interview scheduling is one of the key activities in the recruitment process, and therefore, as in other areas, Recruitis ATS offers multiple options for approaching this to best suit your needs and your process.
The basis of operation is the principle that the invitation, as such, is always sent only to the candidate.
An interview is always created for a specific candidate, and they receive an invitation with the recruiter (i.e., whoever is logged into Recruitis ATS when sending the invitation) as the organizer and the candidate as the attendee.
By writing to shared calendars (whether your external calendar or colleagues' or meeting rooms' calendars), no invitation is created for the owner of that calendar, but the event is written directly when saving the event of the interview in Recruitis ATS.
From the principle above, the question arises: how can I invite colleagues?
If you have shared access, and especially also write permission, you can write the event you are planning with the candidate directly to a colleague's calendar or multiple colleagues' calendars, meeting rooms, etc.
As described above, such an event is created directly when saving the event in Recruitis ATS, and the owner of that calendar does not receive any invitation. It is just "blocked time" in their calendar.
The option "Invite candidate to event" is used to include the candidate as an attendee in the event inserted into the colleague's calendar. If you select this option, several consequences follow:
The "Lock" icon next to the calendar means you cannot write to that calendar and therefore cannot invite this way.
If the principle of writing events does not suit you, or if you do not have permission to write to calendars within the company, you can use the option of sending a copy of the invitation email that goes to the candidate.
In this case, in the second step of the interview planning dialog, you simply select colleagues to whom you want to send the invitation as a copy in the CC or BCC fields of the email.
The colleague will then receive a copy of the candidate's invitation in the email, but colleagues are not part of the invitation. However, they can of course insert such an invitation into their calendar.
Deleting such an event by a colleague does not affect the candidate; they will not learn about it. When editing the event for the candidate by the recruiter, i.e., the event organizer, it is necessary to include colleagues' emails in the CC of the email with the modified event again so they also learn about the change.
You can also enter email addresses directly in the CC and BCC fields, not just names of users from Recruitis ATS.
In this scenario, both the candidate and colleagues receive an identical email and identical invitation, which only shows the event organizer (recruiter) and the candidate.
If you need to change an already scheduled event, you can do so by editing the event, which is available in two places:
In the event editing dialog that appears, just make the necessary changes, and then after saving, as with interview planning, a dialog appears for sending an email, which sends an email with text according to the selected template including a new invitation. The original one will be cancelled in the candidate's calendar.
If you also have the event (i.e., its copy) saved in your own calendar and/or colleagues' calendars, those will be immediately updated to the new time, because they do not arise from an invitation, but from direct writing to the respective calendar.
If when creating the original event you gave the option to write to your calendar including the "Invite candidate to event" option, you can control the interview directly using this event in your external calendar and any changes in it will be written to the candidate as well, as if you had planned it directly there.
In calendars, the above-mentioned approaches manifest as follows:
If you only visually move the event in the internal calendar, i.e., without opening the editing dialog, the event will be saved to the new place in the internal calendar, as well as in the connected calendars (yours or colleagues') where it is saved, but the modified invitation will not be sent to the candidate. This is so that the invitation is really sent only when the recruiter wants, not with every move, and the candidate does not receive it multiple times.
You can trigger sending the invitation to the candidate at any time using the "envelope" icon in the editing dialog (see image below), both in case you are actually editing the event, or if, for example, the original invitation email did not reach the candidate.
If the candidate rejects the event in their calendar, you, as the meeting organizer, will receive this information by email.
Learn more about interview scheduling in Recruitis ATS in the article Interview Scheduling