TL;DR: When you schedule an interview in GoodTime there will be two calendar invites sent to both internally to your interviewer(s) and externally to your candidate. Each calendar invite has unique event information. This article goes into more detail about both:
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Candidate calendar invite
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Interviewer(s) calendar invite(s)
Candidate Calendar Invites:
GoodTime automatically sends Candidates calendar invitations for their interviews. [Your Company] Candidate Calendar is used as a sending calendar. Interviewers will not have access to the external-facing invitations.
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As part of the GoodTime set-up process, you will need to create a new calendar called "[Your Company] Candidate Calendar"
- NOTE: O365 will always scheduled to the user's personal calendar.
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Once [Your Company] Candidate Calendar has been created, add this to your GoodTime account.
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Go to Company Settings > Candidate Calendar > select [Your Company] Candidate Calendar from the dropdown
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NOTE: Everyone scheduling will need read and write access to this calendar. Once permissions are elevated in GoodTime, team members will automatically receive an invitation to the calendar. If you have a recruiting team onboarding checklist, this should be added to the list.
- NOTE ALSO: Your company candidate calendar may have a slightly different title to the one suggested here, especially if this calendar has been replaced/updated at some point.
Interviewer Calendar Invites:
GoodTime automatically sends Interviewer calendar invitations for their interviews. There are three places you can adjust the calendar that Internal Calendar invites will live on.
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My Account Settings
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Base/Interview Template Settings
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Individual interview
1. My Account Settings
By default GoodTime will put the interviews that each scheduler schedules on their personal calendar so you may want to create a separate calendar.
Google Calendar Recommendation: Create an Interviewer calendar (either personal or by team) and set this as the default calendar for your interviews to be scheduled on. It is common in large organizations for all users who schedule engineering interviews, for example, to schedule these interviews from a common 'Eng Interviews' calendar. NOTE: if you are an O365 customer all interviews will scheduled form your personal calendar by default.
Personal calendar naming convention: [Scheduler] Interviewer Calendar
Team calendar naming convention: Engineering Interviewer Calendar, Core Business Interview Calendar, etc.
You can adjust the default scheduling calendar from Settings > My Account tab.
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Go to Settings > My Account > Interview Calendar > Select your own calendar from the dropdown
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If your team decides to build in a preferred Interviewer calendar, you can select this calendar in the dropdown menu
2. Base/Interview Template Settings
If your schedulers work across multiple business units and need the flexibility to add interviews to multiple calendars we recommend adjusting the default calendar at the template level.
The most common use case here is to build in a preferred interviewer calendar at the template level. For example, if all Engineering interviews land on “Engineering Interviews” calendar we can automate this by selecting the appropriate calendar on the template level.
3. Individual Interview
You can adjust the calendar from the final confirmation page as well.
Calendar Best Practices
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All schedulers (those who are scheduling, editing/updating interviews) should have write-access to all team member calendars that interviews will be written to.
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Keep track of who is managing any Team/Stage/Candidate specific calendars the team is writing to
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If someone leaves the company and is a calendar owner, please make sure calendar ownership is passed to an active team member (IT may need to be looped in here)
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Additional Resources:
Calendar Best Practices for Interviewers
Setting Interviewer Calendar in Templates
GoodTime Candidate Calendar (Google)
Sharing Google Calendar Access