Now that you have set your company level default settings, you can now adjust settings for specific individuals or teams. These settings will override any company level settings.
The following video provides you with an overview of the Team tab.
Here is an overview of each of the elements you will see in a team member's profile:
PROFILE
- Send Emails From - If a user has multiple email alias on the company directory this is where you can identify the preferred email to use when they are scheduled.
- First Name
- Last Name
- Nickname - Any nickname you insert here WILL be shared externally with candidates
- Title - If your IT dept. adds employee titles on the company directory they will be automatically be pulled into this field. If the field is blank you are able to add a team member's title manually.
NOTE: Our recommendation is to not make updates manually in GoodTime to job titles but instead connect with your IT team and ask that they manage the update of all contacts titles directly in your employee directory.
We recommend this because once you make updates in GoodTime directly GoodTime will no longer update your Title fields from the directory automatically. By manually adding employee titles you are essentially telling GoodTime to no longer listen for Title changes on your company directory but instead to only reference the manual Title updates you have made.
- Notes - Any notes on an interviewers profile will appear on interviewer cards for reference during scheduling activities.
- LinkedIn - Including a team member's LinkedIn URL in this field will ensure that whenever this team member is scheduled their name is hyperlinked to this URL.
- Hyperlinks to your interviewer's LinkedIn profiles will appear both in the header of the confirmation email as well as the header section of any calendar invites in which the team member is referenced.
- If using the GoodTime candidate portal your interviewer(s) LinkedIn profiles will also be shared with candidates in this location.
- Hyperlinks to your interviewer's LinkedIn profiles will appear both in the header of the confirmation email as well as the header section of any calendar invites in which the team member is referenced.
STATUS
- ACTIVE / INACTIVE - By default ALL team members will appear as 'ACTIVE'. If you have any users on your company directory who will never need to be scheduled you can choose to move them to INACTIVE if you wish.
- The most common use case for moving a team member to INACTIVE is if they take an extended absence from the office (sabbatical, paternity/maternity leave etc.)
- How To - Adjust Status Settings: Go to Settings > Team > Enter the team member’s name in the search bar > Scroll to 'STATUS' section > Select 'Inactive/Active' from the drop down menu > Click 'Save' in top right corner
INTERVIEW AVAILABILITY
- Number of Interviews Per Week
- Number of Interviews Per Day
- These setting are used to support load balancing. When a daily and weekly interview limit is not specified at the individual team member level it will automatically default to the company default setting.
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Interviewer availability/load limit affect scheduling in the following ways:
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In the Request Availability workflow, once the interviewer has hit their limit, a candidate will not be able to select times with that interviewer for that week/day which they are over their availability limit
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In the Schedule Now workflow, once the interviewer has hit their limit, GoodTime will indicate that the interviewer has exceeded their weekly/daily limit. Note: GoodTime will never stop a coordinator from scheduling an interviewer who has reached their Daily/Weekly limit but we will provide a warning.
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- How To: Set an Interviewer's Availability: Go to Settings > Team > Enter the team member’s name in the search bar > Click on the team member’s name > Scroll to 'Interview Availability' > Adjust the number of interviews per week/day > Click 'Save' in top right corner
MEETING BUFFER
- If you have a team member who insists on having a 'gap' scheduled between their interviews, adding a 'meeting buffer' setting will support this. Whilst this is a useful feature is can limit the availability of an interviewer as it will not allow for any back-to-back scheduling to occur for this interviewer.
SLACK REMINDER
- If turned on, GoodTime will send Slack reminder(s) to the interviewer before an upcoming interview based on the reminder settings you have established. See here for instructions on how to integrate GoodTime with Slack.
SMS REMINDER
- Send SMS Reminder - If you have an interviewer might benefit from a text message/SMS reminder of their upcoming interview you can use this setting to have GoodTime send a single SMS reminder to the interviewer 30 minutes before any interview they are scheduled for.
- Mobile Phone Number - If you turned on the SMS reminder setting, please ensure to input a valid mobile phone number here.
- How To: Enable SMS Reminders for an Interviewer: Go to Settings > Team > Enter the team member’s name in the search bar > Click on the team member’s name > Scroll to 'SMS REMINDER' > Toggle on 'Send SMS Reminder' and then enter the mobile number that will receive the text message reminders > Click 'Save' in top right corner
TAGS
- Here you will find a list of any tags you have assigned to the interviewer. You can also click into the tag panel to add or delete tags as necessary
PERMISSIONS
- From this location you can adjust the user permission of the listed team member. Click here to see greater detail of the access each permission level provides.
TIME ZONE
- The time zone represented here is pulled automatically from your team member'c calendar settings. If a team member travels to a different time zone or adjusts the time zone of their calendar then this time zone setting with auto update as part of the regular sync.
REGULAR BUSINESS HOURS
- This section will default to your company level business hours unless you manually update them here. When you have an interviewer with unique work hours (someone who is in a job sharing position or who cannot ever interview after 3pm due to a school pickup for instance) it can prove useful to limit a team members business hours here so they are never scheduled to interview when they are unable to support.
- How To: Set and Interviewer's Business Hours: Go to Settings > Team > Enter the team member's name in the search bar > Click on the team member's name > Scroll to 'REGULAR BUSINESS HOURS' in the side panel > Select the days the interviewer is available > Click and drag the interviewer's hours in the scale below the dates > Click 'Add Another Time Range' if you need to add more and repeat > Click 'Save' in top right corner
Bulk Adjust Settings for Multiple Interviewers:
You are also able to adjust setting for team members in bulk by selecting a tagged group OR listing and selecting the names of all those team member's whose settings you might like to update.
The settings you can adjust on bulk are Status of interviewer (active vs inactive); Availability (business hours); Permission level; Interview Availability (number of interviews per week/day); Add/remove tags; Job title.
The following images show visually how to update team member settings in bulk: