TL;DR: The GoodTime Calendar Availability & Capacity Planning feature helps your team to identify interviewer availability bottlenecks across individuals, tags and interview templates so you can meet hiring goals with clarity and precision.
NOTE: This feature is available for both Google and Office 365 calendar integrations. Early Access users can enable it from the Early Access settings page.
🔍 What It Does
This feature scans interviewer calendars (Google or Office 365) to assess open availability and remaining capacity—helping you answer critical questions like:
- Which interviewers have time to conduct interviews?
- Which tags or teams are overloaded or underutilized?
-
Can this template/tag/individual support our upcoming hiring needs?
🧠 How It Works
1. Team Member/Interviewer Calendar Availability
On your Team Settings page, you’ll see a new column: Open Calendar Space. This shows the percentage of free calendar space within the business hours and time zone of the interviewer. Availability is fetched for all users who have conducted an interview in the last 6 months and / or are part of a tag. Events that match transparent keywords are considered available. Any gaps in the calendar that are smaller than 30 minutes are disregarded. If you hover over the column tool tip you will also see the specific time range used in calculating this data.
💡 Note: We only track availability for people who either:
- Have conducted an interview in the last 6 months, or
- Belong to an interview tag.
2. Tag-Level Capacity Insights
In Tag Manager, you’ll find a capacity analysis for each tag. For each tag, we show the following data:
- Calendar slot Options: This is the number of free calendar slots available from all people in the tag, followed by the specified slot size in minutes. The slot size is the most commonly used interview event duration that this tag has been used for. If you hover over the column tool tip you will also see the specific time range used in calculating this data.
- Weekly Interview Limits: This is the combined remaining load balance for the people in the tag. If you hover over the column tool tip you will also see the specific time range used in calculating this data.
🔍 Use this to identify overbooked tags and decide whether to:
- Add more interviewers to the tag
- Reassign training resources
3. Interview Template-Level Bottlenecks
To assist you in quickly identifying potential scheduling bottlenecks, the Interview Templates section now allows for you to clearly see:
- Calendar Slot Options: This is the number of calendar slot options that the interviewers in the most restricting event of the template can produce. If you hover over the column tool tip you will also see the specific time range used in calculating this data.
- Weekly Interview Limit: This is the combined remaining load balance for the interviewers in the most restricting event of the template. f you hover over the column tool tip you will also see the specific time range used in calculating this data.
💡 Note:
- If a template has no interviewers or tagged groups, it will show 0 slots and 0 load balance.
- At the template level we will list the most restricted interview event within each template as the overall template capacity.
- if you open a multi-event interview template you can further view the the 'Calendar Slot Options' and 'Weekly Interview Limit'. to identify the “weakest link” within the template that is providing the most restrictive scheduling options.
🙋♀️ FAQs
Q: What happens if a template has no interviewers assigned?
A: It will show 0 available slots and 0 remaining load balance.
Q: Are Transparent Keywords Considered in these calculations?:
A. Not at the moment. Support is coming soon to also consider transparent keywords as part of the availability and capacity calculations.
Q: Can I see this while scheduling?
A: Not currently. These insights are available in the following sections of your GoodTime settings (We are exploring ways to bring these insights directly into the Schedule Now workflow):
- 1. Team Member/Interviewer Calendar Availability = Team Settings page
- 2. Tag-Level Capacity Insights = In the Tag Manager page
- 3. Interview Template-Level Bottlenecks = The Interview Templates page
Q: What’s the time window for availability calculations?
A: For tags & templates it is the next business week (Monday through Friday), within the interviewers’ business hours. For individuals it is a rolling 5 day availability with a 48h buffer.
Q: Are Weekly Load Limits always rolling?
A. Weekly Load Limits are calculated based on what’s left in next week’s load balance, minus already scheduled interviews.
Q: Is this data live?
A: This data does not update instantly when changes are made to you team member or templates but recalculates and updates within your account on as 24 hour cadence. This is done intentionally to preserve processing power for scheudling actions during work hours, but still provide directional insights to assist in identifying and eliminating bottlenecks in your scheduling processes.
Q: Do these calculation sonly consider Business Hours?
A. Yes. When presenting the capacity data we only consider bookable time based on each interviewer’s business hours (not midnight or off-hours).
Q: How do I see the most restrictive templates/tags/user calendars in my GoodTime account?
A: When viewing any of the reports listed above, you are able to click on the column header to sort the table by the data in that specific column (big to small or small to big)