TL;DR:
Thanks to all those guests who joined the recent GoodTime Flexible Scheduling webinar. Here you will find answers to any questions posed on this webinar as well as answers to other common Question and Answers about the Flexible Scheduling algorithm.
BIG PICTURE Q&A:
Q. When will the Flexible Scheduling upgrade occur?
A: All GoodTime customers can expect to see the NEW! Flexible Scheduling Algorithm in their GoodTime account in October 2022.
Q: I like my current workflow, can I choose to not upgrade?
A: No, sorry. The upgrade to the Flexible Scheduling algorithm will be occurring across the whole GoodTime platform. Once you see what Flexible Scheduling has to offer we don't expect you would want to stay anyway. This upgrade will change your (scheduling) life!
Q: Why have you conducted this algorithm upgrade - the last one worked fine?
A: The previous scheduling algorithm did work fine... but we want to deliver you more than just 'fine'. While the original GoodTime algorithm was very successful at scheduling back-to-back events that occurred on a single day, it was limited when looking beyond this. Many of you would appreciate that to schedule a 'Multi-Day' event you effectively had to scheduled 2x single day interviews.
The new Flexible Scheduling algorithm is architected form the ground up to automatically consider how you might be able to schedule an interview across 1 or multiple days.
Q: How is this new Flexible Scheduling algorithm better than the last one?
A: We like to summarize by saying that the Flexible Scheduling algorithm is SMARTER, FASTER and more FLEXIBLE... but what does this actually mean for y'all 🤔
- FASTER
The Flexible Scheduling algorithm is more advanced than the last and is able to handle greater amounts of data much more efficiently. Because of this new algorithm speed the Flexible Scheduling algorithm will not stop searching when it finds a suitable result... it will continue to search until it finds as many workable (and almost-workable) options to present to you the scheduler. 💨
- SMARTER
The Flexible Scheduling algorithm is able to assess many more scheduling constraints than the previous algo. Not only does the new algo match candidate availability against interviewer calendars, it also assesses calendar conflicts, working hours, time zones, and interviewer load balances (across a 4 week period), and more... Oh and we simultaneously look at all of this across multiple days and will intentionally look outside your set constraints to find alternatives you may not have considered 💡
- FLEXIBLE
Rather than only ever looking at one day at a time, when your candidate has provided multiple days worth of availability, the Flexible Scheduling algorithm is built from the ground up to automatically consider if it can split your final round interview across multiple days... so you don't have to.
Q: Why am I seeing results outside of my constraint settings?
A: Unlike the previous algorithm which very strictly only provided results within your set constraints, the Flexible Scheduling algorithm does not always see your template settings as a HARD constraint. This is intentionally done to provide the new algorithm option to look outside the box and provide you less favorable but also workable options. NOTE: While the Flexible Scheduling algorithm does not see your template settings as HARD constraints it will always stack-rank its results so that the options which most closely align with your constraints are presented as a favorable option with the options presented further down the list being workable but, potentially outside the constraints you listed (thinking specifically here about constrains regarding tie between events or interviewer availability/load balancing)
TECHNICAL Q&A:
Q: Do I need to make any changes to my process to use Flexible Scheduling?
Short A: No
Long A: While the new Flexible Scheduling algorithm will work with all of your existing tags, templates, training paths and workflows there may be some tweaks you want to make to optimize for this new algorithm. Specifically you may want to update the verbiage in your emails associated with multi-event interviews to explain to candidates that their interviews may be scheduled over multiple days.
- Request availability email templates:
"Please select at least three dates and times using the green 'Find A Time' link below.
There is a possibility this interview could be scheduled over one or more days. So the more availability you share, the better! And we will get that interview set up for you". - Confirmation email templates:
"
Please refer to the interview itinerary above this message. If your interview is scheduled over more than 1 day, you will receive a calendar invitation for each separate day with more details including your Zoom link within each calendar invite".
Q: Where has the 'Make this interview private' toggle on the confirmation page gone?
A: The ‘Make this interview private’ toggle has been moved from the end of the scheduling process in the '📋 Confirmation page' to the beginning. To make a schedule interview private your should now click on the ‘Private Calendar Event’ button in the '✏️ Create Interview' page.
Q: Why am I seeing multiple interviews appear on my Dashboard when I schedule over multi day?
A: The Flexible Scheduling algorithm will intentionally create an entry for each day of a multi day event as a separate entry on your dashboard. This has been done to provide you the flexibility to edit/update/reschedule/cancel any day of a multi-day event without it impacting the other scheduled days.
Once you schedule a multi day event, each of the days are seen on your dashboard as an independent interview.
Q: In the past, GoodTime would cancel all days of a multi-day interview if you needed to edit cancel just one day.
A: This known issue with the previous MULTI-Day BETA feature has been addressed with the Flexible Scheduling upgrade. Specifically, this is not longer an issue as GoodTime will now see each day of a multi-day event as a separate interview on your GoodTime Dashboard once scheduled. By intentionally viewing each day of your multi day event as a separate interview, this provides you the ability to edit/update/reschedule/cancel a single day of your multi-day interview without impacting the others.
Q: Can I still schedule debriefs/roundups with Flexible Scheduling?
A: Yes! You are still able to schedule a debrief/roundup with the Flexible Scheduling workflow. You also have the ability to add a roundup/debrief to every day of your event if scheduled over multiple days. Please NOTE: if your interview is split over multiple days your roundup/debrief will only pull the interviewers is sees associated with the day the roundup/debrief is attached to.
Q: Will each day in a multi-day event have a unique video link?
A: Yes. Given that each day in a multi day event is seen as unique once it lands on your calendars/Dashboard we intentionally generate a unique video link for each day of the interview.
Q: If I update a single day of an event will all interviewers get notified?
A: No. If you update a single day of a multi-day event then we will only notify those interviewers whose event has been impacted by a change.
Q: Why are breaks automatically appearing in my events?
A: Depending upon your Max time between event settings GoodTime has always added small breaks within your schedules to help achieve a multi event interview schedule. What the new algorithm does differently is that we intentionally call out these automatically added breaks within your candidates itinerary.
While you may have previously built-in specific BREAK events to support your candidates, you may now want to consider removing these BREAK events given that GoodTime will automatically include and label breaks. If you are open to scheduling interviews across multiple days then you may also no longer need to build dedicated BREAK events into your templates given this new multi-day format.
Q: If my candidate provides availability for the morning and then later afternoon (with a gap of more than 120 minutes), will flexible scheduling find options for this?
A: Yes, it will be provided as a search result option. Here is an example below. Note that the candidate will receive one invite for this day.
Q: What to do the grey 'Meeting COUNT:' numbers mean in the search result?
How should I read this info and what does it mean when they are not there?
A: When the GoodTime Flexible Scheduling algorithm provides you with search results based on the interviewers listed in your template we will also include (where relevant) a summary of each interviewers 'Meeting COUNT:' to assist in load balancing.
Flexible Scheduling uses a ‘Look Back Period’ of one month from the proposed interview date to understand how many interviews that each specific interviewer has conducted or has been scheduled to conduct.
- Because the new Flexible Scheduling algorithm uses as larger 'look back' period when load balancing you are mote likely to see interviewers being assigned to host an interview much more equitably
- If you don’t see any grey text – it means the interviewer hasn’t conducted and has no upcoming interviews scheduled using the “Look Back Period”
- The look back period accounts for ALL interviews that a specific interview may be scheduled to conduct not just the specific job you are scheduling when you see the 'meeting COUNT' data.
- Where relevant we will warn when a proposed interviewer has exceeded their set load balance limits. While GoodTime will warn when a proposed interviewer is over their load balance limit we will not block you from scheduling this interviewer is you need to.
Q: How can I copy a 'plain text' version of a multi-day interview itinerary?
A: You are still able to copy to your clipboard a version of your candidates itinerary. This can be done both during the scheduling flow (just before you hit 'Schedule Now') and after the fact when your interviews are within the Dashboard. NOTE: If you are scheduling a multi day interview then you will be able to copy a consolidated itinerary (representing all days) only during the scheduling flow. Once a multi-day interview lands on the Dashboard GoodTime will see these as separate events and you will only be able to copy the itinerary associated with each individual day.
To copy a full (Multi-Day) Itinerary:
To copy a single day's itinerary:
Q: Can I default my search results to 'Best Fit'?
A: Yes you can! ...and this may be a better option when using the new Flexible Scheduling algorithm. Backstory: While the previous algorithm avoided showing your soft or hard conflicts (it was optimized for presenting only options that met ALL your constraints), the new algorithm will more readily surface soft and hard conflicts when it sees that no others are available. This means if you currently default your search results to 'Earliest Start Time' the algorithm earliest option the algorithm shows you may also include conflicts. If you want to default to first seeing search results with the least amount of conflicts you can switch your search result default to show 'Best Fit'.
The default order for search results can be changed in Settings> My Account> Meeting Settings.
Q: If a 2 day itinerary works best will GoodTime automatically jump to that tab?
A: No. While GoodTime will automatically provide you options that are split across multiple days the algorithm does not have the context to know which might work best for the specific event you are scheduling. GoodTime will default to the search result we find quickest (be that 1 or more days). We recommend that our schedulers conduct a final logic check to review the top rated 1 day, 2 day and 3 day options (if applicable) and select the best result from these different options provided.
Q: What is the maximum number of days GoodTime can split over
A: There is no limit! If you candidate provides you many days of availability and you are looking to schedule an interview that involves multiple events the algorithm may provide you options that spread across multiple days to support both of these factors (i.e. if you have a 10 event interview and the candidate provides 10 days of availability then the algorithm may provide you a 10 day panel where one event is scheduled every day!). It is worth noting, that while this is technically possible, the 'sweet spot' for the algorithm is to schedule events across 2 to 3 days. This is also likely to provide you the most appropriate Candidate experience.
Q: Can we drag and drop events in the search results?
Short A: Not fully... not at the moment.
Longer A: We are very aware that many customers are used to this feature (which was supported by the legacy algorithm) and which is not currently available within the new Flexible Scheduling algorithm. There were limitations in our ability to successfully deliver this feature at initial launch so the GoodTime engineering team chose lo launch without this feature and then build it out as a fast follow only after they were confident the Flexible Scheduling algorithm upgrade is performing as expected. We do not have a specific timeline for this feature re-release but it is currently our highest priority build post launch.
UPDATE: The GoodTime Product team has just launched V1 of the Drag-and Drop functionality. This feature update will allow for you to drag-and-drop within the SAME DAY only. Future updates will allow for you to drag-and-drop between different days.
Q: Why am I not seeing a candidate facing itinerary at all?
A: Please check that you have toggled on the option to share an itinerary with your candidates. This is the most likely culprit 😉. If you do not have this toggled on GoodTime will, by default, only share the overall interview duration with your candidate.
Share Itinerary toggled off:
Share Itinerary toggled on:
Q: I still have questions that were not addressed here 🤔
A: Please reach out to the GoodTime 24/7 Support Team or your GoodTime CSM/Community CSM team to talk through your question 1:1. We will be happy to help!