Job Profile: Outlook Calendar Integration

Exchange and Office 365 credentials can be added to allow viewing of calendars within your organization when scheduling a new interview. This allows you to view Free/Busy time within the ATS. Your credentials will ‘stick’ for the current session; meaning you will have to login to Exchange or Office365 again once you have been logged out of the ATS.

For Free/Busy to show times the selected interviewers have to be part of the same domain (example - @email.com – domain is email.com) and they have to be a user of the ATS; which includes a Contact Only user who cannot login to the system.

You do not have to utilize Exchange or Office 365 to create and send a calendar invite for an interview.

Utilize the Feature

  1. Click the Add Credentials button.
  2. A pop-up will appear:
    1. Select Exchange or Office 365
    2. Enter your email address and your password
    3. Click Save

The Fields

Any field auto-filled with information can be overwritten when scheduling the interview.

Add Interviewers

  • Must be a user within the ATS.
  • Can be Contact Only: no ability to login
  • Must have the additional permission of Interviewer selected
  • Can have multiple people as interviewers.

Organizer

  • There can only be 1 organizer of the meeting.
  • The default is the first person set at the interviewer

You are not an interviewer by default. To be part of this interview you have to select yourself as an interviewer.

Type

  • This auto-fills the location field.
  • Two options
    1. Phone Interview
    2. Face to Face Interview

Location

Driven from the type field.

Phone Interview

I will call you at (the candidate’s phone number from their application).

If no phone number it will state “undefined” instead of a number. Ex: “I will call you at undefined”

Face to Face Interview

Address information from the Admin > Account Information page

Virtual Meeting

Feedback drove this addition to the software - we heard that you wanted an option to be able to schedule a virtual meeting for a candidate interview. With a plethora of options for virtual video interviews, we made this option as flexible as possible, meaning you can use any provider you would like.

When scheduling an interview with a candidate there is now a Virtual Meeting option under the Location drop down menu. The Location text box to the right will allow you to put in additional information about the virtual meeting or you can use the Candidate Comments and Interviewer Comments to include meeting information.

Candidate Comments

  • Sent to candidate by email to give them information they need for the interview.
  • These are specific to the candidate. Interviewers cannot see these comments.
  • Ex:
    • Park in the North lot and enter in the East door. Ask the receptionist for JOHN SMITH in HR.
    • Please bring 5 copies of your resume.
    • Arrive 15 minutes early with a photo ID for security to create a visitors badge.
    • Please be in a quiet environment for our phone call.

Candidate Attachments

  • Add an attachment that may be useful to this candidate.
  • Ex:
    • Map of the parking lot
    • Questionnaire to bring / prepare for interview
    • Pre-work like a writing assignment, work sample or presentation.

Interviewer Comments

  • Sent to interviewer with any special instructions they need to know.
  • These are specific to the interviewers. Candidates cannot see these comments.
  • Ex:
    • John is a referral from Sarah M in Sales.
    • From their phone interview has a lot of commercial experience, but light in residential experience and working with customers.
    • Steve is related to and a referral of Joe C.
    • Jody’s hobbies include recreational horseback riding and dog agility training. This could be an ice breaker topic should you need something.

Interviewer Attachments

  • Add an attachment that may be useful to the Interviewers.
  • Ex:
    • Interview Checklist
    • Interview Questionnaire

    These could be printed, written on, scanned and then added to that candidate’s profile. Or they could be typed on, saved and attached to the candidate profile as well.

    • Post Interview Questions:
      • Default questions:
        • Did you interview this candidate? Y/N
        • Do you wish to move forward with this candidate? Y/N (Standard Dispositions)
      • You can add more questions in the Admin area to be selected when scheduling interviews.
        • Admin Interview Questions.
        • Type Post Interview Question.
        • Multiple Choice – no free form responses.

Start Time and End Time

  • Date and time drop downs.
  • Logic enabled:
    • Default setting is 30 minutes
      • Ex: If Start Time is 1 pm, End Time defaults to 1:30 pm.
    • End Time cannot be before start time.
    • Date has to be future date, cannot be in the past.

Calendar Areas

  • Month View:
    • Red dot day is today
  • Select a date in the future and that will update the start/end dates
  • Add interviewers near the calendar as well to reduce scrolling
  • Suggested Times:
    • Based on the interviewers availability. System will generate a few suggested times when everyone is free.
    • Only displays times if you have added credentials and the interviewers are part of your domain.
  • Calendar view – 3 day, 7 Day, 2 Weeks.
    • Click the view that fits your needs.
  • The interviewers will appear with color coding to help identify when people are available.

Send Button

  • If something is missing from the form, a message will display allowing you to correct the issue and try again.
  • If everything is filled out the system will:
    • Email the Candidate, Organizer, and Other interviewers:
      • Standard Message
        • Comments for that group (Candidate or Interviewers)
        • Any Attachments for that group (Candidate or Interviewers)
        • iCal calendar appointment
          • Universal Calendar appointment
          • Compatible with all calendaring programs
      • Link to confirm going to be at the meeting
      • Tracked in the ATS
    • FOR ORGANIZER ONLY: Link to fill out post interview questions after the meeting.
      • Direct you back to the Interviews page.

Interview Scheduling Outlook Emails

There are 3 different emails from the system:

  • Candidate Email
  • Organizer Email
  • Interviewer Email

The information contained in each email is below. The difference between the Interviewer and Organizer is that an Organizer (only 1 per meeting request) will have the ability to fill out the post interview questions.

Candidate Email

Dear Felix Hirpara,

Jon Lutz has set up a(n) Face-to-Face interview with you and Bernie Brazeau from 10/23/2015 12:30:00 PM to 10/23/2015 2:00:00 PM for the Bernie Plumber position.

Additional Information:

4453 NW Urbandale Drive Des Moines, IA 50322

Candidates Comments appear here as well.

Please click here to confirm this interview

Organizer Email

Dear Bernie Brazeau,

Jon Lutz has set up a(n) Face-to-Face interview with you and Felix Hirpara from 10/23/2015 12:30:00 PM to 10/23/2015 2:00:00 PM for the Bernie Plumber position.

Additional Information:

4453 NW Urbandale Drive Des Moines, IA 50322

Interviewer Comments appear here as well.

Please click here to confirm this interview

When you are finished with the interview:

Please click here to complete the post-interview questions

Interviewer Email

Interview Request

Dear Brandon Will,

Jon Lutz has set up a(n) Face-to-Face interview with you and Felix Hirpara from 10/23/2015 12:30:00 PM to

10/23/2015 2:00:00 PM for the Bernie Plumber position.

Additional Information:

4453 NW Urbandale Drive Des Moines, IA 50322 Interviewer Comments appear here as well.

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