Along with sourcing and building a pipeline of qualified candidates, contacting and meeting those candidates is also an important part of the recruitment process. After screening through the Good Fit profiles and engaging the candidates, you might want to talk to the candidate in person (or virtually!) By integrating your work calendar with hireEZ, you are able to share your schedules with the candidates directly and candidates can get access to your available time blocks with one click.

In this article we introduce:

• Calendar Integration: Google Calendar and Outlook Calendar

• Insert a Scheduling Link to Your Engagement Emails

• Centralize the events

Calendar Integration: Google Calendar and Outlook Calendar

Currently, we offer integration options for both Google and Outlook users. You can locate the two apps on the hireEZ integrations page. You can find the app in the Available integration section. To integrate the app, hover the mouse over and click on the Connect button.

For Outlook users, there are two options: Connect (Office 365) and Connect (Exchange). You may reach out to your Customer Success Manager if you are not aware of which option is approved by your organization.

Please note, hireEZ only supports ONE calendar integration at a time.

Insert a Scheduling Link to Your Engagement Emails

Once you have integrated your calendar, you will be able to add a calendar link to your engagement email through the Meeting button in both emails compose windows under the pipeline and reply to emails under the Messages tab. Click it and you can choose the meeting length(15 min/30 min/45min/60min).

When you are ready, click on Save to continue.

In both cases, a link will be added to the content of the email after you confirm the information of the meeting template. You can also edit the meeting label's text by clicking the small pencil icon at the bottom right.

When the candidates click on the link, they will be able to select from the available interview time and book for the interview directly from the page. Candidates can change the display of the schedule to fit their local time by selecting their time zone from the drop-down menu right on top of the calendar.

Once a meeting is scheduled, you will receive a notification email to remind you the time and topic of the meeting.

Note: After the candidate books an appointment, the person will be moved to the Replied stage in your project pipeline. This will also cancel all follow-up emails scheduled for the candidate.

Centralize Your Events under the Meetings Tab

You are able to view all the events listed on your calendar under the Messages → Meetings tab. From here you can check your schedule without leaving hireEZ. You may edit the Meeting Templates on the right, or copy and share the scheduling link directly with candidates.

Events that have been scheduled outside of hireEZ are highlighted in light green and you can view the guest list and time of the event. For events that have been booked through hireEZ, you will be able to edit, delete, or add a reminder when clicking on the light blue block.

FAQs

Q: What to do if I want to hide the event details on my calendar from others?

A: You are able to set the permissions or mark the events as private on the Settings page of your calendar.

You might find the following information helpful:

• Gmail: Change your event privacy settings
• Outlook: Make an appointment or meeting private

Q: How to disconnect my calendar?

A: To disconnect, go to the Integration page, you will find the connected calendar app at My organization’s integrations section. Just click on Disconnect. You will be asked to input “disconnect” in the next step and confirm your decision again before the calendar is disconnected from hireEZ.

Q: What would happen if my calendar had been disconnected?

A: By disconnecting the calendar, all of your calendar scheduling links will be disabled. Once you reconnect, all the links will be recovered.

If candidates have clicked on the scheduling link while you disconnect your calendar, they will have the option to request a new scheduling link from you. When a candidate clicks on Request, an email will be sent to you and you may choose to re-integrate the calendar or communicate with the candidate via email.

If you have any questions about how to best incorporate the Calendar Integration into your day-to-day workflow, reach out to our CSM to learn more.