Purpose

This article describes the scheduling process using Schedule a Meeting and Let Candidate Select options, describes the methods of scheduling, describes the steps to add a custom conferencing link and answers a few questions related to RSVPs.

Audience

This article is targeted to employees responsible for scheduling interviews for prospective candidates.

Scheduling Process

Schedulers can schedule interviews based on interviewers availability either by scheduling as per their plan or as per candidate's choice. Eightfold provides integration with Zoom, Webex, Microsoft Teams, and Google Meet as the conferencing product.

Multiple conferencing products, such as Zoom, have restrictions on the number of concurrent meetings that can be scheduled from an individual user’s account. However, Eightfold's scheduling process does not use the scheduler’s Zoom account for generating the bridge links. Instead, scheduling occurs through a business account that Eightfold holds with the specific conferencing product.

Methods of scheduling

The scheduler-led and candidate-led scheduling options are categorized as follows:

• Suggested time: Suggested times are limited to 14 days for recommending the time slots.
• Specific time: Users can choose specific time to schedule interviews at any date and time.
• Let candidate choose: Candidate is shown time slots for 0-30 days from the time of creation of meeting (start day and end day can be adjusted by scheduler).
• Open Scheduling Link: Candidates can choose any time in the next 0-30 days to schedule a meeting (start day and end day can be adjusted by scheduler).

Schedule a Meeting

Organizers can use the following steps to schedule single ormultiple interview slots (can be on different dates) for their candidates:

1. Go to Positions pipeline > select a candidate > Schedule > Schedule a Meeting screen.
2. Enter following details for the first interview round:
   1. Interview Title, Duration, Delete icon, and Search and add interviewer(s).
   2. Enter Interview date, start time and end time or select from the suggested timings. Read Configure the minimum time window for further details.
   3. Add Conferencing details, a virtual conferencing link (like Zoom, Google Meet, MS Teams or WebEx)
   4. Add room, location, feedback form, live coding.
3. Click Add Interview to add interview details for the next interview round. Note: Interview rounds can be arranged on different dates.
4. Click Next Communication to proceed with the communication option. The communications form will be displayed.
5. Choose the notification method and template to send to the candidate and interviewers. From this page you will:
   1. Select either Scheduling Communications or Calendar Invite Notes.
   2. Select the type of message: Email, SMS, or WhatsApp message. Email is the default. Note: your organization may have a different configuration and is managed by your Eightfold Admin.
   3. Add any additional people that need to be copied on this email.
   4. Preview the message and make any necessary changes.
   5. If you would like to include notes to either candidate or interviewer, select Calendar Invite Notes. The notes form will be displayed.
6. Send invite by clicking Send Invite.
7. Email notification is sent to the candidate, interviewer and additionally copied people.
   For detailed information on the next candidate action flow, read Candidate scheduling center: Action a meeting invite.

Scheduling link expires if the candidate is not accessing within timeframe set by recruiter (Windows of Availability).

Let Candidate Select

Organizers can use the following steps to give candidates an option to choose their interview timing:

1. Go to Positions pipeline > select a candidate > Schedule > Schedule a Meeting screen.
2. Enter following details for the first interview round:
   1. Interview Title, Duration, Delete icon, and Search and add interviewer(s).
   2. Choose Let Candidate Select option and set the Window of Availability (Days).
   3. Add Conferencing details.
   4. Add room, location, feedback form, live coding.
3. Click Add Interview to add interview details for the next interview round. Note: Interview rounds can be arranged on different dates.
4. Click Next Communication to proceed with the communication option. The communications form will be displayed.
5. Choose the notification method and template to send to the candidate and interviewers. From this page you will:
   1. Select either Scheduling Communications or Calendar Invite Notes.
   2. Select the type of message: Email, SMS, or WhatsApp message. Email is the default. Note: your organization may have a different configuration and is managed by your Eightfold Admin.
   3. Add any additional people that need to be copied on this email.
   4. Preview the message and make any necessary changes.
   5. If you would like to include notes to either candidate or interviewer, select Calendar Invite Notes. The notes form will be displayed.
6. Send invite by clicking Send Invite.
7. Email notification is sent to the candidate.
   For detailed information on the next candidate action flow, read Candidate scheduling center - Choose the interview timings.

Steps to add a custom conferencing link

Schedulers can add a custom conferencing link post scheduling, since this option is not available at the time of interview scheduling, with the following steps:

1. Find the meeting in the Scheduling dashboard.
2. Click on it. An inline viewer opens.
3. Add the new conferencing link in the calendar invites of both the interviewers & candidates.

Handling RSVPs

Scheduling buffer

To set a scheduling buffer in the scheduling feature, follow these steps:

1. Access the scheduling settings in your account.
2. Look for the option called Minimum Scheduling Notice Hours.
3. Set the value to two hours.
4. Save the changes.

By setting the Minimum Scheduling Notice Hours to two hours, candidates will not be able to select a time slot within two hours of the meeting time, preventing sudden meetings.

Important considerations

Scheduling Coordinators are authorized to schedule or reschedule appointments only if they fulfill the following requirements:

• Pipeline and Schedule permissions: Possess the functional access for the pipeline (specific or global) and the 'Schedule Event' permissions.
• Position follower: Users who don't have global access to all pipelines must be associated with the position as Creator, Recruiter, Hiring Manager, or Follower of the position.

To enhance security and ensure compliance, a validation check now restricts these actions to authorized personnel only.