Scheduling templates
The purpose of this article is to give users a quick overview of all scheduling templates available with Eightfold.
The intended audience for this guide is Eightfold client recruiters and recruitment coordinators.
Overview
Scheduling templates are important for interview scheduling. They can be used to set up specific templates for interview rounds by defining the following attributes:
- Scheduling note
- Name of an interview round
- The duration of the round
- The interviewers - Default selections like Recruiter & Hiring Manager are available. Adding interviewers is optional.
- Feedback form to be used for each interview (Optional)
- Conferencing option - Meet, Teams, Webex, Zoom, or Custom URL
- Live coding tools - any pre-installed assessments app like Hackerrank, Hirevue, etc. or Custom URL
- Conferencing room
- Interview location
Scheduling templates are used to set up the first scheduling notification(s) to the candidate along with the candidate & interviewer invites.
Types of Scheduling templates
There are two types of scheduling templates available to Eightfold users for interview scheduling:
| Type | Purpose | Comments |
| Standard | Available for scheduling using the Schedule action in Pipeline & Candidate profile | All the attributes mentioned above are applicable for Standard templates. The interviewer pool support as well as individual interviewer support options are present in the Standard scheduling template in the Eightfold system.
Standard scheduling templates are only accessible using the Schedule action in Pipeline & Candidate profile. |
| Open | Available to be linked to an Open Scheduling Link in Account > Calendar | Open is different as (1), (5), (8) & (9) are not available in it & instead an additional availability window option is included. Additionally, the Open scheduling template doesn’t allow for more than one round to be defined. |
System default scheduling templates
By default, Eightfold provides the following default templates:
| Scheduling template | Template Category | Template Description |
| Recruiter Phone Screen | Standard |
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| Hiring Manager Phone Screen | Standard |
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| Onsite Interview | Standard |
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| One-on-one 30 minute meeting | Open |
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| Event Scheduling | Event |
|
The idea is to provide users something to start with. Users can utilize these system default templates to set up company-wide or personal scheduling templates. Once you copy a default template, then the default template disappears and only the copied template is shown.
Company-wide scheduling templates
Only Admins can create a company-wide scheduling template using the system default template. Once a companywide scheduling template is created for a particular scheduling template type (Standard, Event or Open), non-Admin users will only see company-wide scheduling templates of that type. They can further create personal scheduling templates by cloning the company-wide scheduling templates.
Admins can create company-wide scheduling templates only from Account > Scheduling templates.
Personal scheduling templates
All users with access to the Scheduling action can create Personal scheduling templates. If no company-wide scheduling templates are set up, users can clone the system default template for a particular scheduling template type & create a personal scheduling template of that type.
Once a personal scheduling template is created by the user, system default template(s) for that scheduling template type will no longer be visible (unless they delete all the personal scheduling templates of that type).
Users can create personal templates either from Account > Scheduling templates or Scheduling wizard (while using the Schedule action in Pipeline, Profile, or Events).
Communication templates used by scheduling
Communications templates for scheduling are logically picked based on:
- Template category
- Custom template over System Defaults
The following table describes Communication Template based used by Scheduling:
| Template name | Template Category | Template Description | Template visibility |
| Scheduling request email to Scheduler - No position | Scheduling Request Email Scheduler No Position | Scheduling request email to Scheduler for meetings w/o position | Scheduling enabled |
| Scheduling request email to Scheduler | Scheduling Request Email Scheduler | Scheduling request email to Scheduler for meetings with position | Scheduling enabled |
| Scheduling Candidate Meeting Update Email - No Position | Scheduling Candidate Meeting Update Email No Position | Logistics update email to candidate for event schedule meetings w/o positions | Event Scheduling enabled |
| Scheduling Candidate Meeting Update Email | Scheduling Candidate Meeting Update Email | Logistics update email to candidate for event schedule meetings with positions | Event Scheduling enabled |
| Scheduling Email Interviewer Decline | Scheduling Scheduler Interviewer Decline | Email to Scheduler if interviewer declines | Scheduling enabled |
| Scheduling Email Let Candidate Choose Confirmation - No position | Scheduling Email Nonpreset Confirmation No Position | Non preset meeting confirmation to candidate for meetings w/o position | Scheduling enabled |
| Scheduling Email preset confirmation - No position | Scheduling Email Preset Confirmation No Position | Preset meeting confirmation to candidate for meetings w/o position | Scheduling enabled |
| Scheduling WhatsApp Candidate Cancel | Scheduling Whatsapp Candidate Cancel | WhatsApp message to candidates for cancel meeting |
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| Scheduling WhatsApp Candidate Reschedule Let Candidate Choose | Scheduling WhatsApp Candidate Reschedule Let Candidate Choose | WhatsApp message to candidates for non preset meeting invite |
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| Scheduling WhatsApp Candidate Reschedule Preset | Scheduling Whatsapp Candidate Reschedule Preset | WhatsApp message to candidates when meeting is rescheduled |
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| Scheduling WhatsApp Candidate Reminder Let Candidate Choose | Scheduling Whatsapp Candidate Reminder Let Candidate Choose | Reminder WhatsApp message to candidates for Non Preset meetings |
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| Scheduling WhatsApp Candidate Reminder Preset | Scheduling Whatsapp Candidate Confirmation | Reminder WhatsApp message to candidates for Preset meetings |
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| Scheduling WhatsApp Candidate Invite Let Candidate Choose | Scheduling Whatsapp Nonpreset Confirmation | WhatsApp message to candidates for Non preset |
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| Scheduling WhatsApp Candidate Invite Preset | Scheduling Whatsapp Preset Confirmation | WhatsApp confirmation message to candidates for Preset meetings |
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| Scheduling Candidate Post Interview | Scheduling Candidate Post Interview Template | Post interview email to candidate |
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| Scheduling SMS Candidate Cancel | Scheduling Sms Candidate Cancel | SMS message to candidate when meeting is cancelled |
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| Scheduling SMS Candidate Reschedule Let Candidate Choose | Scheduling Sms Candidate Reschedule Let Candidate Choose | SMS message to candidate when Non preset meeting is confirmed |
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| Scheduling SMS Candidate Reschedule Preset | Scheduling Sms Candidate Reschedule Preset | SMS message to candidate when preset meeting is scheduled |
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| Scheduling SMS Candidate Reminder Let Candidate Choose | Scheduling Sms Candidate Reminder Let Candidate Choose | Reminder SMS message to candidate for Non preset meeting |
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| Scheduling SMS Candidate Reminder Preset | Scheduling Sms Candidate Reminder Preset | Reminder SMS message to candidate for Non preset meeting |
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| Scheduling SMS Candidate Confirmation | Scheduling Sms Candidate Confirmation | SMS message to candidate for meeting confirmation | |
| Scheduling SMS Candidate Invite Let Candidate Choose | Scheduling Sms Nonpreset Confirmation | SMS message to candidate to candidates for non preset meeting confirmation |
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| Scheduling SMS Candidate Invite Preset | Scheduling Sms Preset Confirmation | SMS preset confirmation message to candidate for confirmation |
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| Scheduling candidate confirmation | Scheduling Candidate Confirmation | Meeting confirmation Email to candidate | Scheduling enabled |
| Open Scheduling reschedule notification to scheduler | Scheduling Open Reschedule Notification Scheduler | Meeting reschedule notification to scheduler for Open scheduling meeting |
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| Open Scheduling Scheduler Confirmation Email | Scheduling Open Scheduler Confirmation | Meeting confirmation notification to Scheduler for Open Scheduling meeting |
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| Open Scheduling Candidate Confirmation Email | Scheduling Open Candidate Confirmation | Meeting confirmation notification to candidate for confirmation |
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| Send Interview Reminder to Candidate - Calendarless | Scheduling Candidate Interview Reminder Calendarless | No Calendar reminder notification to interviewers for meeting schedule | Scheduling enabled |
| Send Confirmation to Candidate - Calendarless | Scheduling Candidate Interview Reminder Calendarless | Candidate Reminder notification for calendar less meeting schedule | Scheduling enabled |
| Send Confirmation to Candidate - Calendarless | Scheduling Candidate Confirmation Calendarless | Candidate Confirmation notification for calendar less meeting schedule | Scheduling enabled |
| Send confirmation to interviewer | Scheduling Interviewer Confirmation | No Calendar interviewer meeting confirmation notification | Scheduling enabled |
| Send confirmation to scheduler | Scheduling Scheduler Confirmation | Email notification to scheduler when meeting is confirmed | Scheduling enabled |
| Send Rescheduling Reason Email | Scheduling Reschedule Email | Scheduler meeting reschedule notification when candidate reschedules | Scheduling enabled |
| Send cancellation reason email - default | Scheduling Cancellation Email | Meeting cancel notification to scheduler & candidate.
Also sent interviewers in case of no calendar |
Scheduling enabled |
| Send reminder to interviewer | Scheduling Interviewer Reminder | Interviewer meeting reminder notification | Scheduling enabled |
Variables
The following variables are available for use in candidate emails & calendar invites for interviewer(s) & candidate
| Variable | Description | Accessible in email-invites in Scheduling templates | Accessible in calendar-invites in Scheduling templates | Accessible in communication templates to interviewer(s) & scheduler |
| {{allInterviewerNames}} | All interviewers’ full names across all the interviews in a Schedule / Panel | Yes | Yes | Yes |
| {{audioConferencing}} | Audio call-in option details available at an interview/ round / slot level | No | Yes | Yes |
| {{cancellationReason}} | Reason why a meeting is canceled by the Organized | No | Yes | Yes |
| {{candidateCancelUrl}} | Url for the candidate to cancel a meeting | Yes | Yes | Yes |
| {{candidateConfirmUrl}} | Url for the candidate to confirm a meeting | Yes | Yes | Yes |
| {{candidateFirstName}} | Candidate’s first name | Yes | Yes | Yes |
| {{candidateFullName}} | Candidate’s full name | Yes | Yes | Yes |
| {{candidateLastName}} | Candidate’s last name | Yes | Yes | Yes |
| {{candidateNote}} | This will appear in candidate's calendar event(s) | Yes | Yes | Yes |
| {{candidatePhoneNumber}} | Candidate’s phone number | Yes | Yes | Yes |
| {{candidateProfileUrl}} | Candidate’s profile URL | Yes | Yes | Yes |
| {{candidateRescheduleUrl}} | Url for the candidate to reschedule a meeting | Yes | Yes | Yes |
| {{candidateResumeUrl}} | Candidate’s resume URL | Yes | Yes | Yes |
| {{companyName}} | Company name of the scheduler | Yes | Yes | Yes |
| {{currentCompany}} | Current company of the candidate | Yes | Yes | Yes |
| {{currentDayofWeek}} | Current day of the week | Yes | Yes | Yes |
| {{currentTitle}} | Current title of the candidate | Yes | Yes | Yes |
| {{customerInstanceDomain}} | Yes | Yes | Yes | |
| {{feedbackLink}} | Interview feedback form link | No | Yes | Yes |
| {{hiringManagerEmail}} | Hiring manager’s email ID | Yes | Yes | Yes |
| {{hiringManagerFullName}} | Hiring manager’s full name | Yes | Yes | Yes |
| {{hiringManagerTitle}} | Hiring manager’s title | Yes | Yes | Yes |
| {{interviewerFirstName}} | All interviewers’ first names in a given interview round / slot | No | Yes | Yes |
| {{interviewerFullName}} | All interviewers’ full names in a given interview round / slot | No | Yes | Yes |
| {{interviewerLastName}} | All interviewers’ last names in a given interview round / slot | No | Yes | Yes |
| {{interviewerNote}} | This will appear in interviewer(s)’ calendar event(s) at a round / slot level | No | Yes | Yes |
| {{lastApplicationPosition}} | Position to the which the candidate applied to last | Yes | Yes | Yes |
| {{lastApplicationYear}} | Year in which the candidate applied or was contacted for a position/community last | Yes | Yes | Yes |
| {{meetingAgenda}} | Meeting agenda of each interview slot with meeting ID and passcode | No | Yes | Yes |
| {{meetingDurationMinute}} | Meeting duration of each interview slot / round | No | Yes | Yes |
| {{meetingLocationType}} | Meeting location type | No | Yes | Yes |
| {{meetingLocationValue}} | Meeting location | No | Yes | Yes |
| {{meetingTime}} | Meeting start time at a interview slot / round level | No | Yes | Yes |
| {{positionApplyLink}} | Job posting link | Yes | Yes | Yes |
| {{positionCompany}} | Company name | Yes | Yes | Yes |
| {{positionCompanyName}} | Company name | Yes | Yes | Yes |
| {{positionName}} | Position name | Yes | Yes | Yes |
| {{positionID}} | Position ID of the position in Eightfold | Yes | Yes | Yes |
| {{positionJobID}} | Position ID of the position in ATS | Yes | Yes | Yes |
| {{recruiterEmail}} | Recruiter’s email address | Yes | Yes | Yes |
| {{recruiterFullName}} | Recruiter’s full name | Yes | Yes | Yes |
| {{relevantExperienceYears}} | Number of years of relevant experience | Yes | Yes | Yes |
| {{rescheduleReason}} | The reason as selected / entered by the candidate while requesting to reschedule | No | Yes | Yes |
| {{schedulerFirstName}} | Meeting organizer’s first name | Yes | Yes | Yes |
| {{schedulingAgendaLink}} | Meeting agenda of all interviews in the Schedule | Yes | Yes | Yes |
| {{schedulingRequestAssignee}} | The person to whom a scheduling request is assigned to | Yes | Yes | Yes |
| {{schedulingRequestNote}} | The Note sent to the person receiving a scheduling request | Yes | Yes | Yes |
| {{schedulingUrl}} | Yes | Yes | Yes | |
| {{schedulingUrlCancel}} | Yes | Yes | Yes | |
| {{schedulingUrlReschedule}} | Yes | Yes | Yes | |
| {{senderEmail}} | Email of the person scheduling a meeting | Yes | Yes | Yes |
| {{senderFirstName}} | First name of the person scheduling a meeting | Yes | Yes | Yes |
| {{senderFullName}} | Full name of the person scheduling a meeting | Yes | Yes | Yes |
| {{senderLastName}} | Last name of the person scheduling a meeting | Yes | Yes | Yes |
| {{senderTitle}} | Title of the person scheduling a meeting | Yes | Yes | Yes |
| {{slotTitle}} | The interview title for each interview round | No | Yes | Yes |
| {{videoConferencing}} | Conferencing link with meeting ID and passcode for the interview at an interview round / slot level | No | Yes | Yes |
| {{videoConfLink}} | Conferencing link for the interview at an interview round / slot level | No | Yes | Yes |
| {{scheduleAgendaLink}} | Shows complete interview schedule agenda with meeting ID and passcode | Yes | Yes | Yes |
Multi-language/Country support in Scheduling templates
Depending on the country/language selected in the Scheduling template, the scheduling templates are made available in the positions relevant to that country/language. Otherwise, only Global scheduling templates are shown.
Editing Templates
To modify the scheduling templates, follow below steps:
- Navigate to Accounts > Scheduling Templates > Click on pencil button
- Click on Update Template at the bottom.
Deleting Templates
To delete the scheduling templates, follow the below steps:
Go to Accounts > Scheduling Template > Click on Delete the template icon.
SMS template view while scheduling a meeting with the candidate
The user can select one SMS template per scheduling template. However, this SMS template can be updated through scheduling templates only.
For example, if you select the Recruiter Phone Screen template while scheduling the meeting with the candidate then you need to edit the corresponding SMS template from Recruiter Phone Screen scheduling template only.
To update the SMS template for the "Recruiter Phone Screen" scheduling template can be updated as follow:
- Go to Accounts >Scheduling Templates
- Select the template >Go to SMS Invite > Update as required
While scheduling a meeting for the candidate Select Let candidate select and click on Next-communication
Once updated, the template will start appearing for SMS while scheduling the meeting
Note: We do not show communication template suggestion for SMS while scheduling the meeting. They only appear while contacting candidate through text and it is the expected current behaviour.
Auto populate the desired feedback form while scheduling
Kindly follow the below steps for auto populating the desired feedback form while scheduling:
- Go to Accounts -> Scheduling Template -> Click on Edit Template
- Click on Add location, feedback form, live coding under Interview Section -> Select Feedback Form-> Update Template
Once the form is updated from scheduling template it will start appearing while scheduling the meetings.