This page outlines the usage of the supporting email alias feature in scheduling. The page includes information on how to enable scheduling to function with email aliasing, as well as best practices for using this feature effectively.

The intended audience for this guide are admins, schedulers and recruiters.

Note: Email aliasing is currently only supported in Microsoft Outlook.

Overview

The new feature being introduced is the ability for Eightfold’s scheduling tool to support scheduling using email aliases. Currently, the tool does not support this functionality, which has resulted in errors for clients with interviewers who have email aliases. The new feature aims to address this issue by allowing schedulers to schedule meetings effectively without errors for all interviewers, including those with email aliases. This feature can help streamline communication and scheduling for interviewers who may use multiple email addresses for work purposes. This new feature will enhance the functionality of our scheduling tool, making it more efficient and accessible for all users.

Using email aliases

An email alias is an alternative email address that forwards email messages to your primary email account. Essentially, an email alias is a nickname or an alternate name for your email address that can be used instead of your primary email address.

For example, if your primary email address is john.doe@gmail.com, you can create an email alias like john.doe+work@gmail.com or john.doe+newsletters@gmail.com. Any email sent to these aliases will be automatically forwarded to your primary email account.

Feature enablement

Post enabling the gate, we have two sets of instructions for an Outlook Admin and scheduler to enable the new permission. This permission allows the scheduler to schedule seamlessly using this new feature. To enable this permission, the Outlook Admin needs to grant admin consent on behalf of the whole organization. Once the gate is enabled, the scheduler can reconnect their calendar and give consent to all permissions, including the new one. It's crucial to follow these steps accurately to avoid any potential issues.

Follow below steps in sequence to enable this feature:

1. Turn ON the gate for your group id from Admin Console > Feature Management Tool.
2. As an Outlook Admin, reconnect your calendar via Account Page > My Calendar tab. A new permission “Read all user’s full profiles” will be added to the list. Grant admin consent for all on behalf of the whole organization.
   • The new permissions will be available for consent, ONLY if the gate is enabled.
   • Admin should approve the consent as soon as the gate is enabled, to avoid potential drawbacks.
3. As a scheduler, reconnect your calendar via Account Page > My Calendar tab, give consent to all perms (which includes the new one).
   • Schedulers should reconnect their calendar before scheduling, to avoid potential drawbacks.
4. As the interviewer, no actions required.

Issue and its solution

1. Issue: Candidate is unable to select time post this feature release, for the Let Candidate Choose invites that were sent before this feature release and scheduler hasn’t reconnected calendar with new permissions. Candidate gets an “Your request could not be completed. Please try contacting your recruiter.” error message on the booking screen.

   Resolution:

   We understand that, candidate is unable to select time for previously sent Let Candidate Choose invites due to lack of calendar reconnection with new permissions.

   1. Invalid auth email gets automatically sent to scheduler/recruiter as soon as candidate clicks on Select a time.
   2. Candidates may contact the scheduler/recruiter after getting the error.
   3. For both (a) & (b), scheduler/recruiter should reconnect their calendar.
   4. If unable to reconnect, then it means it has been still not consented by admin,
      1. scheduler/recruiter should request for admin approval and
      2. wait for the Outlook Admin to approve. Once consented, scheduler/recruiter should reconnect their calendar.

Steps to grant consent

Outlook Admin should follow below steps to grant consent on behalf of the organization:

1. Go to Accounts > My Calendar screen.
2. Disconnect your calendar by clicking the Disconnect Calendar button.
3. Once disconnected, click Connect Microsoft Outlook 365 Calendar button and select your account to sign-in.
4. On the Permissions requested screen, you see a new permission “Read all users’ full profile” added to the list. Checkmark the consent “Consent on behalf of your organization” and click Accept.
5. On the Connect Calendar popup, click Okay to connect.
6. Your calendar gets reconnected and the consent with new permission is granted.

Steps to reconnect calendar

Schedulers should follow below steps to reconnect calendar:

1. Go to Accounts > My Calendar screen.
2. Disconnect your calendar by clicking the Disconnect Calendar button.
3. Once disconnected, click Connect Microsoft Outlook 365 Calendar button and select your account to sign-in.
4. On the Connect Calendar popup, click Confirm to connect.
5. Your calendar gets reconnected.