With the Event scheduler, you can streamline scheduling and have your candidates choose a time slot that suits them best based on your team members’ connected calendars.

You can share Event scheduler links with candidates via email or text. When candidates click on your link, they will be directed to a landing page where they can pick a time that best suits them.

In this article:

To create an Event scheduler link, it is vital to connect your calendar to your Recruitee account, so the Event scheduler knows your availability.

⚠️ The Event scheduler only picks up your availability if your calendar is connected as a personal calendar.

Follow these steps to set up an Event scheduler link:

1. Go to Settings > Workflow > Event scheduler.

2. Click + New event scheduler link.

3. Give your Event scheduler link a name, define its Date range, and set how many days it Expires after.

The Event scheduler’s date range determines the timeframe from which a candidate can pick a time slot after you have sent them the link.

4. Under Interviewers, set your availability. Click Add interviewer to add interviewers to the Event scheduler link and adjust their availability.

⚠️ Other team members should also have their calendars connected for the Event scheduler to detect any scheduling conflicts.

5. Select if you want to invite all interviewers or only the first available. If you pick Only the first available, only one of the interviewers added to the Event scheduler link must be available for the interview, so the candidate has more time slot options. If you choose Invite all, all selected interviewers must be available simultaneously for the candidate to be able to schedule the interview.

6. Under Availability settings, optionally enable Ignore all-day events to allow candidates to schedule interviews during your all-day events.

7. Select Add buffer time and adjust the amount of time in between meetings so you can avoid back-to-back interviews.

8. At Limit the number of meetings, select the maximum number of meetings candidates can book daily using this link.

9. Customize the Event duration and the frequency of time slots under Start time slots every. A higher frequency will give candidates more time slots to choose from.

10. Select the Event type, Location, and Event time zone. When a candidate schedules an event with you, it is added to your calendar in this time zone. Looking at the event details, you or the candidate will see the event time in your own individual time zones based on your browser’s settings.

11. If you have meeting rooms connected to your account, you can select one or more meeting rooms to automatically book once the candidate schedules the event. The availability of meeting rooms will then also be factored into the available time slots for the candidate.

12. You can add a note visible to candidates or a private note visible to team members in the event invitation.

13. You can also request that team members complete an evaluation form after the interview.

14. Select with the drop down menu when you want the reminder to be sent to the candidate’s email address.

15. You can send the reminder at a time of your choice with the custom option.

16. Once you have selected a reminder, you can add another when you click + Add another.

17. In Privacy settings, you can tick Make event private in synced calendars to make the event private in the calendar you have synced with, and tick Don’t show candidate's full name in synced calendars to hide candidate’s name and preserve their anonymity in the calendar you have synced with.

18. Click Create link.