With the RSVP feature it is now possible to accept or decline Recruitee event invitations and have these answers be visible to all participants of the event.
⚠️ To take full advantage of the RSVP feature, the organizer of an event needs to have their calendar synced.
📌 To learn more about how to sync a calendar, please visit this article.
Having calendars synced allows the event to be synced to the event organizer's Google or Microsoft calendar, which will then invite all the participants, including the candidate. All the participants will see the same event in their calendars and will be able to provide their RSVP response, which will be visible to others.
Events scheduled via scheduler links work in the same way – so it’s important that the organizer also has their calendar synced.
📌 If you use Google Meet for video calls, the user selected as “Host” will become the event’s organizer.
Previewing the RSVP responses in Recruitee
A major component of the RSVP feature is being able to see the responses of all event participants directly in Recruitee. So when you’re preparing for your next interview, you will see at a glance who will be joining the meeting, who declined, and whose response you’re still waiting for.
Notifications and activities
In addition to the RSVP responses being displayed in Recruitee, you will also be notified whenever one of the participants RSVPs – so you will always be on top of things. The RSVP responses will also be logged directly in the Activities tab in the candidate profile.
RSVP options in emails
In case users can't sync their calendars, RSVP options can also be sent out via email to participants. RSVP options will be added to the email sent to participants when invitations are only selected to be sent via email, and not via Calendar. To RSVP, participants can simply click the “Accept or decline” button.
This will take them to a separate RSVP page with all the information and options relating to this specific event. Any answer provided on this page will be visible in the event overview in Recruitee.
FAQ
If my Google/Microsoft calendar now invites event participants, does this mean the participants will get double invitations?
If my Google/Microsoft calendar now invites event participants, does this mean the participants will get double invitations?
If the event organizer has a synced calendar to take advantage of the RSVP functionality, and they choose to also send email invitations from Recruitee, then participants will indeed get the invitations both from Recruitee and Google/Microsoft. To limit the number of emails, it is best to select only one of these options.
What happens if the organizer doesn’t have a synced calendar?
What happens if the organizer doesn’t have a synced calendar?
If the organizer doesn’t have a calendar synced, other interviewers will see the event without the participants list in their synced calendars. The candidate will get the email notification from Recruitee, and will be able to add the event to the calendar from the ICS file attached there.
What happens if an event organizer has multiple calendars synced?
What happens if an event organizer has multiple calendars synced?
If the event organizer has multiple calendars synced, the first listed calendar will be chosen to host the event. The event will then be synced to all of the participant's calendars connected to Recruitee*.
*One exception is when the organizer has multiple calendars synced and removes themself from the interviewers list, see details below.
What happens if I organize an event but remove myself from the interviewers’ list?
What happens if I organize an event but remove myself from the interviewers’ list?
Your synced calendar will still host the event and send invitations to all participants. In Recruitee, you can view the event under the Team calendar section when you display all Recruitee events.
In your synced calendar, the experience will vary by provider:
Google Calendar: You’ll see the event, but your name won’t appear on the participants list.
Microsoft Calendar: You’ll always be added to the event as the organizer.
If you have multiple calendars synced and organize an event without adding yourself to the interviewers’ list, the event will be hosted on your primary synced calendar. However, it won’t appear in your other calendars.
If interviewers and candidates have the same event in their Google/Microsoft calendars, does that mean they can edit it as well?
If interviewers and candidates have the same event in their Google/Microsoft calendars, does that mean they can edit it as well?
The event’s organizer and interviewers will be able to make edits to the event. The event can also be edited in Recruitee by all users that have the permissions to do so.
Who is the organizer and why can't I change them when editing events?
Who is the organizer and why can't I change them when editing events?
The organizer of an event in Recruitee is the user whose external calendar is used to create the event. You need to select someone as an organizer when scheduling events. You can think about the organizer as a person who opens their Google/MS calendar, creates an event there, and adds guests to the event. In most cases, they are going to attend the meeting, but they can also remove themselves from the guests list (Note: Google calendar allows this, but Outlook doesn’t).
We don't allow changing the organizer when editing our events, because this would mean deleting the event from the calendar of the old organizer and creating a new event in the calendar of the new organizer, which can trigger multiple notification emails and create confusion amongst the participants. If you want to change the event organizer, we suggest you schedule a new event and cancel the old one.