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Interview Scheduling

The interview scheduling feature allows you to create and manage candidate interviews with automatic calendar integration and email notifications. Here's how to set it up and use it:

Prerequisites​

  • The recruiting communication feature must be enabled (this is a purchasable add-on)
  • At least one participant must have a connected calendar (currently Microsoft Outlook is supported, Google Calendar support coming soon)

Initial Setup​

  1. Go to the HR Admin tab in Salesforce
  2. Navigate to Integrations
  3. Add a new "Recruiting Communication Integration"
  4. Click Connect to see all connected accounts and hiring managers

Creating an Interview​

Interview creation interface
  1. Go to the Candidates page
  2. Select the candidate (e.g., Lena Smith)
  3. Click on the new "Interviews" tab
  4. Click "New Interview"
  5. Fill in the interview details:
    • Internal name
    • Duration
    • Internal notes (visible to participants, not candidates)

Setting Up Interview Details​

The interview setup includes three main components:

Interview Details​

  • Internal name
  • Internal notes
  • Duration

Interview Participants​

By default, the system adds:

  • The candidate
  • All hiring managers for the job position

You can add additional participants:

  • Employees from your organization
  • External participants via custom email

Calendar Connection​

  • At least one participant needs a connected calendar
  • To connect a calendar:
    • Use the "Quick Actions" button
    • Select "Copy Employee Calendar Connection"
    • Paste the link to connect to Microsoft Outlook
    • Select the participant as the event organizer

Interview Scheduling Options​

You have three ways to schedule interviews:

Option 1: Direct Scheduling​

  • Set a specific date and time
  • Send the invitation directly
  • Creates immediate calendar event and email notifications

Option 2: Predefined Time Slots​

  • Offer multiple predefined time options
  • Candidate receives a link to select their preferred slot
  • Once selected, the interview is automatically scheduled

Option 3: Open Calendar Selection​

  • Show the candidate an open calendar
  • They can select any available time slot
  • System automatically blocks unavailable times based on participants' calendars

Interview Management​

  • Status Tracking: View scheduled date, status, and Microsoft Teams join link
  • Email Notifications: Automatic emails sent to candidate and all participants
  • Cancellation: Interviews can be cancelled from either the candidate side or HR side in Salesforce
  • Calendar Integration: Events are automatically created in Microsoft Outlook calendars

Important Notes​

  • If a participant is marked as absent, you can set them as "optional" to access more available time slots
  • The system shows warnings for participants who are absent but still allows scheduling
  • All participants receive calendar invitations and email notifications
  • Candidates receive a dedicated interview link with meeting details and join options