Our Group meetings feature helps you to organize group interview sessions in person with your candidates.

In this article, we will go through how you can create multiple meeting sessions, set participant limits, and let candidates pick the time that works best - all in one streamlined flow.

A group meeting can be created in three ways within a job:

Let's go through the details that you will set up when creating the group meeting.

Start by giving the meeting a title, which will be displayed in the invitation. Then choose who should be the Organizer of the meeting and which Team members should join the meeting. The organizer will be the sender alias for the meeting and invite email.

Choose which time slots you want to offer the candidates to choose from, as well as the location for the meeting, and how many candidates can participate at the same time. You will also be able to set up whether the candidates should be moved to a certain stage, depending on which session they choose.

There isn't any limit on the number of sessions; you can create as many as you please.

The candidates will be able to choose the session that fits them the best. Once one of the sessions reaches max candidates, the time slot will be removed, and no more candidates can choose the same time.

All invited candidates will receive an email that includes all meeting details and the option to choose which session they want to join. Here you can also choose to include a small message to add more information if you wish to.

Candidates can be invited to group meetings in two ways, either by using a trigger or by inviting them using the bulk feature.

To simplify your life, you can choose to add the trigger Invite to group meeting in any stage of the recruitment process. This means that any candidates who move to that stage will receive an invitation without any action from you.

To get started, open the job that it's regarding and click the three dots next to the name of the stage, and click Triggers → Invite to group meeting.

You will now be able to either create a new group meeting or choose which existing group meeting to invite the candidates to. The candidates will then receive the invitation containing all the meeting details that you previously set up, and can choose the session that suits them the best.

If you'd like to invite one or several specific candidates manually, you can use the bulk feature. After they have been selected, you will find the Invite to group meeting option in the bulk menu.

Here you can then choose which group meeting they should receive and choose a session from:
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Under the calendar tab, you will find an overview of all the meeting sessions. By clicking on a specific session, you will be taken to the Group meeting view that the session is connected to.

In the meeting view, you can easily see which candidates have been invited, chosen a session, and who hasn't responded yet.

Under the Sessions section in the meeting view, you can see both past and upcoming sessions that are connected to this meeting.
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In this view, you can easily export the list of candidates who will or has attended which session. The export will be in CSV format and include the name & email of the candidates.
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If needed, you can also make changes to the meeting by clicking Edit meeting at the bottom of the meeting view.

To ensure that the changes are reflected, don't forget to click Save.

The invitation to the candidate is sent straight to their email inbox and will include all the information that you have filled out. It will look something like this:

Once they click the Select a session button in the email, they will be presented with the available sessions. Once they have chosen a session, they will see Meeting confirmed and be able to add the meeting to their calendar.

The users added to participate in the Team members section will also receive an invitation via email. This email will hold details of the upcoming sessions.

The email will also contain one attachment (in .ics file format) per session. This can be used to add the meeting to the participant's external calendar. Depending on the email provider, the files can be picked up, and the calendar will then suggest adding the events automatically. If this is not supported by the provider, the participant can easily download the files to add them manually.

The default calendar event will contain the following information:

The organizer of the meeting will be the sender of the invitations to the candidate/s. However, they themselves will not receive an email invitation. Instead, the meeting is automatically added to their external calendar if they have connected their calendar.
You can read more on how to connect your calendar here.