When booking a meeting with a candidate, you have the option of letting them pick a meeting time from multiple timeslots suggested by you. Gone are the days when you have to have a pre-meeting to find a time for the actual meeting. We call it Candidate self schedule.
The Candidate self schedule option is only available after you have connected your calendar. More info here!
Book a meeting
Start by opening the candidate card and open the Book meeting modal from the action bar.
We’re now going to focus on the Time and date section, specifically the Candidate self schedule option.
When choosing Candidate self schedule, Teamtailor will automatically suggest a time period and duration. The total number of time slots available within those parameters is displayed and can be previewed by hovering over the ℹ️ icon.
By opening the Calendar view →, you will unlock the full potential of this feature with several options. Let's dive into it!
Calendar view
In this window, you select the time slots you want to propose to the candidate. By default, Teamtailor will automatically suggest available time slots using Auto mode, but this can be set up manually using Custom mode.
Auto
Using Auto mode, the suggested time slots are based on the rules you set when scheduling the meeting. The rules you can apply are the following:
Duration | How long should the meeting be |  |
Availability | Which days and hours the candidate can choose a time slot during the selected time period. |  |
Time period | Limit the date range during which meetings can be booked. |  |
Buffer | Add a time buffer before and after pre-existing meetings |  |
Start interval | Select an interval at which meetings can start (5-60 minutes). For example, only start at the beginning of the hour or every 15 minutes. |  |
Team members | Specify the number of available team members needed for the meeting * |  |
*Team members will be invited based on their availability in their calendars. As an example let's say 3 team members are invited and the required number of participants is set to 1. This means that if all 3 team members are available, all of them will be invited. If only 2 are available, only those 2 will be invited. And finally, if only 1 is available, only that member will be invited.
The suggested time slots will be indicated in grey.
In the example above, the candidate will be suggested meeting slots with the following settings: 45-minute long time slots (duration). The times suggested will be Mondays-Fridays, between 09-14, and placed on the upcoming 10 days. There will automatically be a 10-minute buffer before and after meetings, to allow some breathing room for the recruiters. Lastly, the time slots suggest only starting every 10 minutes, and 1 team member is required to be available.
Custom
You can also customize exactly which slots should be sent to the candidate by using the Custom mode. When selecting slots, these are the rules you can set:
Duration | How long should the meeting be | |
Buffer | Add a time buffer before and after pre-existing meetings | |
Team members | Specify the number of available team members needed for the meeting * | |
* Team members will be invited based on their availability in their calendars. As an example let's say 3 team members are invited and the required number of participants is set to 1. This means that if all 3 team members are available, all of them will be invited. If only 2 are available, only those 2 will be invited. And finally, if only 1 is available, only that member will be invited.
Select time slots by marking them in the calendar grid. They will be indicated in grey.
💡 In the example above, there are 3 slots selected, that will be suggested to the candidate. These slots are 30 minutes long and have a 15-minute buffer. Note that you, on the right-hand side, can see exactly which custom times you’re suggesting.
Add more participants
You’ll have the option of inviting more team members to join the meeting. If your colleagues have connected their calendars, you will be able to see their availability too, to streamline the booking.
If your colleague's calendar is connected, you'll see a filled circle next to their name. An unfilled circle indicates that the user's calendar is not yet connected.
You'll also see an option to exclude a team member's (with their calendar connected) availability, which means it will not be taken into consideration when a candidate books a time.
Happy self-scheduling!