When booking a meeting with a candidate, you have the option of letting the client 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.
First thing first, open up the meeting booker module in the candidate’s profile. We’re now going to focus on 🕓 Time and date section, specifically Candidate self schedule.
☝️ Please note that you will only be able to use the Candidate self schedule option after you have connected your calendar. More on that here!
When clicking Candidate self schedule, you’ll be presented with the option of opening the Calendar view, which looks something like this ↓ Let’s dive in to the details, so you know how to unleash the full potential of this feature!
Calendar view
What you do in this window, is to select the time slots you will propose to the candidate. You can have Teamtailor automatically suggest available time slots (Auto), or manually select the times (Custom).
Auto
By using the Auto option, the suggested meeting times are based on the rules set by you when scheduling the meeting. The rules you can apply are the following:
Duration: how long should the meeting be (15-150 minutes)
Availability: which days and hours the candidate can book during the period
Buffer: add a time buffer before and after meetings (0-45 minutes)
Start interval: Select an interval at which slots can start (5-60 minutes). For example, only start at the beginning of hours or every 15 minutes.
Required team members: Specify the desired number of participants for the meeting. For example, if you invite 3 team members and set the required participants to 1, team members will be invited based on their availability. For instance, if all 3 team members are available, all of them will be invited. If only 2 are available, only those 2 will be invited. If only 1 is available, only that member will be invited.
Note that the suggested times are indicated in grey.
💡 In the example above, the candidate will be suggested meeting slots with the following settings: the meeting will be 30 minutes long (duration). Times suggested are on Tuesdays-Thursdays, between 10-12, and placed on the upcoming 29 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 starts on every 20 minutes, and 1 team member is required to be available.
Custom
You also have the ability to customize exactly what slots should be sent to the candidate with custom mode. When selecting slots, there are two rules you can set:
Duration: how long should the meeting be (15-150 minutes)
Buffer: add a time buffer before and after meetings (0-45 minutes)
Note that the suggested times are indicated in grey.
💡 In the example above, there are four slots selected, that will be suggested to the candidate. These slots are both 45 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 connected.
You'll also see the option to ignore a user's availability if their availability should not be taken into consideration when a candidate books a time.
Happy self-scheduling! 🥳