To start with, we recommend connecting your calendar to ensure you can use our smart scheduling feature. It will allow you to effortlessly send multiple date and time options that work for you and your team. This empowers the candidate to choose the most convenient meeting time, making the entire process smoother and more flexible.
Book a meeting
To schedule a meeting with a candidate, click Book meeting in the action bar found on the candidate card.
Start by adding details for the meeting. This information will be sent in the invite to the candidate.
The meeting will by default be booked with your pre-set meeting preferences, more on this here.
If the candidate is missing an email, you will still be able to book a meeting with them. An invite link will be generated under the Meetings section, which you can manually share with the candidate.
Invitation / Title
The first section allows you to craft a message to be sent out together with the meeting invitation. This is also where you can select for which job the meeting is for.
By default, the meeting title (used both internally and externally) will match the subject line of the invitation, unless it is manually edited.
Team members / Organizer
Invite the colleagues who will partake in the meeting by selecting them under Team members.
Make sure the colleagues you're inviting also have connected their calendars to consider their availability. All users with a connected calendar are marked with a calendar icon next to their names.
Finally, choose who will be the Organizer of the meeting. This person will be the sender alias of the meeting.
Location / Video service
For Location, choose between the locations set up in your account by clicking the location pin, or add a custom address. If the meeting is over video, you’ll be able to select the video service here. Read more about video meetings here!
If you’re using our add-on feature Recordable meetings, you’ll see the option to record your video meeting. Learn more about this feature here.
If your meeting rooms are connected, an additional Meeting room drop-down field will appear, allowing you to select an available room. Learn more about enabling meeting rooms here.
Time / Date
When booking a meeting, there are two options for scheduling: you can either send time slots for the candidate to choose from or select a specific date and time for the meeting.
Candidate self schedule
When you choose Candidate self-schedule, a booking form will be sent to the candidate, showing available times from the selected team members with their calendars connected.
The total number of available time slots within this range is displayed and can be previewed by hovering over the info icon.
By opening the Calendar view →, you can choose additional options for the time slots you want to propose to the candidate.
Auto
By default, available time slots are suggested using Auto mode, which selects slots based on the scheduling rules you’ve set.
You can apply the following rules:
Option | Description |
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Duration | How long should the meeting be |
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Availability | Which days and hours the candidate can choose a time slot during the selected time period. |
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Time period | Limit the date range during which meetings can be booked. |
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Buffer | Add a time buffer before and after pre-existing meetings |
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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. |
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Team members | Specify the number of available team members needed for the meeting.
For eg, if 5 team members are added but only 1 is required, the system randomly invites one available member. |
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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:
Option | Description |
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Duration | How long should the meeting be |
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Buffer | Add a time buffer before and after pre-existing meetings |
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Team members | Specify the number of available team members needed for the meeting.
For eg, if 5 team members are added but only 1 is required, the system randomly invites one available member. |
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You can invite additional team members to the meeting and see their availability if their calendars are connected directly in the Calendar view. A filled circle means the calendar is connected, while an unfilled circle means it isn’t.
You can also choose to exclude a team member’s availability from scheduling.
Set specific time
If you already have a set meeting time, simply select the Set specific time option.
Interview kit / Reminders
Add an interview kit that should be used for the interview, and choose who should fill it out. Choose to send a feedback reminder to the team members 24 hours after the meeting. Read more about Interview kits here.
You can also send a reminder of the meeting to the candidate 1 day before.
Once everything’s set, review the invitation and click Send!
Meeting participants
Let’s walk through what happens after a meeting is created in Teamtailor and what each participant will see.
Candidate
The meeting invitation is sent directly to the candidate’s email and includes the message written when setting up the meeting.
Depending on whether the meeting was set up using the Candidate self schedule or Set specific time option, the invitation details will differ slightly.
Self schedule
The email invitation includes a link to the booking form, where the candidate can select one of the available time slots that works best for them.
The available time slots presented in the booking form are by default set to the candidate's timezone.
After selecting a time slot, the candidate is taken to the meeting details page, which can also be accessed directly from the invitation email. Here, they can view all meeting details and their attendance.
Yes: Automatically set once the candidate selects a time slot.
No: Allows the candidate to decline the meeting invitation.
Set specific time
When a specific time is set for the meeting, the invitation email includes a link to the meeting details page, where the candidate can accept or decline the meeting.
The time shown in the meeting invitation email is based on the time zone of the user who booked the meeting. The attached .ics file, however, will display the meeting time in the candidate’s time zone.
On the meeting details page the candidate can RSVP, and both answers will be added to the activity on the candidate card in Teamtailor.
Team members
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 meeting, as well as a View meeting details button that takes the user directly to the candidate card and the meeting details. Here, they can RSVP and see the communication sent to the candidate.
In the email invite, there is also an event attachment included (a file in .ics format). This can be used to add the meeting to the external calendar the participant is using. Depending on the email provider, the file can be picked up, and the calendar will then suggest adding the event automatically. If this is not supported by the provider, the participant can easily download the file to add it manually.
The default calendar event will contain the following information:
Candidate name
Job title (if the meeting was booked within a job process)
Location (where the meeting will take place)
Link to video meeting (if video service has been chosen as the location)
Link to meeting details (the event details added on the candidate card in Teamtailor)
Decide what information should be visible in the calendar events for your users in the Meeting visibility setting found under Settings → General. More on that here.
Organizer
The organizer of the meeting will be the sender of the invitations to the candidate/s and participants added under Team members. However, they themselves will not receive an email invitation. Instead, the meeting is automatically added to their external calendar.
Meeting preferences
All meetings that you book will by default be with your pre-set meeting preferences. This way, you don't manually have to fill out this information each time you create a new meeting. The preferences that you can set up are
Primary calendar (which calendar the meeting should be added to)
Default location or video service (where the meeting will take place)
Default duration of meeting (the time of the meeting)
Time zone (which time zone the meeting will be booked)
Limit number of meetings (how many Teamtailor meetings that you want to have as maximum on daily & weekly basis)
You can set up the meeting preferences under Your account → Meetings:
These can always be changed however, keep in mind that changes will only be applicable for new meetings. You can still change the meeting location, duration, or timezone when booking a meeting.