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SmartRecruiters

Scheduling Experience

Included in:
  • SmartStart
  • SmartRecruit

 

Calendar integration with SmartRecruiters is powerful and allows your coordinators, interviewers and hiring managers to be more efficient when it comes to interview scheduling. However, enabling calendar integration does not mean all user in your organization will have the same scheduling experience.  

Calendar Integrated User vs Non Calendar Integrated User

  • A calendar integrated user is a user whose account setup on the same domain configured in the calendar integration.
  • A non calendar integrated user is a user whose account setup on a different domain as the calendar integration.

For example, if the calendar integration is setup on @smartrecruiters.com, a calendar integrated user would also has his/her SmartRecruiters user account tied to the same @smartrecruiters.com domain, whereas a non calendar integrated user has his/her SmartRecruiters user account tied to a different @gmail.com or @example.com domain.

Scheduling Experience Comparison

In most circumstances, calendar integration only applies to calendar integrated users. And in comparison, non calendar integrated users shares the same experience as users in an organization which calendar integration is not enabled.

Find a Time

When searching for a time amongst hiring team members in the scheduler:

  • A calendar integrated user sees availability of other calendar integrated users display on the scheduler and that the user's own calendar events are automatically synced up with the SmartRecruiters scheduler. 
  • A non calendar integrated user can not see the availability of other users and that the user's own calendar events are not synced up with the SmartRecruiters scheduler. An exception scenario which allows non calendar integrated users to see calendar integrated users' availability when the company uses Office 365 calendar integration with delegated permission or Microsoft Exchange calendar integration.
Calendar Integrated User's Scheduler Non Calendar Integrated User's Scheduler
cal_int_user_schduler non_cal_int_user_sch

Organizer Calendar Sync

If the organizer/coordinator who scheduled the interview is also participating in the interview. When an interview is scheduled:

  • A calendar integrated user who organized the interview will have the interview event added onto his/her calendar immediately
  • A non calendar integrated user who organized the interview will have to accept the interview invitation before the interview event display on his/her calendar
Calendar Integrated User Calendar Non Calendar Integrated User Calendar
cal_int_user_cal non_cal_int_user_cal

Interview Invitation Email

When an interview is scheduled:

  • If the organizer/coordinator is a calendar integrated user, interviewers will receive an interview invitation email template from the calendar integration provider (i.e. Google, Office 365 or Exchange)
  • If the organizer/coordinator is a non calendar integrated user, interviewers will NOT receive any interview invitation email. An exception scenario where interviewers can receive email template from SmartRecruiters is when the company uses Office 365 calendar integration with delegated permission or Microsoft Exchange calendar integration.

Non calendar integrated users be aware that interviewers will not receive any invitation emails for the interviews they schedule with candidates. Candidates will still receive interview invitation emails.

Self-Scheduler

With active calendar integration, both calendar integrated users and non calendar integrated users have access to self-scheduler. When self-scheduler is selected:

  • A calendar integrated user can see availability of other calendar integrated users display on the scheduler as well as the user's own calendar events are also displayed on the self-scheduler.
  • A non calendar integrated user can not see the availability of other users his/her owns. An exception scenario which allows non calendar integrated users to see calendar integrated users' availability when the company uses Office 365 calendar integration with delegated permission.

Non calendar integrated users are not recommended to use the self-scheduler since they cannot see the true availability of interviewers and may lead to scheduling conflict with both interviewers and candidates

Overview Differences in Scheduling Experience

The table below summarize the overall differences for calendar integrated users and non calendar integrated users experience on interview scheduling as an organizer:

  Calendar Integrated User Non Calendar Integrated User (active calendar integration) Non Calendar Integrated User (no active calendar integration)
View availability of other team members on scheduler Yes No. With the only exception using Office 365 Integration with Delegated Permission or Exchange Integration No
Sync your own availability onto scheduler Yes No No
Automatically create interview event onto your own calendar Yes No No
Interview invitation email Calendar integration provider's template No. With the only exception using Office 365 Integration with Delegated Permission or Exchange integration, uses Calendar integration provider's template. SmartRecruiters template
Access to self-scheduler Yes Yes No
Recommended to use self-scheduler? Yes No N/A