TABLE OF CONTENTS

Explanation of term

You can invite applicants to appointments. You determine the type of appointment, such as interviews or phone interviews.


Configuration

Application statuses can be equipped with an appointment functionality. When creating or editing the application status, one of the following options must be selected in the Status change functionalities field under Appointment:

  • Start appointment survey
  • Confirm appointment
  • Confirm appointment (with optional MS Teams meeting invitation)
  • Invite to online interview


System behavior

  • Naming application statuses
    It is recommended to name the application status to reflect the type of appointment, such as "First interview (phone interview)" or "Second interview (via Teams)."
  • Appointment overview
    • Appointments can be viewed in the application under the Activities tab in the Appointments section. Here, the date, time, and participants are displayed.
    • Upcoming appointments for all applicants appear in the Application list under the Appointments tab.
  • Correspondence
    Appointments always require an appropriate correspondence template for confirmation.
    Using placeholders, appointment data can be inserted into the template.
    Attachments, such as travel information, can also be added.
  • Comments on the appointment
    • Comments on the appointment can be viewed in the history of the application.
    • Comments also appear in the content of the appointment in your calendar if you use the iCal function.
  • Calendar entry
    • Internal participants receive an iCal file if "Email sending for appointments" is activated in the settings.
    • Applicants receive an iCal attachment with the appointment confirmation, allowing them to save the appointment. If the appointment is rescheduled, the old entry is replaced.
    • Organizers of appointments always receive the appointment in their calendar. If they are not participating, they can change the appointment's property in their calendar to "free," so it does not block other appointments. If the appointment is deleted from the organizer's calendar, it is also removed for other participants.
  • Status of appointments
    The decision of the participants is displayed as an icon in the Activitiestab of the application:
    • = Accepted: The appointment was confirmed.
    • = Maybe: Tentative confirmation.
    • = Pending: No decision made.
    • = Declined: The appointment was canceled.
  • Cancellations
    Appointments can be canceled. See: Cancel appointment
  • Rescheduling
    Appointments can be rescheduled. See: Reschedule appointment
  • Mark appointment invitations as private
    To prevent others with access to the calendar from viewing appointment details, it is possible to mark the appointment as private. See: Mark appointment invitations as private
  • Calendar integration
    Scheduling appointments is simplified through the calendar integration.


How our customers use this

Many customers enable their applicants to participate in MS Teams interviews. With the Calendar Integration Plus, applicants can book appointments themselves, and rooms can be reserved.


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