TABLE OF CONTENTS

Advantages of the Plus version

  • An organisation-wide, centrally managed connection and monitoring of calendar connections
  • Users can determine their availability and thus define the time period, during which an appointment booking is possible 
  • Applicants can book appointments themselves by selecting from available slots
  • Rooms can be created in d.vinci and selected when creating an appointment
  • d.vinci provides you with support for setting up the calendar integration at your organisation

Configuration of the Plus version


Check technical requirements

If you use Outlook and your company runs its own calendar servers, it is very likely that you use Microsoft Exchange for this purpose. In this case there are special minimum requirements to be considered. You can read about them here: Link to the documentation of Cronofy


Activate and check the license

Once you have signed an offer for the Plus version, your license will be changed to Plus

For the offer and help with the configuration, get in touch with our Customer Service.

 You can check the license here:

  1. Open the page Basic Settings.
  2. Click the License tab.
  3. Check if there is Plus written next to Calendar Integration.
    Should it not be the case, please do ask our colleagues at Customer Service again.


Create a correspondence template

In order to give applicants the option of booking a suitable appointment themselves by opening a booking link, you will need a correspondence template, which contains the placeholder Appointment booking - Link to Booking page ({APPOINTMENT_BOOKING:LINK})

 Tips:

  • The text of the correspondence template should containt a hint that in case the applicants find none of the offered slots suitable, they should inform you about their own preferred dates by replying to the original email with the booking link or contact you over phone - just as you like.
  • Read more here on how to create correspondence templates.
  • If you wish to display the booking link as text, read the related article on how to display links as text


Create the application status "Appointment booking failed"

If an appointment booking by applicant fails, you should be informed about it via a status.

For that, you need to create this status first and assign it to an automated status change.

You can find out more in the article on how to create an application status

 For the new status, we recommend the following settings:

Display name: Appointment booking failed

Required Permissions: Usually it is "Application Statuses für Role Human Resources (Standard)"

Note

You have to specify something here so that the status can be seen by colleagues at all.

Look for the permission "Application status of role HR (default)", "Additional statuses of role XYZ" , "Additional status XYZ" etc.

The naming can be different for you. It is important that it contains the role, which is to see the application status later.

Icon: QUESTION_MARK_(there are a few you can choose)

Appointment: No


Create a status transition

In order to not only view the status, but to be able to make a transition from one status to another or to be able to change from a different status to the new one, a status transition needs to be created.

 Proceed as follows:

  1. Open the pagePermissions.
  2. Look up the permission "Additional status transitions of XYZ role" or "Additional status transitions XYZ".
    The naming in your system might differ. What matters is that the permission contains the role, which should be able to change the application status later on.
  3. Click the Application status transitions tab.
  4. Click +  Application status transition to create a new status transition.
  5. Set up the following:
    Initial status: Appointment booking failed
    Target status: All statuses that should follow after a failed appointment booking. There are to be determined by your workflow. Mostly they are: Rejected, Self Rejected, First Interview, Second Interview, Telephone Interview, etc.
  6. Click Create.
  7. Go through the list of status transitions in the Initial status row and look for appointment statuses that might result in a failed appointment booking. For these, click the icon to make changes.
    Example:
    Initial status: First Interview
    Target status: Appointment booking failed
  8. Click Update.


Create the automated status change

In order to get notified about a failed appointment booking, the feature will need automated status changes.

These need to be assigned to the target status of each status that enables an appointment booking.

 Once you set up everything as described above, the settings will look like this:

Name: First interview failed
Initial status: First interview
Target status: Appointment booking failed.
Trigger: Appointment booking failed		Name: Second interview failed
Initial status: Second interview
Target status: Appointment booking failed
Trigger: Appointment booking failed		Name: Telephone interview failed
Initial status: Telephone interview
Target status: Appointment booking failed
Trigger: Appointment booking failed

Attention

You might have named the application statuses differently in your system and you might have other application statuses with the appointment feature in system as well. These also require setting up an automated status change in a manner identical to the above.


Connect the service account

Should you want to connect your calendars from a central point, you will need to connect the service account.


Create rooms

In order to book specific rooms for appointments that should take place on-site, your rooms must be loaded and created for your appointment locations.