Workable’s integration with Google Calendar enables you to automatically sync events that you schedule in Workable to your and your coworkers’ Google Calendar. You can check attendees’ availability, book rooms at your office, and update events all within Workable.
The benefits of Google Calendar integration:
- Check availability of coworkers and rooms
- Invite Workable users who are not on the hiring team to events
- Add coworkers who are not Workable users to events
- Customize the event title
- Add a custom description to the event
- After scheduling events in Workable, you can update them directly in Google Calendar and the changes will sync back to Workable
Enabling the Google Calendar connection
You can enable the connection between Workable and Google Calendar via the Recruiting preferences section of your Workable account. You must be an administrator to access this section.
Click your user icon or photo at the top right of the menu to reveal the ‘Recruiting preferences’ option.
Scroll down until you come to the ‘Email and calendar integration’ section. Flip the switch to ON and click Save changes.
If you haven’t turned on the Google Calendar integration you may also be prompted to enable it when scheduling your next event. You can enable the integration immediately by flipping the switch to ON.
This will turn on Google Calendar integration for all Workable users. An administrator only needs to do this one time for all users to have access to the feature.
After activating this feature, the first time that any member tries to schedule an event, they will be prompted by Google to allow Workable to access their calendar. Simply click OK to confirm the connection between your calendar and Workable.
Scheduling events with your Google Calendar integration
When the integration is active, you’ll see new options appear when you schedule events in Workable.
When adding attendees you will have the option to invite 'external' guests. These could be co-workers outside of the hiring team, but working in your company, or people who do not work for the company at all. Enter their email address (or name for coworkers on your Gmail account) in the Attendees field to add them.
You will be able to view the availability of rooms and add rooms from your Google Calendar as well.
The availability of your co-workers and any rooms will be verified. If someone already has something scheduled at that time, an orange outline will appear around the user/room icon.
Workable is only able to verify schedules connected to your organization’s Google account. It cannot see the candidate’s personal calendar or calendars of email addresses from another service (e.g. @hotmail.com). Workable will not be able to verify anything about their schedule. If this is the case then the user will have a gray outline around their user icon.
To set up a conference call via Hangouts with the candidate, mark the box in the event modal:
The candidate will receive a link that they will be able to use to access the Hangouts call remotely:
To get a better view of attendees’ availability, click View in calendar. You'll see a calendar view of coworker and room availability. Adjust the attendees and room reservations on the left side of the screen.
Here we have three time slots where different hiring managers will meet with the candidate.
In the calendar itself, click on a time slot to move the event (or drag and drop the event).
If you have a complicated event to arrange (possibly with multi-part interviews, like in our example above) navigate to View in Calendar and select the “Day” viewing option in the upper left.
This will show you the schedule of each person and room for that day (represented in columns). In this case, our hiring managers are available, but the rooms we selected are already booked. We could choose new rooms or drag and drop the interview to adjust the timing.
Click Continue to confirm the change and you’ll return to the original scheduling form so that you can still review the details and make further adjustments before sending out invitations.
To adjust the calendar layout further, click the cog to the upper right of the calendar view. Change the start day for the week, the working hours and whether or not weekends are shown.
Updating an event
When you finalize the event and schedule it, invitations will be sent as normal and it will automatically appear in your coworkers’ calendars.
If necessary, the organizer of the event will be able to modify the event directly in their calendar. Updates to the title, date, time and RSVPs will sync back to Workable.