To schedule an event:
- Access the candidate's profile, then click the calendar icon
in the toolbar.
- A scheduling form will open on the right, where you can set up your event
- The type of interview will be set automatically based on the type of pipeline stage. For example, if you're scheduling a phone screening, the event will be a Call.
- Event types
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Call
Virtual via a phone or video call. This is used mainly during the first stages of the hiring process. This could be a first phone screening.
Interview/Meeting
This could be onsite or virtual. A location field will appear in the scheduling form. Workable will use this location to create an event page for the event attendees, which includes a map of the local area. You can add or manage your interview locations in the Templates section.
To avoid confusion in case this is virtual, remove any address information. You can include a meeting room link as the location, write "see description" if desired, or use a dash "-" to fill in the location field.
Internal meeting
This could be onsite or virtual. This option will enable you to send out a calendar invite to coworkers to discuss the candidate without notifying the candidate in any way.
- Next, arrange the date/time, confirm the timezone, and add attendees.
- Invite other collaborators by clicking Add attendee. You can select from hiring team members or type in the field to add an attendee by name or email address. To remove yourself, a coworker or a room, click the X button next to them.
- If you've connected your company's Google or Microsoft 365 Outlook calendar to Workable, you can also reserve rooms and check coworkers' availability through Workable. After adding a coworker or a room to the event, you will see a note indicating whether they are available or busy.
- Enter any further details, like the event title and description. The event title will be sent to coworkers who are invited to the event but not the candidate. The candidate will receive an event invite titled "Call for [job title]" or "Interview for [job title]".
You can automatically include a virtual meeting room link to all events when using Workable's Google, Microsoft 365 Outlook, or Zoom integration. With Gmail, the meeting room link is randomly generated and included on the calendar invitation. With Zoom, the organizer's meeting room link is used and included on the calendar invite. - Once you’re done, click Create event. This will send your event details to all attendees; yourself, colleagues, and the candidate, via email. All parties can RSVP (Yes, Maybe, No) with direct links in the email. When you’ve received the invitation, you can add it to the calendar associated with your email account.
Learn more about:
- Workable's Google calendar and Microsoft 365 Outlook calendar integrations, how to schedule multi-part interviews, and allow candidates to self-schedule interviews.
- Event description templates
Templates
Account admins can customize and add event description templates by navigating to Settings > Templates.
If you are an Admin or Recruiting admin, you can save templates when sending an event to a candidate. Recruiting admins can save templates only for their assigned department(s)/location(s).
All users on your account can send these templates to candidates.
To preview a description with placeholder substitutions, click the preview button in the toolbar.
Adjusting the meeting organizer
At the bottom of the interview window, you can set the “organizer” for the event. This person can edit the event, add attendees, etc. By default, the person scheduling the event will be set as the organizer, but you can remove yourself and add another colleague if desired.
For example, when you schedule interviews on behalf of other colleagues and you set yourself as the organizer, every event you create will block your calendar. To prevent this, remove yourself as an organizer and add someone else.
Important: Only hiring team members who have connected their calendars are eligible to be organizers. Changing the organizer can only be done when initially creating the event (not later when editing).
Edit or cancel a scheduled event
To edit or cancel a scheduled event/interview, click the pencil or trashcan icon, respectively. Hiring managers and above levels can edit or cancel all events. Standard members and External Recruiters can only edit or delete events that they have created.
After editing, the event item will be updated, and all event attendees will receive an email with an updated invitation.
After canceling, the event will be deleted from the candidates' timeline, and all event attendees will receive a cancelation email.
What the attendees see
This is what attendees will see in their emails when events are booked:
Gmail users:
Outlook users:
FAQs
- Can I set a calendar event as private in Workable?
-
It's not possible to manage the event visibility in Workable, but rather directly on each user's calendar setting.
- Is it possible to attach files to event invitations?
- Workable does not offer the option to attach a document to an event or event template when scheduling. You can use email templates to share specific documents with the candidates.
- Why can't I see some team members listed as organizers?
- Only hiring team members who have connected their calendars are eligible to be organizers.