When you connect Workable to your company’s Office 365 Outlook calendar, you’ll be able to check attendees’ availability, book rooms at your office, and update events all within Workable.
Benefits of Outlook Calendar integration:
- Check availability of co-workers and rooms
- Invite Workable users who are not on the hiring team to events
- Add co-workers 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 Outlook and the changes will sync back to Workable
Enabling the Outlook Calendar connection
You must be a Super Admin in Workable. You will also need to either have admin access rights in your organisation's Office 365 account or admin's credentials to complete the setup.
You can connect Workable to your Outlook Calendar via the Recruiting Preferences section of your Workable account. Click your user icon in the upper right of Workable to access this section.
Scroll down until you come to the ‘Email and calendar integration’ section. The first time you enable Office 365 integration, you will need to authenticate your organization's account. Click on the "authenticate your organization's account" link to get redirected to a login page for Office 365.
An Office 365 admin should proceed with this step. Log in if you have admin access rights or ask an Office 365 admin at your company to do so and approve the connection to Workable.
Note: If the particular Office 365 administrator's account is for any reason deactivated/canceled in Office 365, the integration will get disconnected and the authorisation process will have to be followed again.
After this, the integration will be complete! You and any users on your account will be able to take advantage of the scheduling options with Office 365. Please note that this will also enable the integration with Outlook email at the same time without any extra steps on your end.
Learn more about the permissions Workable will have in Outlook.
Note: In order to book rooms, your Office 365 admin must have created a ‘Room List Distribution Group’ for your Outlook account. If you are not able to book a room after enabling the integration, contact the person in charge of Office 365 at your company. You can find more information about setting up a distribution group here.
Scheduling events with your Outlook 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 Outlook account) in the Attendees field to add them.
You will be able to view the availability of rooms and add rooms from your Outlook Calendar as well. (This option only appears if your Office 365 admin has created a Room List Distribution Group for your company.)
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 Outlook 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 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 3 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.
Disabling the integration
You can disable the integration at any time by navigating to the Recruiting Preferences section and flipping the Outlook calendar switch to OFF. Save the changes and Workable will revert to the basic scheduling options.
You can reenable this option at any time without needing your Office 365 admin to login.