How to Schedule Meetings with Candidates

Scheduling meetings with candidates can be achieved by

1. Via Automations within Workflows

2. Manually via the Send Message Modal

3. Manually via the Candidate Profile

For all three methods, meetings with candidates can be scheduled using either email or SMS.

 

Scheduling Meetings Using Automations Within Workflows

Before scheduling meetings via automations within workflows, you will need to configure the automations first before sending meeting invited to candidates:

1. (When configuring a workflow) navigate to the 'Automations' tab and click on a stage in which you want to send candidates a meeting invite.
2. Click the 'Add Automation' button to begin
3. Under the input labeled 'Automation'...
   1. To schedule a meeting via SMS Text, select 'Trigger Message Flow' and then select the 'Invite to Interview' Message Flow. (If you want to customize this sms message, please reach out to your customer success rep to register a campaign for your brand). 
   2. To schedule a meeting via Email, select 'Send Email Message to Candidate', then select an email template that contains a MeetingLink Smartline.
4. After configuring the message flows and or email templates to use, you must select a meeting host.
   1. Note: Only users with a connected calendar can be selected as meeting hosts.
   2. Note: The email signature of the selected meeting host will be automatically added to all candidate meeting invitation emails. This ensures communications appear as personalized messages from the host, helping to enhance the candidate experience.
5. (if applicable) select additional meeting participants from your organization
   1. Note: Meeting participants will be added to the meeting invite; however, at this time, candidates will only see available times based on the meeting host’s calendar. The ability to factor in additional participants’ calendar availability when determining meeting times will be available in a forthcoming update.
6. Click 'Save Automation'
7. Click 'Save Workflow'
8. Assign the workflow to appropriate positions

After configuring and saving your Workflow, you are ready to invite candidates to schedule meetings with the selected meeting host.

 

 

Sending Meeting Invites to Candidates by Updating Submission Stages Within a Position.

Each position is linked to a specific Workflow, which defines both the number of stages in the recruitment process and the automations triggered at each stage. Company Administrators configure these Workflows and automations to eliminate repetitive manual tasks, helping you save time and focus on higher-value activities. 

Dragging and Dropping a Submission in the Kanban View

Within the Kanban view for a given position, you can quickly send a meeting invite to a candidate by dragging and dropping their submission into a stage marked with a lightning bolt icon. The submission(s) dropped in the stage will all receive a personalized email inviting the candidate to schedule a meeting.

 

Triggering the automation within the submission drawer

You can also trigger a meeting invite to be sent to a candidate within a submission drawer:

1. Click on a Submission
2. Under the 'Candidate Hiring Stage' input, select a new stage to place the candidate
3. Click 'Progress Submission'

After a slight delay, the submission will move to the desired stage and the candidate will be sent an invite to schedule a meeting.

 

Using the bulk select bar to trigger the automation 

You can also send multiple invites at once using the bulk select bar:

1. In either the Kanban or List View, use the checkboxes to select candidates you want to schedule a meeting with
2. Click the 'Change Hiring Stage' Button
3. Select the desired stage 
4. Click 'Confirm'

After a slight delay, the submission will move to the desired stage and the candidate will be sent an invite to schedule a meeting.

 

 

Scheduling Meetings via the Send Message Modal

If you prefer, you can also schedule meetings with candidates manually using the send message modal:

1. (When viewing submissions within a position) navigate to the send message modal 
2. Using the 'Template' input, select a template that contains a MeetingLink Smartline
3. Select a meeting host and additional participants
4. Click 'Send'

 

Scheduling Meetings Manually via the Candidate Profile

Lastly, you can schedule meetings with candidates directly through their profile. To schedule a meeting with a candidate using the candidate profile:

1. Navigate to the Candidate Profile
2. Click the 'Schedule a Meeting' button
3. Check 'Schedule Through Connected Calendar'
4. Review the Subject and Message Content
5. Click 'Send Meeting Invite'