How do I schedule an interview? How does it work?

The last thing you need is another calendar to keep updated. That's why we help you schedule candidates and interviews directly on your own calendar. We'll help you invite interviewers, include an interview kit, and automatically update our system whenever you make changes.

Why it's great

  • It's easy to see who needs to be scheduled
  • Your meeting invites automatically contain an interview kit, complete with the candidate's resume, interview instructions, a scorecard, etc.
  • We'll notify your team about upcoming interviews and remind them to turn in feedback afterwards
  • Our system works with every digital calendar there is. Yes, even that one.

How it works

  • Select a candidate in Greenhouse who needs to be scheduled for an interview
  • Click on schedule, choose your preferred calendar, and hit submit
  • We'll pop open the meeting invite in your own calendar—complete with interview kit, and pre-populated with any details you've filled out
  • In your own calendar, you can select your interviewer(s), check everyone's availability, select the best date and time, and send out invites
  • We'll notify your team about their upcoming interviews and afterwards, we'll remind them to turn in feedback
  • Need to make changes? Make edits in your own calendar and we'll automatically stay updated

Troubleshooting

  • Be sure to include calendar#@greenhouse.io OR schedule@ghcalendar.io (for Outlook) in the invitees—it's how we stay updated (this is especially important in Outlook for Mac, because they strip it out when we try to include it for you)
  • You must include the link to the interview kit in the body of your invite. We automatically include this link when scheduling a meeting, so just be sure you don't delete it
  • The email address you use for your calendar must be the same email address you're using for Greenhouse. If you aren't sure, or need to add a second email address to Greenhouse, open up My Info
  • Whenever your calendar asks whether you want to notify all participants of changes, be sure to say "yes"
  • Be patient, grasshopper. Sometimes it takes a few minutes for our system to update with your changes

Here is a video on how to Schedule with Google if needed. You can also refer to this video on how to schedule in general. 

Have more questions? Submit a request

Comments

  • Avatar
    Andy Fang

    What are the permissions needed to be able to schedule an interview? Can an Interviewer schedule themselves?

  • Avatar
    Jean Walters

    Hi Andy,

    Only users with Site Admin or Job Admin permissions can schedule interviews. Users with Interviewer permissions cannot schedule their own interviews.

  • Avatar
    Laura Bannett

    The interviewer I invited will be out of town. How do you delete an interview after it has already been scheduled?

  • Avatar
    Laura Bannett

    (We use Google calendar)

  • Avatar
    Jean Walters

    Hi Laura,

    Because the scheduling is actually done through Google (we just facilitate the scheduling), you can delete the interview from your Google Calendar, and Greenhouse will reflect he change (it can take up to 10 minutes).

    If you haven't already, I'd recommend connecting your Google Calendar to Greenhouse through your profile. One of the benefits of doing this is that you'll be able to update/delete existing calendar invitations right in Greenhouse. You can read more here: https://greenhouse.zendesk.com/hc/en-us/articles/201140605-I-use-Google-Calendar-How-do-I-schedule-an-interview-

    Let us know if you have any other questions!

    Best,
    Jean

  • Avatar
    Tiffeney Tien

    Hi -- What is the best way to notify the candidate of the scheduled interview time besides manually typing it in an email? Thanks! Tiffeney

  • Avatar
    Jared Wolff

    Hey Jean,

    When an interview is created does it send an invite to the candidate?

    Thanks

  • Avatar
    Jean Walters

    Hi Jared (and Tiffeney - sorry for totally overlooking your question from a month ago!),

    The scheduling workflow that is currently supported in Greenhouse is all about scheduling with the Interviewer(s) from your team. Right now, we don't support scheduling with the candidate through Greenhouse. You can certainly send a message to the candidate to confirm the scheduled interview (and you can even use the scheduled interview email token to let them know the plan for the day), but actually sending a calendar invitation to the candidate needs to take place outside of Greenhouse. The good news is that we've got it on our product roadmap to build out functionality that supports scheduling with the candidate. Stay tuned for updates on that!

    And please let us know if you have any other questions.

    Thank you!
    Jean

  • Avatar
    Jonny Baird

    Hi, is there an update on when this will be rolled out?

    Would be great to have a button on the staging page to notify the candidate once an interview is confirmed.

  • Avatar
    Alexa Lytle

    Hi Jonny,

    This feature is still officially on the product road map! However, while we think it's a great idea and something we definitely want to build in the future, since this is a big project, it's still going to be a while before we can implement it. So, we don't have an exact eta on the feature. Thanks for your feedback and helping us make Greenhouse even better!

    Best,
    Alexa

  • Avatar
    Alf Mikula

    This is a pretty big feature to have. Is there someplace I can go to vote for this feature?

  • Avatar
    Jonny Baird

    Alf,
    As a work around I created a "candidate interview invite" email template.
    If you use the "{{INTERVIEW_SCHEDULE}}" tag, and wait until you have finished scheduling the interview through your calendar, then it will populate with interview details.
    Not perfect, but does the job.

  • Avatar
    Kate Kearney

    When scheduling a candidate OUTSIDE of greenhouse, can you still include calendar@greenhouse.io to make sure it tracks in greenhouse?

  • Avatar
    Jeffrey Swartwout

    Hi Kate,

    Yes, you can create a calendar event outside of GH and have it sync to the stages tab in a candidates profile. You need to include calendar@greenhouse.io as a guest on the event, include the unique interview kit url (the one automatically generated when you schedule through GH), and make sure to "send updates" when you finalize the event. There are a lot of moving parts here which is why I'll always recommend scheduling through GH directly, but what you ask is definitely possible.

    Best,
    Jeff

  • Avatar
    Kate Kearney

    Thanks Jeff. My understanding, based on this thread, is that you can't schedule the candidate interview, only the interviewer interview through GH.

  • Avatar
    Jeffrey Swartwout

    Hi Kate,

    I see, sorry I misread your earlier comment! It is technically possible to invite a candidate to an event your interviewers are on too but it's not a best practice because typically the body of the invite will have information for the interviewer (i.e. interview kit url).

    Best,
    Jeff

  • Avatar
    Savitri Meyer

    hi, any update on the candidate interview invite? so that when we schedule an interview, GH automatically send separate emails to the candidate and interviewer, simultaneously. i see its been in GH roadmap since nov '14 and just wondering exactly when this will happen.

    thx so much!

    Edited by Savitri Meyer
  • Avatar
    Jenny Arnell

    Hi,

    What options do I have if I need to schedule interviews with candidates in different time zones? If I ask the candidate to submit their availability, it would come handy for him/her to submit in his/her timezone.

    Thanks,
    Jenny

  • Avatar
    Mary Kathleen Morelli

    Hello Jenny,

    Thanks for writing in about this! You'll be happy to hear that when you send a Candidate Availability Request, Greenhouse automatically detects what Time/Time Zone the candidate's computer is set to, and will allow them to select their availability accordingly. When you receive the completed request, it is automatically converted to your current Time Zone within Greenhouse, so that everyone is on the same page.

    I hope this helps!
    Best,
    Mary

  • Avatar
    Ed Burns

    When an interview is created does it send an invite to the candidate?

    Is this done yet?

  • Avatar
    Olivia Hirsch

    Hi Ed,

    Thanks for writing in!

    After you schedule an interview in Greenhouse, you can use the 'Send Interview Confirmation' feature. When sending the interview confirmation, you can select 'Include calendar files'. This will send a calendar file with the interview info to the candidate that they can download to their calendar.

    Let us know if you have any additional questions!

    Thank you,
    Olivia

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