How do I send calendar reminders to candidates?

After scheduling your interviews, some companies like to send an additional invite to candidates to make sure they don't lose track of the interview. While we don't suggest you do this via the scheduling system used for setting up interviewers, we now have an easy way to send these types of reminders to candidates.

After scheduling one or more interviews, send the candidate a confirmation email by clicking Send Interview Confirmation.

Prepare your email like normal, then scroll to the very bottom of the page to find a new checkbox called Include calendar files.

Clicking this button will add one or more calendar files (.ics) to the email based on the schedule for your interviews. If all of the interviews you've scheduled are back-to-back with no gaps in-between, one calendar file will be attached with the start time of the first interview and the end time of the last one.

If there are gaps, multiple files will be added, although Greenhouse will attempt to consolidate them wherever possible. In this example, the middle two interviews were combined because they are happening back to back.

If you'd like to adjust the names of the invites or delete some of them, you can do that by clicking the pencil or hovering over the X on the right-hand side.

When you click send, the invite(s) will be added as an attachment to the email that is received by the candidate. The way the file displays can vary with each mail/calendar provider, but the gist is that your candidates can then opt to add it to their calendars as a reminder. In Gmail, here's how a single file and multiple file are displayed:

The body of your email will also be displayed in the calendar files, so anything the candidate needs to know should be readily available to them. PLEASE NOTE: These files are not linked to the scheduled interviews in Greenhouse, so making a change to the date or time would require sending a new update manually.

 

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Comments

  • Avatar
    Jillian Moulton

    This is great. Can this be extended to the team emails as well for recruiters and internal teams?

  • Avatar
    Jeffrey Swartwout

    Hi Jillian,

    This functionality can't be used to remind internal team members. 

    But there's a good workaround for that - if you want to email anyone else the reminder, just create an email template with the INTERVIEW_SCHEDULE token. When you to send the email, with the *email the team* feature on a candidate's profile for instance, that token will populate with the candidate's schedule.

    Best,
    Jeff

  • Avatar
    Tess Menzies

    If we do video interviews via Google Hangout, will this feature be able to connect the interviewer and candidate? We're currently sending out separate calendar invites to mediate this.

  • Avatar
    Jeffrey Swartwout

    Hi Tess,

    When you schedule an interview for an interviewer you technically can invite a candidate too for a google hangout. However, it's best practice to do what you're already doing (sending out separate invites) because the initial event has information pertinent for the interviewer only - scorecard information and the interview kit url for instance.

    Best,
    Jeff

  • Avatar
    Stephanie Francis

    If the candidate utilizes the calendar then later rejects or updates their status to not attending, does this notify the coordinator?

  • Avatar
    Jeffrey Swartwout

    Hi Stephanie,

    In this event, the notifications will work the same as any other notification in your calendar. The event scheduler will be notified of the reject or status update.

    Best,
    Jeff

  • Avatar
    Maggie Sullivan

    Does the calendar invite show who the candidate is scheduled to meet with? or just the content of the email sent to them along with the "interview with [company name]" title?

  • Avatar
    Jess Bertubin

    Hi Maggie,

    Thanks for writing in!

    The calendar file that is sent to the candidate will contain the same content as in the email. This means if the interviewer information is part of the Interview Confirmation email, it will be included within the calendar file as well.

    Hope that helps! If you have any further questions, feel free to reach out at support@greenhouse.io.

    Best,
    Jess

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