How do I set up a Scheduling Calendar in Outlook?

Before you start scheduling candidates, you'll need to select a Scheduling Calendar on your "Integrations" page. We use this calendar as the "owner" of all calendar events that we create on your behalf. It will be a centralized location to view all schedule events, so that it's not tied to any individual like the coordinator or recruiter.

Considerations

Organizer

The owner of the Scheduling Calendar (i.e., the person who created the calendar) will be seen as the organizer of both candidate and interviewer events. This means it will show up on the calendar event within Outlook, and the email notifications sent for all events will be seen as coming from this user.

In both of these screenshots, it wouldn't matter who was the one creating the schedule within InterviewPlanner. Holly Flax was the one who made the Scheduling Calendar, so she is always the organizer, and her name is included everywhere. Because of this, be mindful of who creates the calendar.

Access and Permissions

Whenever we create events on your Scheduling Calendar, we use the Microsoft permissions of the person creating the schedule in InterviewPlanner. Because of this, it's important that the Scheduling Calendar has been shared with everyone who plans on using InterviewPlanner to schedule candidates. To ensure that they do, you can follow the instructions below.

Creating a Scheduling Calendar

Creating the calendar

In most cases, we recommend creating a new calendar dedicated for InterviewPlanner. To create one, you can go to the "Add calendar" page in Outlook. Once there, you can click on the "Create blank calendar" item in the left-hand sidebar, fill out the form with the necessary information, and click "Save".

Sharing the calendar

Once you've created the calendar, you can open the "Sharing and permissions" window by clicking on the three dots next to your calendar's name in the left-hand sidebar and clicking on "Sharing and permissions".

This is where you should add all other coordinators and recruiters that will be using InterviewPlanner. When you add them, it's important to make sure the permission is "Can edit" so that they can create events on this calendar.