Recruitment Marketing Public

The Schedule a Conversation functionality within Recruitment Marketing makes it easy for you to schedule initial 1:1 conversations between a potential candidate and members of your Talent Acquisition team. Making that first person-to-person contact with a candidate can be a vital part of engaging and attracting the best talent to your organization, and the Schedule a Conversation feature removes the administrative burden of trying to arrange a mutually convenient time for you to connect.

Our partnership with Cronofy, a world-leading provider of integrated scheduling technology, allows you to easily connect your team's work calendars to the scheduling engine with just a few simple clicks. Once that's done, your team can embed links, which allow candidates to select available time slots from your calendars, directly into the communications you send the candidates from the Recruitment Marketing system.

When you generate the invitation links for the candidates, you can easily choose what time slots you make available for them. For users of GApps or Office 365, you can automatically include conferencing links. Once a candidate has selected a time slot, not only will the meeting automatically show up in your work calendar, but the candidate will receive an invitation to ensure that they can add it to their calendar as well. As you would expect, the status of those invites can also be viewed directly from the candidate's profile within Recruitment Marketing.

Initial Configuration

Before you can use the Schedule a Conversation feature for the first time, you will need to connect your work calendar to the system. To complete the initial configuration steps, refer to Schedule a Conversation: Initial Configuration. 

Acceptable Use Policy

Unless otherwise agreed, our partnership with Cronofy allows Recruitment Marketing customers with the CRM module to utilize a maximum of 25 actively synchronized calendars per calendar month at no additional cost.

An actively synchronized calendar is defined as any connected calendar that has been included in a scheduling request, either as the Event Host or as an Other Attendee, during the calendar month.

If your organization requires more than the inclusive allowance noted above, subject to appropriate commercial agreements, an additional monthly allocation of actively synchronized calendars can be made available. Additional capacity is charged annually and is available in increments of 25 actively synchronized calendars.

Creating a scheduling link

Once you've connected your calendar to the system, you are all set to start generating scheduling links that can be shared with candidates.

To ensure that candidates can schedule themselves into a 1:1 conversation without needing to manually enter their contact information, the scheduling links that the system generates are specific to the candidate you are communicating with. As you generate the link, the candidate's information is automatically attached by the system.

To generate a scheduling link:

1. Navigate to the candidate profile screen for the appropriate candidate.
2. Click the Emails tab at the top of the profile screen.
3. Click New to launch the Compose Email dialogue.
4. Compose a new email to the candidate, or select to use an existing Saved Reply.
5. Place your cursor in the body of the email at the place where you'd like to insert the scheduling link and click the Schedule button.
   
6. If you haven't already completed the initial set-up, you'll be prompted to do that now. Refer to the Initial Set-up section above for more information.
7. If you are not already logged into Cronofy, you'll be prompted to log in using your GApps or Office 365 account.
8. Once logged in, you will be presented with the scheduling set-up screen. Complete the relevant information:
   1. Event host: Will be pre-filled with the name of the logged-in user, but it can be changed to other users from your organization who have also connected their calendars.
   2. Invitee: Will be pre-filled with the name of the candidate.
   3. Other attendees: You can add the details of other members of your organization who will attend the session. If those people have also connected their calendars, their availability will also be taken into account when the system generates available time slots.
   4. Title: Enter a title for the conversation you are scheduling.
   5. Location: Optionally enter the location (if relevant).
   6. Duration: Set the duration of the conversation.
   7. Description: Optionally add a description for the candidate.
   8. Tags: This can be ignored.
   9. Files: Optionally attach any files you'd like to have attached to the calendar confirmation.
   10. When will they be able to choose?
       1. Working hours: This makes available any free slots during the working hours defined in your calendar during the next x days.
       2. Custom hours: This allows you to select available slots from a visual representation of your calendar, and also specify whether your availability should be overridden.
          
       3. Specific slots: Enter specific slots that the candidate can select from, and also specify whether your availability should be overridden.
          
   11. Rescheduling: Indicates whether the candidate should be able to reschedule once they've selected a time slot.
9. Once you are happy with your selections, click the Create Invite Link button.
10. The scheduling link will be automatically added to the body of your email message.
11. Finalize your email message, and click Send Email.

Viewing the status of the scheduling link

Once you have generated a scheduling link for a candidate, the status of that link can be viewed directly from the candidate's profile:

Selecting a time slot

Once the candidate has received the communication containing the scheduling link, they will be able to self-select a time slot from the options you've made available to them.

Upon clicking the scheduling link, they will be presented with a screen which shows the available options, localized to their timezone (based on their browser settings):

Once they select a slot, they will be asked to confirm, and once they have done so, they will receive a confirmation message. If you opt to allow rescheduling, that option will be available here also.

All attendees will receive a confirmation email, allowing them to add the session to their calendars, and the session will automatically be added to the host's calendar.

The status of the invite will also update on the candidate's profile within Recruitment Marketing, showing the date and time of the slot which the candidate schedules themselves into:

Additionally, the slot will also show on the Scheduled Conversations section of the host's dashboard:

Generating bulk scheduling links on emails

You can create bulk scheduling links to include them in emails (campaigns, workflows, etc.) and send those to multiple candidates at a time. Each candidate will receive an exclusive scheduling link.

To add a bulk scheduling link to an email, follow the next steps:

1. From the dashboard, click on Emails.
2. Create/Edit an email template.
3. Click the pen icon to edit the email content.
4. Under Personalization select Bulk calendar invite link.
   
5. For email campaigns, on the Send tab, you will be able to select an expiry date for the scheduling links included in this email or to leave it blank for no expiration date. If you select a date, the links will expire at the end of that day in your time zone.
   

When candidates click on the link they received, they will be able to select a date and time from the options that you made available for them. Once they confirm their slot, you will be able to see the details in both the candidate's profile and in the Reminders section of your dashboard as mentioned above.

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