Schedule a Conversation: Initial Configuration

Recruitment Marketing Public

Our Schedule a Conversation functionality is powered by Cronofy, a world-leading provider of integrated scheduling technology, so to get started, you will need to connect your work calendar to the Cronofy system and allow the necessary permissions for Cronofy to read and write events to your calendar.

For an overview of this functionality, see Schedule a Conversation.

Create your Cronofy account

To get started, you will need to create an account within the Cronofy system and grant Cronofy access to your calendar.

The following example steps through the process of connecting a Google account to Cronofy, but the process is almost identical for Office 365 accounts.

  1. When you first attempt to create a scheduling link, you will be prompted to log into Cronofy or create an account. If you have previously completed this configuration process, you can simply log into your account using Google or Office 365, however, if this is your first time, you'll need to click Create an account.
    Book A Conversation Log in or create account
  2. Before you can create an account, you will need to accept Cronofy's Terms of Service and their Privacy Policy. Once you have reviewed this information, click the checkbox, and select Continue with Google. The relevant Data center option will be pre-populated, and it is important you don't change this setting when creating your account.
    Book A Conversation Create Account Step 1
  3. You will then be prompted to select the relevant Google account.
    Book A Conversation Choose An Account
  4. Once you select the appropriate account, you will be prompted to Sign in to Cronofy using that account. Click Continue to proceed.
    Book A Conversation Create Account Sign In
  5. Next, you will be prompted to review the permissions that Cronofy needs to be able to connect to your calendar. Once you have reviewed it, click Allow to continue.
    Book A Conversation Create Account Authorise
  6. If this is the first time that someone from your organisation has created a Cronofy account via Recruitment Marketing, you will also be prompted to create an "Organizational Unit" within Cronofy. The "Organizational Unit" allows Cronofy to associate calendars from users within the same organisation together, which is necessary to facilitate functionality such as being able to invite Other Attendees.
    The Organizational Unit name will be pre-populated, and it is important that you do not change this value. Additionally, ensuring that the checkbox below is enabled will allow other members of your team to automatically be connected to this organizational unit when they create their accounts.
    Click Continue on this screen to proceed.
    Book A Conversation Create Organizational Unit
  7. You will now receive a confirmation message indicating that your account has been successfully created.
    Book A Conversation Create Account Confirmation
  8. Clicking the Return to Recruitment Marketing button will complete the process. The sign-up window should close, and you will be returned to the Generate Link process.

Scheduling Conversations with many candidates

This is the setup for individual 1 to 1 Conversation Scheduling using the Cronofy scheduler.

But what about when you want to provide a generic link for use in email campaigns for workflows?

That requires a little more configuration within your Cronofy account and your Recruitment Marketing (Clinch) account.

Within your new Cronofy account

Log into your Cronofy account using the credentials you created. 

Warning: Steps 2-5 only need to be completed by only 1 user of the Cronofy account, not by everyone. These steps pertain to the overall account setup, rather than individual user preferences.
  1. Set up your Public Link:
    1. Click Your preferences on the left-hand menu. In this screen, you can set up your availability for the coming period and can have 1 or more calendars included. 
    2. On the next tab, you will need to set up your event details. These are all personalised preferences depending on how you like to run your meetings.
    3. The final tab contains your Public Link. This is a general link related to your availability and the preferences you set up. This is the link candidates will use to book into meetings later.
      Note: It is up to you to manage your availability going forward.
  2. Turn on Developer Mode in your Cronofy Account:
    1. Click on your name in the bottom left corner of your Cronofy dashboard, then click Your Account.
    2. Scroll to the bottom of the Account Details tab, tick the checkbox Show the Developer Dashboard and click Save. A new Developer option will appear on the left-hand menu.
  3. Create your first application:
    In Cronofy an application is a set of API keys for which you can set up certain workflows and functionality. Later you will add these keys to Recruitment Marketing to perform these tasks on your behalf. They will also act as decryption keys to ensure your events are safe and secure in transit between the apps. 
    1. Click Developer then click Create new app 
      1. Name your application (we recommend "Clinch App" and flagging it as "Internal Only" however, this is only recommended, you can name it to your preference).
      2. Enter the Recruitment Marketing URL of your region.
      3. Click Choose file to add your company logo.
      4. Most importantly, make sure you mark it as Internal Only Application. This states that this application will be used by users of your account and this new application only. You will also be able to set up workflows later.
      5. Click Create Application.
  4. Setting up your first Workflow:
    A workflow is a task that runs after a triggering event in your account, for example, a candidate books a meeting with you after you have shared a meeting request. This triggering event can start a workflow that will send a notification to Recruitment Marketing. Recruitment Marketing then knows to create a corresponding event on the candidate’s profile with updated meeting details. To set up a Workflow:
    1. On the left-hand menu, click <your-account-name> Settings. This opens a screen with five tabs.
    2. Click on Workflow, then Create new workflow.
    3. Name your workflow and toggle it to be enabled. 
    4. Next we add a workflow step for all the individual events you wish to notify Recruitment Marketing about. There are 6 events you can set up related to when a meeting is booked, rescheduled, doesn’t suit, cancelled etc. To set up an event:
      1. Click Add a step and select the event you wish to notify.
      2. Click Add an action and select Callback notifications.
      3. Repeat for all events.
      4. Once you have set these up, click Save to enable the workflow.
  5. Add your Universal Push notification URL to your new application:
    1. Click on your application. The menu on the left will now have an option of Notifications.
    2. Click Notifications and add your personalised Universal Push Notifications URL for your company, then click Save. If you do not know what this URL is, contact your Clinch/PageUp Representative.

This completes the basic set-up needed within your Cronofy account.

Within your Recruitment Marketing account

Log into your Recruitment Marketing console to complete the following steps.

Note: This only needs to be done once by one user.
  1. Add the API keys from your Cronofy App into Clinch:
    1. Go to Company Settings and click Cronofy Settings.
    2. Add your Client Identifier and Client Secret along with selecting your Cronofy data centre. This will correspond to your Recruitment Marketing region. Recruitment Marketing will now have access to the APIs it requires. 
  2. Import your Public URL from Cronofy:
    Note: This needs to be done by each user individually as we want them to explicitly opt into importing their public calendar URL.
    1. Go to your User Profile. Once you have added your API keys above, you will see there is a calendar action to the right of your name.
    2. Click the Calendar action button and your public URL link will be imported.

We are now ready to use this URL to contact many candidates. 




Article is closed for comments.