Invite Candidate to Self Schedule Configuration

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Overview

Evolve’s Applicant Tracking System (ATS) Invite Candidate to Self-Schedule feature allows recruiters to bulk send up to 50 candidate(s) an invitation to self-schedule their interview. This article provides prerequisites and configurations to be set up before the feature can be used.

Audience

Admin Users

Prerequisites

This section outlines the prerequisites required for the Invite Candidate to Self-Schedule feature to be available within your Evolve ATS system.

  • The user must be using Microsoft Office 365 calendar integration
    • ADMIN > Integrations > View Calendars > Edit
      • Select one of the following:
        • Office 365/Exchange Cloud (Application)
        • Office 365/Exchange Cloud (Delegation)
    • Interviewers must setup their Work Hours within their Microsoft Office 365 Cloud account
    • Please review Learn more about work hours in Outlook

Once the above prerequisites are completed, the user can proceed with using the Invite Candidate Self-Schedule feature.

NOTE: Invite Candidate to Self-Schedule feature does not support Microsoft Exchange.

Configuration

Evolve admins should review the following email templates:

  • Interview Communication templates
    • Invitation to candidates to provide availability
    • Auto-schedule Confirmation Notification
    • Candidate Picked Slots
  • Candidate Invitation Email templates

NOTE: Additional information on configuring your email templates is outlined below.

Modify Interview Communication Template(s)

The Evolve Admin must configure the message template by performing the process below.

Navigate to your user menu and select Admin.

Screenshot 2024-06-13 at 6.10.58 PM.png

Click Communications.

Screenshot 2024-06-13 at 6.11.24 PM.png

Click Interview.

Screenshot 2024-06-13 at 6.11.44 PM.png

Click the arrow to expand Invitation to candidate to provide availability.

Screenshot 2024-06-13 at 6.12.08 PM.png

Click the + icon to expand options.

Screenshot 2024-06-13 at 6.12.30 PM.pngClick Edit next to one of the language options.

Screenshot 2024-06-13 at 6.13.09 PM.png Update the following fields:

  • Template Name
  • Subject
  • Message

Note: Use only the placeholders listed within the Add Template Fields section.

Screenshot 2024-06-13 at 6.13.43 PM.png

Click Save.

Repeat these steps until all translations are updated to reflect your recruitment needs.

Modify Candidate Invitation Email Template(s)

The Evolve Admin must follow the steps below to review/update the Candidate Invitation Email templates.

Navigate to your user menu and select Admin.

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Click ATS.

Screenshot 2024-06-13 at 6.15.31 PM.png

Click View Interview Types.

Screenshot 2024-06-13 at 6.15.59 PM.png

Select the desired Interview Name.

Screenshot 2024-06-13 at 6.16.23 PM.png Click the desired Evaluation Name.

Screenshot 2024-06-13 at 6.17.08 PM.png Click Candidate Invitation Email.

Screenshot 2024-06-13 at 6.17.36 PM.png Click Edit.

Screenshot 2024-06-13 at 6.18.03 PM.png Update the Subject/Message fields as needed.

NOTE: Ensure that placeholders are only used within the Select Placeholder dropdown.

Click Save.

Screenshot 2024-06-13 at 6.18.37 PM.png   

Repeat these steps until all your Candidate Invitations reflect the desired verbiage.

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