Overview
The Smart Scheduler feature in Evolve ATS makes scheduling interviews faster and easier than ever. Once your calendar has been configured (by your Admin), either Google or Outlook API will be able to verify if you’re free or busy. The Smart Scheduler will be the default scheduler for all scheduled interviews.
Audience
Admin, Recruiter, Hiring Manager, and Scheduler
Launch Smart Scheduler
Navigate to the candidate details page for the candidate for whom you want to schedule an interview.
Click the Workflow tab, then select Schedule Interview.
Select up to ten dates for the interview from the calendar.
Adjust the times for each date that you select. By default, we enable the entire day from 9:00 AM to 5:00 PM (in the scheduler’s time zone). You can adjust the times by dragging within the interview time selector.
Adjust the time zone as needed.
Add your Interviewers. Each row represents an individual interview slot. For group interviews, add all interviewers into a single slot.
You must select the duration for each interview slot and indicate if a conference link is needed. Optionally, you can specify the order of a particular interview (First, Any, or Last).
Specify the Meeting Rooms or Conference Link you would like to use. Then, click Check Availability.
You will be presented with up to eight options for each date you provide. Some of these options may have conflicts, while others may not.
Options without conflicts will always be listed first on each date. Click the time slot on the left. Once selected, the calendar will populate the chosen option, showing you the time slots for each interview, which are highlighted in blue.
Once you have selected an interview schedule, click Schedule & Notify to send the interview invitations to the interview team.
You can forward the schedule to anyone who needs to know the schedule but who may not be part of the interview team. Example: An office manager who may greet a candidate at the front desk.
NOTE: You can choose if you want to hide Meeting Room details from additional recipients.
Click Send when you have finalized the interview invite.
The Workflow tab in the candidate’s record will allow you to monitor if the interview has been accepted, modify the schedule, cancel the interview, or work with the associated interview evaluation forms.
In addition, you can invite the candidate by selecting Invite Candidate.
Meeting Rooms
Smart Scheduler will allow you to use Meeting Rooms, but you must have an email tied to the room.
To set up, navigate to your user menu > Admin > Configurations > View Locations > View Locations. Select the Meeting Rooms tab.
Click Add meeting room. Then, add a meeting room name and the associated email address. Select the office location if the room is tied to a specific location.
Conflicts
If you do not find an option without conflicts, you may be presented only with conflicting options.
When a conflict occurs, you can click the conflicting appointment time and make changes to resolve the issue.