Creating and using Easy Book links

Follow
Available for User roles Super Admins, Admins, Team Members, Limited Team Members
Packages All packages
Requires calendar syncing with either GSuite or Office 365

 

Easy Book links cannot be used in Lever accounts synced to an on-premise Exchange server. If you are not sure about your company’s server configuration, reach out to your IT team or contact Lever Support.

Easy Book links allow candidates to book calls directly on a Lever user's calendar based on that user's availability, giving them the widest array of scheduling options from which to select. Through the use of Easy Book links, recruiters can economize the time they spend connecting with candidates for 1-on-1 interviews such as phone screens and offer reviews. Readers of this article will learn about:

How Easy Book links work

An Easy Book link is a unique URL that can be inserted into emails sent to candidates. When the recipient clicks the link, they will see a list of available time slots from which they can select to schedule a 1-on-1 call with a recruiter. The availabilities shown to the candidate are reflective of the calendar(s) belonging to the interviewers associated with the Easy Book link that have been synced to Lever. When a candidate selects an available time slot, the interview event will appear on the calendar of the highest-ranked interviewer with availability at that time. A calendar event for the interview will also be sent to the recipient. If the link has been configured to schedule video calls (over Zoom, Teams, or Google Meet), a video conference link will be included in the interview event that appears on the calendar.  Interviewer ranking and call type are configured during link setup (see below). Easy Book links are unique to individual Lever users' accounts and cannot be shared. In addition, Easy Book links cannot be used to book an interaction between a candidate and multiple interviewers.

Creating Easy Book links

To create an Easy Book link

  • Navigate to Settings > Easy Book links
  • Click the + Add New Link button 

Easy Book links page in Settings with arrow pointing to Add New Link button.

In the Easy Book link editor, fill out the required fields. Below is breakdown of each field:

Link name
The name you give to the Easy Book link should be descriptive and indicate the type of interaction that the link should be used to schedule (e.g. "UX Designer - Phone Screen - Manager"). The name you give to the link is not visible to recipients of the link.
Close-up of link name field in Easy Book link editor
Interview length
The duration of interviews booked via the link.
Feedback form
The feedback form that will be attached to the generated interview event, to be filled out by the interviewer. To learn more, refer to our help article on feedback forms.
Close-up of interview length and feedback form menus in Easy Book link editor
Event name
The name of the event that will appear on both the candidate's and interviewer's calendars.
Close-up of event name field in Easy Book link editor
Interview type
Select the medium in which the interview will take place - a phone call, a video call, or a meeting at a physical or virtual location. Video call options will depend on your account's synced email provider (GSuite or Office 365) and enabled integrations (Zoom). If the 'Phone' type is selected, the candidate will be prompted to provide their phone number when scheduling the interview (if it is not already recorded in Lever), which will appear on the generated interview event. If a video call type is selected (Zoom, Google Meet, Microsoft Teams), the video conference link will appear on the generated interview event. If the 'Location' type is selected, the address or link that you input in the location field will be listed on the generated interview event.
Close-up of interview type menu in Easy Book link editor
Description
The description of the event that will appear on both the candidate's and interviewer's calendars.
Close-up of event description field in Easy Book link editor
Interviewer
Select an interviewer from the drop-down menu (typically you will be selecting yourself). Configure the days and times in which the Easy Book link will pull from the interviewer's synced calendar. Candidates that open the Easy Book link will be shown availabilities within these timeframes. Time slots that overlap with existing "Busy" events on the interviewer's calendar to which the interviewer has RSVPed 'Yes' or 'Maybe' will not appear as available time slots for candidates to select. Time slots that overlap with existing events on the interviewer's calendar to which the interview has RSVPed 'No' will show up as available for candidates to select. If an event is cancelled and removed from your calendar prior to a candidate opening the Easy Book link, the previously reserved time slots will appear as available. Interviewers must have synced their calendar with Lever. While it is possible to save an Easy Book that is associated with interviewers that have not synced their calendar with Lever, candidates will see an error when they open an Easy Book link if none of the associated interviewers have synced their calendar with Lever.
Close-up of interivewer selection menu and availability picker in Easy Book link editor
Additional interviewers
Easy Book links allow you to associate more than one interviewer with a single link. When adding additional interviewers, the rules for selecting an interviewer and defining available timeframes are the same as described above. When a candidate opens an Easy Book link with multiple associated interviewers, they see availabilities reflective of all interviewer's calendars. If the candidate selects a time slot in which more than one interviewer is available, the highest-ranked interviewer will receive the booking. The ability to associate multiple interviewers with a single Easy Book link is designed to facilitate flexibility, by allowing a recruiter's teammates to step in if a candidate selects a time at which they are unavailable. Keep in mind that although you can associate multiple interviewers with a single Easy Book link, the scheduled interview will only ever be between the candidate and a single interviewer.
Close-up of additional interviewers menu in Easy Book link editor
Link settings
Add events to calendar
Configure the calendar to which the events generated via the Easy Book link are scheduled. When an interview is scheduled via an Easy Book link, two calendar events are generated on the calendar selected in this field. The first includes the candidate as a guest and comes from the user that sent the Easy Book link. The second event only lists the interviewer as a guest. Typically, you will select your own calendar in this field. If you are creating an Easy Book link that is meant to be used to schedule events for an interviewer other than yourself, select their calendar from this menu. Note that you must have permission to add events directly to the selected calendar in either GSuite or Office 365.

Expires after
The number of days following the sending of the link after which it becomes inactive.

Offered time range
The number of days in the future for which availability is shown to the candidate, relative to the date they open the Easy Book link.

Minimum scheduling notice
The earliest time slot a candidate can select based on the availability of the interviewer(s), relative to the date they open the Easy Book link.
Close-up of link settings fields in Easy Book link editor

Once you filled out all required fields, you can preview how the link will appear to candidates by clicking the ⋯ button at the top of the editor and selecting Preview.

Menu extending from ellipses button at the top of the Easy Book editor with Preview option highlighted

When you are satisfied with the configuration, click the Save Link button.

Editing and deleting Easy Book links

To make changes to the configuration of an Easy Book link:

  • Navigate to Settings > Easy Book links
  • Select the Easy Book link you wish to edit

In the Easy Book link editor, make edits to the necessary fields and click the Save Changes button. Any edits made to an Easy Book link made after the link has been sent to a candidate (but has yet to be opened) will be reflected when the candidate eventually opens the link. 

To delete an Easy Book link, click the ⋯ button at the top of the editor and select Delete. Unopened Easy Book links that are deleted after they have been sent will appear to the candidate as inactive if/when they click the link.

Menu extending from ellipses button at the top of the Easy Book editor with Delete option highlighted

Sending Easy Book links to candidates

Easy Book links can be inserted as auto-text tokens into emails that you send to candidates via Lever. To insert an Easy Book link to an email:

  • Open an email draft to a candidate in Lever
  • Click the Easy Book link menu in the email composition window and select the Easy Book link that you wish to send to the candidate. The Easy Book link will appear at the location of your cursor in the email body field.

Email composition window with Easy Book link menu expanded

The URL for the inserted Easy Book link will be unique for the candidate to which the email is being sent and only they will be able to open the link.

 

To make your outreach even more efficient, try embedding Easy Book links in your personal email templates. Note that since Easy Book links are unique to an individual user's account, they cannot be used in team email templates. To learn more, refer to our help article on email templates.

For candidates with opportunities in the 'Interview' section of the pipeline, once they have been sent an Easy Book link, the call-to-action button on their opportunity will read as "Scheduling."

Candidate's opportunity in the 'Interview' section of the pipeline after they have been sent an Easy Book link

Profile of a candidate that has been sent an active Easy Book link

If an Easy Book link that has been sent to a candidate has expired, it will be reflected on the call-to-action button in the pipeline view, as well as on their opportunity profile.

Candidate's opportunity as it appears in the pipeline after the Easy Book link they have been sent has expired

Profile of a candidate after the Easy Book they were sent has expired

Scheduling an interview via an Easy Book link as a candidate

When a candidate clicks an Easy Book link, they will be required to input the email address associated with their candidate profile in Lever.

Close-up of email input field presented to a candidate after then click to open an Easy Book link.

Once they have input a matching email address, they will be able to make a selection from the list of available time slots. Time slots are reflective of the time zone to which the internal clock of the interviewer's computer was set at the time that they created the Easy Book link. Candidates can modify the timezone by using the menu above the availability table.

Availability table as it is presented to a candidate that has opened an Easy Book link

If the interview type configured for the Easy Book link is 'Phone' and there is no phone number associated with the candidate's profile in Lever, they will be required to input their phone number before they can proceed. If a phone number for the candidate already exists in Lever, this field will be pre-populated with that phone number.

Meeting details verification page shown to a candidate after they have selected an available time slot.

When the candidate confirms the booking, they will receive a calendar invitation to the interview event via email. 

Booking confirmation screen for an interview scheduled via an Easy Book link

Google calendar event sent to a candidate after scheduling an interview via an Easy Book link

In Lever, their opportunity profile will automatically update to reflect the scheduled interview.

Close-up of candidate profile with upcoming interview listed.

Frequently asked questions about Easy Book links

Can a member of my team send an Easy Book link that I created in my account?

No. In order for any Easy Book link to function correctly, it must be sent from the Lever account of the user that created it. If an Easy Book link is sent by anyone other than the user that created it, the candidate will see the following error message when they open the link:

Error message reading 'Sorry we couldn't find anything here. Please reach out to the person who sent you this link.'

Was this article helpful?
7 out of 15 found this helpful