| Available for | Roles | Super Admin, Admin, Team Member, Limited Team Member |
| Permissions | • Manage Easy Book links | |
| Packages | Lever Basic, LeverTRM, LeverTRM for Enterprise |
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This article depicts and describes Lever's Collaborative Easy Book Links enhancement, which was included in the Fall 2024 Product Release and is scheduled to roll out progressively in January and February 2025. For release information, refer to our Release Matrix. |
Easy Book links allow candidates to book calls directly on a Lever user's calendar based on their availability, giving them the widest array of scheduling options from which to select. Through Easy Book links, recruiters can economize their time connecting with candidates for 1-on-1 interviews such as phone screens and offer reviews. Note: Easy Book links cannot be used in Lever accounts synced to an on-premise Exchange server. If you are unsure about your company’s server configuration, contact your IT team or Lever Support.
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 or a panel interview. The availabilities shown to the candidate reflect the calendar(s) belonging to the interviewers associated with the Easy Book link that has 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 when scheduling 1 - 1 interviews. A calendar event for the interview will also be sent to the recipient. Suppose the link has been configured to schedule video calls (over Zoom, Teams, or Google Meet). In that case, a video conference link will be included in the interview event that appears on the calendar. With the winter 2025 release, recruiters can also configure Easy Book links so candidates can leave their availability if the current availability of the interviewer(s) does not work for them. Interviewer ranking and call type are configured during link setup (see below). Before the Winter 2025 release, Easy Book links could not be used to book an interaction between a candidate and multiple interviewers.
Types of Easy Book Links
Easy Book links can be personal to your account or shared with your team. There are two types of Easy Book links you can create:
My links are personal, user-specific Easy Book links. Super Admins, Admins, Team Members, and Limited Team Members can create and manage personal Easy Book links. Personal links can only be shared with candidates by the creator of that link, and only used in personal email templates.
Team links are Easy Book links that can be shared by multiple Lever users. Super Admins, Admins, or Team Members can create and share team links with candidates, and they can be used in personal or team email templates.
Panel Interview links are Easy Book links that provide visibility into availability across multiple interviewers. Lever simplifies the process, making it easy for candidates to choose the time that works best for them—no back-and-forth required. These links can be personal Easy Book links or team links.
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Easy Book links can be converted from a personal link to a team link or from a team link to a personal link, but only by the link's owner or creator. |
Creating Easy Book links
To create an Easy Book link
- Navigate to Settings > Easy Book links.
- Click + Add New Link.
In the Easy Book link editor, fill out the required fields. Below is a breakdown of each field:
- Team link
- When toggled on, the link will be available as a collaborative team Easy Book link.
- Meeting Type
- Meetings Type determines whether an interview will be a 1:1 interview or a Panel meeting with multiple interviewers (available with the Winter 2025 release).
- Link Name
- The name you give to the Easy Book link should be descriptive and indicate the type of interaction 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.
- 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.
- Interview length
- The duration of interviews booked via the link. Note: the interview length you select will dictate the fixed increments of time into which our calendar is broken down when candidates are presented with available time slots. For example, if you were to configure an interview length of 45 minutes, each day's availability would be broken down into 45-minute time slots from midnight to midnight.
- Intervals
- Set the frequency of available time slots for candidates. For example, you can set a 30-minute interval every half hour (9, 9:30, 10, 10:30) or every 15 minutes (9, 9:15, 9:30, 9:45) as a start option. If the interval is not changed, by default the start time interval will be based on the interview length.
- Buffer Time
- Set a buffer time before and/or after the interview. When candidates book an Easy Book interview, the available start times will display based on your calendar events and buffer times.
- Event Name
- The name of the event that will appear on both the candidate's and interviewer's calendars.
- 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 depend on your account's synced email provider (GSuite or Office 365) and enabled integrations (Zoom). Suppose the 'Phone' type is selected. In that case, 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. The video conference link will appear on the generated interview event if a video call type is selected (Zoom, Google Meet, Microsoft Teams). If the 'Location' type is selected, the address or link you input in the location field will be listed on the generated interview event.
- Description
- The description of the event that will appear on both the candidate's and interviewer's calendars.
- Interviewer
- Select an interviewer from the drop-down menu (typically, you will be selecting yourself). Configure the days and times the Easy Book link will pull from the interviewer's synced calendar. Candidates who 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 be available for candidates to select. Note that in Gmail, the 'Events from Gmail' event type must be set to 'Calendar default' privacy to be compatible with Easy Book links. Full details are available in the FAQ section at the bottom of this article.
- If an event is canceled and removed from your calendar before a candidate opens the Easy Book link, the previously reserved time slots will appear as available. Interviewers must have synced their calendars with Lever. While saving an Easy Book associated with interviewers who have not synced their calendar with Lever is possible, candidates will see an error when they open an Easy Book link if none of the associated interviewers have synced their calendar with Lever.
- (Winter 2025) Users can select multiple interviewers if the 'Panel Interview' Meeting Type is chosen. Candidates will be able to select timeslots where all interviewers are available.
- Set maximum number of interviews per day
- Set the maximum interviews that the interviewer can take daily. If the maximum slots are booked per day, then the remaining time slots for the day will be unavailable to candidates. This setting is applicable at the link level for each interviewer.
- Additional interviewers
- Easy Book links allow you to associate more than one interviewer with a single 1:1 meeting 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 calendars. If the candidate selects a time slot with more than one interviewer, 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 an unavailable time. Remember that although you can associate multiple interviewers with a single Easy Book link, the scheduled interview will only be between the candidate and a single interviewer.
- (Winter 2025) If you would like to have multiple users interviewing the candidate at the same time, be sure to change the Meeting Type to "Panel Meeting".
- Link settings
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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 who sent the Easy Book link. The second event only lists the interviewer as a guest. Typically, you will select your 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. - Send automatic confirmation email
- When toggled on, an automatic confirmation email will be sent to the candidate.
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The above image shows the Winter 2025 release UI - The interviewer and/or scheduler will receive automatic confirmation emails if they have Email notifications enabled Easy Book interviews scheduled in their account settings.
- Allow candidates to provide their availability
- Checking the box allows candidates to provide their availability when there are no slots available or none of the times work for the candidate.
Once you fill out all required fields, you can preview how the link will appear to candidates by clicking the ⋯ button at the editor's top and selecting Preview.
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, edit the necessary fields and click the Save Changes button. Any edits made to an Easy Book link after it 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 editor's top 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.
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 you wish to send to the candidate. The Easy Book link will appear at the location of your cursor in the email body field.
The URL for the inserted Easy Book link will be unique for the candidate to whom the email is being sent, and only they can open the link.
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To make your outreach even more efficient, try embedding Easy Book links in your email templates. Note that since personal 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 sent to a candidate has expired, it will be reflected on the call-to-action button in the pipeline view and 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 candidates click an Easy Book link, they must input the email address associated with their candidate profile in Lever.
Once they have input a matching email address, they will be able to select from the list of available time slots. When viewing the booking page, time slots reflect the candidate's time zone. Candidates can modify the timezone by using the menu above the availability table.
If the interview type configured for the Easy Book link is 'Phone' and the candidate's phone number is not associated with their profile in Lever, they will be required to input it 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.
When the candidate confirms the booking, they will view a confirmation page with the details of their booking.
Booking confirmation screen for an interview scheduled via an Easy Book link
If you have enabled automatic confirmation emails, confirmation emails will be sent to the candidate. Interviewers and/or schedulers receive automatic confirmation emails if Easy Book Email notifications are enabled in their account settings.
Candidate automatic confirmation email in Outlook.
Regardless of the automatic confirmation email configuration, the candidate and interviewer will receive calendar invitations.
Google calendar event sent to a candidate after scheduling an interview via an Easy Book link
Lever's opportunity profile will automatically update to reflect the scheduled interview.
Frequently asked questions about Easy Book links
If you have enabled automatic confirmation emails, confirmation emails will be sent to the candidate. If a recruiter or interviewer is not receiving these emails, check the My account settings. These confirmation emails will also be sent to the interviewer and/or scheduler if Easy Book Email notifications are enabled in their account settings.
When you configure the interview length for interviews scheduled via an Easy Book link, each calendar day is broken down into corresponding time increments. For example, if you were to set an interview length of 45 minutes, each calendar day would be broken down into 45-minute time slots from midnight to midnight. The first time slot would be 12:00 AM, the next 12:45 AM, the next 1:30 AM, and so on. Bear in mind that candidates only see time slots that fall within the interviewer's availability at times where they have no conflicting events on their calendar. Continuing with the previous example, if an interviewer configures their availability for their Easy Book link to be between 8:00 AM and 12:00 PM and they have no conflict events within that period, the time slots shown to the candidate would be the 8:15 AM, 9:00 AM, 9:45 AM, 10:30 AM, and 11:15 AM. Consider a scenario where a 30-minute (non-interview) meeting is booked on the interviewer's calendar at 8:45 AM. In this case, the 8:15 AM and 9:00 AM slots would no longer appear to candidates using the Easy Book link, as the 8:45 AM meeting would conflict with both adjacent interview slots. Given the fixed structure of time slot increments based on interview length, fewer interview slots can appear than there is literal time available on the interviewer's calendar.
Easy Book link will not show any calendar events that intersect with events on your calendar to which you have RSVPed 'Yes' or 'Maybe'. If you see interview slots showing when you are unavailable on your Google calendar, check if they are a 'Events from Gmail' event type. In your Google Calendar settings, if 'Events from Gmail' visibility is set to Only me or Private, they will be ignored by the Easy Book link. Update your events from Gmail to 'Calendar default' visibility. For complete information on events from Gmail settings refer to Google's help article on managing your events from Gmail.
No. Any interviews scheduled via Easy Book links are publicly visible to anyone with access to the interviewer's calendar upon generation. Once an interview has been generated via an Easy Book link, users with edit access to the opportunity associated with the interview can manually mark the interview as private by navigating to the opportunity, clicking the Reschedule button, and selecting the 'Set as Private Event' checkbox in the scheduler.