We recommend using a shared interviews calendar, as opposed to a personal calendar, for scheduling interviews for your entire team.
There are 2 benefits to a shared calendar:
- The recruiting team or anyone involved in scheduling will be able to know what interviews are happening at your organization
- Anyone on the team will be able to help schedule/reschedule interviews
Creating a shared calendar
An interviews calendar should be created from Google Calendar *not* by your Google Apps administrator (This means firstname.lastname@example.org only has the Calendar function but not Gmail and thus cannot send/receive emails).
Click on the triangle drop-down menu and select “Create new calendar”
Then, go into the Settings of that newly-created calendar to edit sharing settings. The whole recruiting team (everyone involved in scheduling/rescheduling) should be added and granted the highest-level access, “Make changes AND manage sharing.”
The shared calendar will now be available for you to select when you’re scheduling interviews.
Note: If you schedule an interview on your personal calendar (e.g. email@example.com) and a hiring manager RSVPs “no” in response to the Google Calendar invite, you get a email notice that says “XYZ and declined this invite.”
Because there is no email associated with the firstname.lastname@example.org account, at its current state you will NOT know when someone “declines” an event. 2 possible solutions you can choose from:
- Train your hiring managers to let you know via email or another means, NOT by simply RSVP'ing “no” if they can’t make an interview.
- Turn on event response email by going to Calendar Settings, and “Edit Notifications”. Check “event responses”. You will then get ALL event notifications — you could create an email filter that filters out “Accepted” notifications since those will just clutter up your inbox (instructions).