Select your preferred candidate and change the stage to Interview or another custom stage classified as a meeting.

The interview scheduling screen will open. Click the calendar icon next to the date and select the day and time of the meeting so the candidate knows when the interview will take place. In the Meeting date and location section, choose the address where the interview will be held or mark that it is an online meeting. The list of Meeting locations can be defined by the Administrator and the Recruiter in the Account Settings.

If you’re recruiting candidates remotely, eRecruiter also allows you to conveniently and quickly schedule online meetings with candidates. You can read more about how to use this feature here.

If you want to add someone to the meeting (another recruiter or manager), you can select them from the list in the Meeting attendees section. This way, they will receive your invitation in their email inbox and will be able to automatically add the meeting to their Outlook calendar.

Note: If you can’t find the person you want to invite to the meeting, check this article.

Scheduling meetings with candidates and business stakeholders can be further streamlined with the Scheduling Assistant, available in your system after integrating eRecruiter with Outlook or Google Calendar. This feature allows you to check the availability of everyone’s calendars directly from the system, select a convenient date and time for all participants, and book the meeting. You can find more information about the integration and the Scheduling Assistant here.

When inviting additional participants to a meeting, you will see their status in the eRecruiter system. You don’t need to take any extra steps – just send the invitation. After sending it, participants will receive two emails:

The appearance of the messages may differ depending on the email client used.

The status of participants will be visible on the system’s main page – in the tile assigned to the specific meeting.

You can also suggest multiple meeting times for the candidate to choose from. To do this, use the "Meeting proposal" option available on the candidate’s profile.

Clicking it will open a screen where you can schedule meeting times for the candidate to choose from. The same result can be achieved by clicking the calendar icon in the application list for a given recruitment.

The planner screen is divided into two sections. On the left, you’ll find the meeting settings, and on the right, the calendar window shows the availability of meeting participants and allows you to select times to send to the candidate for them to choose from.

Important! Green slots can also be selected in areas marked with red or blue slots – this option is not restricted.

When creating a meeting proposal, you can select the “Make a interview automatically” option. This means that once the candidate chooses a time, the meeting will be scheduled immediately (which automatically updates the stage to the selected meeting) and you won’t need to confirm anything further.

Right after you click “Send” in the planner, the candidate will receive an email with your meeting proposal. (This is a standard email and cannot be edited.)

The candidate receives an email with a link. When they click it, they will see the meeting times you proposed and can choose one of them.

The candidate can see the meeting details (type, duration, and, if applicable, location), as well as the company and the recruitment the meeting refers to. The calendar highlights the days with proposed time slots, and the current day is also marked for the candidate’s convenience. Only one time slot can be selected.

If the candidate clicks the option to book a time, they will then have the opportunity to enter any questions they may have before the meeting. The organizer will receive the candidate’s comment along with the confirmation email.

If the candidate clicks the “none of the times are suitable” option, they can also add an optional comment. There, they can propose their own time or provide a reason for declining the meeting. The organizer will receive the comment along with an email notification about the declined invitation.

If the candidate has no available time slots to choose from – all have already been booked or are in the past, they will see a screen where they can express interest in setting a new time and add an optional comment, for example, with their own proposed date.

If the proposal was sent without the automatic scheduling option, once the candidate books a time, you will receive a notification with a link directing you to complete the meeting scheduling process.

On the system’s main page, below the calendar, there is an option to access the list of created meeting proposals (tentative meetings).

In the Notifications section, you can send an SMS or email to the candidate with the meeting details. Choose the type of notification you want to send to the candidate. You can choose from:

After clicking Go to message editing, you will be able to preview and edit the content of the notifications to be sent. You can edit the e-mail message if needed or add an attachment. Keep in mind that the system Administrator can permanently edit the default message templates in the Account Settings.

When scheduling a meeting, the option to send an e-mail reminder 24 hours before the meeting will be selected by default. This message is defined by the Administrator in the system settings, and from the meeting screen, you can also preview or edit its content.

You can also add a special link to the email invitation that allows the candidate to confirm or decline the meeting. You can do this in two ways:

Once you send the invitation, the candidate will receive an e-mail containing a link that allows them to either confirm or decline the meeting:

The candidate can make a decision only once, meaning they cannot revisit the link to change their choice. Once the candidate has made a decision, the meeting host is notified in two ways:

If the meeting is declined, the meeting host will receive an email, and the meeting tile in the system will turn red:

However, this does not mean that the meeting has been automatically canceled.

To cancel or edit it, click the three-dot icon on the meeting tile and select the appropriate option.

If the meeting is confirmed, the meeting host will receive an email, and the tile in the system will display a green icon next to the candidate’s name.

You can also edit the content of the SMS confirmation and preview the automatic reminder sent 24 hours before the meeting. Similarly to email messages, the default content of SMS templates can be edited by the Administrator in the Account Settings.

To confirm the meeting, click the Send button in the bottom-right corner.

In the meeting reminder sent to the candidate, there is a link that allows them to cancel the meeting. When they click the link (or reply to the SMS with “NO”), you will immediately receive an email notification of the action. This way, you know right away that the meeting will not take place and can plan further actions regarding this candidate. From the email you receive, you can directly proceed to delete or edit the meeting in the eRecruiter system.

The meeting will be saved in your calendar on the system’s home page, with the meeting day highlighted in blue. You can view the meeting details by clicking on the date in the calendar:

In the recruitment you are working on, select the preferred candidate you want to invite to a meeting and go to their profile (click on their name or photo).

Select the stage classified as Interview to invite the candidate to a meeting.

After changing the stage, the meeting scheduling window will appear. From there, proceed in the same way as described above :-)