Advanced Scheduling Automation Add-On

the advanced scheduling automation add on includes functionality to automate interview scheduling processes to a degree that goes well beyond what is typically found in an ats this is an add on to the all in one recruiting plus plan those on the foundations plan must upgrade to plus plan in order to purchase this add on this add on can be purchased by customers on the plus plan and is included in the enterprise plan interviewer training see docid\ c eo5ek8ip34bcrzy2epb for more details the interviewer training feature enables automatically tracking shadows and reverse shadows before moving team members into the qualified list of interviewers in a pool setup requirements to enable interviewer training, interviewer pools must be in place https //app ashbyhq com/admin/interview/interviewer tags head to the settings tab in the interviewer pool to enable training via the requires training? toggle auto schedule the auto schedule feature automatically generates schedules based on your team’s calendars schedulers can select from a short list of options then finish out the scheduling process setup requirements please ensure you have interviewers set up on {{schedule interview activities}} their calendars will be used to find suitable times when providing proposals you can read more on configuring interviewers at interviewers assigning, rescheduling and setting interviewer limits activation on the schedule interview prompt on the candidate’s profile, click schedule , then auto schedule as part of the interview setup, you’ll be prompted to confirm the interview activity settings as a first step you can opt to unlink the interview from the interview activity to make any last minute changes next, you’ll be prompted to select the dates you’re considering for the interview, confirm the primary timezone, and determine whether interviews with multiple events can be scheduled over multiple days, or allow breaks between interviews for flexibility once these details are confirmed, you’ll be presented with some proposed times select a time from the list you’ll then be able to view the panel, then configure your invites prior to scheduling the interview please note that if interviewers have a lot of availability across the interview dates specified, all possible time slots may not be listed in the proposed schedules tab scheduling requests and interviews dashboard please note that this interviews dashboard is where scheduling requests and interviews can be tracked and actioned for the interview core dashboard containing key interview metrics and data, please check out core dashboards scheduling requests are simple forms directly in ashby that your team can use to create scheduling tasks for recruiting coordinators once submitted, interviews with requests can be viewed in the interviews dashboard the interviews dashboard is a tool that anyone can access to manage interview scheduling, check on the scheduling status of interviews, and take action on scheduling requests the scheduling status of those interviews and requests updates in real time setup requirements enable scheduling requests by heading to admin > interviews & scheduling > scheduling requests & queues switch on the enable scheduling requests? option to allow scheduling requests to be created on interview schedule activities on candidate profiles scheduling request queues scheduling request queues enable your team to assign scheduling requests to a queue instead of directly to a specific recruiting coordination these can be helpful when you have multiple coordinators responsible for scheduling within a certain part of the business, or across your whole company each queue can have multiple members when a scheduling request is assigned to a queue, members of this queue will see those requests in the interviews dashboard and will be able to claim them based on their bandwidth recruiting coordinators can be members of more than one queue, and membership is easy to adjust (e g if you need someone to cover a queue while another member is out of office) if you’d like to create queues for scheduling requests (to add requests to a specific list that a set number of users can handle), you can do the following click + new when on the scheduling request queues tab name your queue add members to your queue these are users who will be prompted to handle the scheduling requests assigned to this queue scheduling request forms (optional) if you’d like to require a request form, switch on require request forms for scheduling requests? create a form to capture important context in scheduling requests that for recruiting coordinators to reference for scheduling you can create and edit existing forms by heading to admin > interviews & scheduling > scheduling requests click + new while on the scheduling request forms tab name your scheduling request form add fields to your form by clicking add question if you’d like to split a longer form into sections, click add section create additional priority levels (optional) scheduling requests can be classified with a priority level to ensure that the most important scheduling tasks are picked up first there are 3 priority levels available by default, which can also be customized priority labels and descriptions will be visible in the interviews dashboard to easily distinguish between different types of requests you can also create additional priority levels to assign to scheduling requests within the priority tab of scheduling requests to do this click + new on the priority levels tab and name your new priority level add in a description or details as needed once you’ve configured your scheduling request settings, you can prompt your team to start submitting scheduling requests as a part of this we would recommend that you and those involved with completing or tracking scheduling requests add the interviews dashboard to their home page you can add the interviews dashboard to your home page via the views option click + add , then select interviews dashboard the interviews dashboard is where you can track any generated scheduling requests creating a scheduling request to create a scheduling request click the create scheduling request button (or schedule > create schedule request ) on the scheduling activity add in the interview priority, the request assignee (or queue) and optionally select a request form and complete it prior to submitting the request customizing schedule details if you need to view and amend any of the interview schedule details linked to the schedule request, click the schedule tab this can be helpful for cases where necessary changes to the schedule for a specific candidate’s interview are already known instead of writing out detailed instructions in your request for a recruiting coordinator to follow, you can make those adjustments immediately and save several steps for your team if you’d like to customize the schedule for a specific candidate, you can unlink it from the linked template pulled from the activity on your job’s interview plan to do this click customize schedule please note that this will unlink the schedule from the template on your job’s interview plan from here, you’ll now be using a custom template for this activity and so changes to the template on the interview plan will no longer impact this specific interview activity you can make changes to the interview schedule (e g add, remove, or rearrange interview events), change interview length, adjust interviewer slots, update meeting rooms, and toggle whether to include a debrief if you need to revert any changes and go back to the original template provided by the interview schedule activity on your interview plan, click switch to linked master template once you’ve reviewed your schedule and schedule request details, click submit to submit your request any changes to your schedule will save automatically, whether you choose to submit the request or not this means that the assignee picking up the request will work on the latest version of this schedule activity and won’t need to make any amendments themselves they can just open the request and schedule it with the needed amendments already made if you need to make changes to the request, click view scheduling request, and click edit request make any changes, then click submit request again to confirm your changes viewing scheduling requests the user scheduling can view scheduling requests and the status of other interview activities via the interviews dashboard on their home page to add additional filters, click the filter button to select fields to filter by once you’ve configured your filters, you can click save as new to save your filter so you can return to it easily in the future if a scheduling request has been sent to a queue, a user can claim the request to assign it to themselves to action to do this, click claim in the request details column if you need to make any adjustments to the scheduling request, hover over the information in the request details column you can then click edit on the scheduling request pop up to make any edits without leaving this page requests can also be viewed while scheduling for easy reference interview schedule activity status interview schedule activities will have a status assigned to them within the status column of the interviews dashboard the status of an activity will update automatically as it progresses through the scheduling process you can read more about each status below status definition needs scheduling/needs to be scheduled a scheduling request has not been generated for this interview and it is yet to be scheduled scheduling requested a schedule request has been submitted for this interview waiting on candidate booking a direct booking link has been sent out to the candidate but they have yet to schedule waiting on candidate availability an availability link has been sent out to the candidate but they have yet to submit their availability for an interview candidate availability submitted the candidate has provided their availability via a candidate availability link and is waiting to be scheduled scheduled the interview has been scheduled (this status will show regardless of whether calendar invites have been sent or not at the point of scheduling) waiting on feedback the date and time of the interview has passed and interviewer feedback is yet to be completed on hold the interview date and time has been put on hold, rather than been scheduled complete interview date and time has passed and feedback has been completed or skipped scheduling request status scheduling requests also have an associated status, which can be seen in the interviews dashboard status definition unsubmitted a scheduling request draft was started, but has not yet been submitted unassigned the scheduling request has been submitted and added to a queue, but has not yet been assigned to a specific recruiting coordinator assigned the scheduling request has been directly assigned to a recruiting coordinator, or claimed by one off a queue completed the interview related to this scheduling request has been scheduled, marking the request as “completed” auto schedule automation there are new activities associated with scheduling automation auto replace interviewer on decline when an interviewer declines and interview more than 24 hours ahead of the interview, they’ll automatically be replaced in the schedule and the invites will be resent setup requirements have interviewers and alternates (an interview pool/multiple people per slot) added to schedule interview activities on your interview plan having alternates will ensure we can select another interviewer if the original interviewer declines activation toggle on automation tab of the schedule template automatically scheduling upon receiving candidate availability automation can be put in place that will automatically email you with interview proposal times when a candidate submits their availability you can then select a proposed time and schedule the candidate in from there setup requirements to enable this option, a schedule interview activity must be in place, with the generate suggested schedules when availability is submitted? toggle on ensure that the job has a hiring team listed so users on that team will receive notifications when the candidate submits their availability activation choose the request candidate availability option from the schedule option on the interview activity on the candidate’s profile hold scheduling the hold feature enables you to place \[hold] calendar events on interview calendars this will not email or send invites to the candidate you’ll see the option to add a hold event when either manually scheduling or using auto schedule options to book an interview the option will be available at the calendar invites stage of scheduling when used you’ll have the options to hold silently events will be placed on interviewers' calendars, but no notification will be sent for the initial invite or for subsequent updates while the interview schedule is held hold & notify events will be placed on interviewers' calendars, and but they will be notified for the initial invitation they will not be updated for subsequent updates while the interview schedule is held please note that the hold option is not available when rescheduling an interview activation click the hold button in the scheduling workflow for either auto schedule or manually scheduling faq do schedule requests show as a task on the user’s home page? not currently but they can be access from the interview dashboard if an interviewer has been scheduled in one interviewer slot, can they also be auto scheduled in place of an interviewer on the same interview (i e take up multiple slots across one or multiple events within an interview)? interviewers who have already been selected for other interview slots will be excluded as possible auto replacements if no other interviewers are available, then an auto replacement will not take place what fields are available for reporting on schedule requests? for scheduling requests, you have the following fields for reporting subject job consideration > interview schedule has scheduling request? whether a scheduling request has been submitted for this interview schedule subject job consideration > interview schedule > request requested by the person who submitted the scheduling request assignee the person who has been assigned the request submitted at the point in time at which the request was created priority the priority assigned to the scheduling reques