Direct Booking & Candidate Availability Links

direct booking saves time scheduling by allowing candidates to choose a time on their interviewer's calendars candidate availability links can be sent to the candidate so they can determine when they are available for an interview you can then manually schedule the candidate from their given availability overview direct booking direct booking links can be sent to candidates so they can view the panel’s availability they can then select a suitable date and time and schedule their interview directly direct booking links can be sent when the interview activity only has one interview event direct booking links are specific to the candidate, job and interview stage if you’d like to create direct booking links that can be used across multiple candidates (for example, for sourcing and using sequences), check out docid\ fyg7 o qk73981cicoxju please note that public booking links must still be linked to a job and interview stage candidate availability candidate availability links can be sent to candidates so they can add in their availability you can then manually schedule their interview based on the time slots they’ve provided candidate availability links are useful for when the interview activity has multiple interview events (for example, an onsite with multiple panels) or interviewers haven’t been assigned yet scheduling permissions required to schedule an interview see the chart below for more information on who can schedule a candidate in for an interview, either by sending out a direct booking link, or manually scheduling interviews access role has access? limited access ❌ agency user ❌ elevated access external recruiter (not linked to an agency) ❌ elevated access analyst ❌ elevated access hiring team member ❌ elevated access hiring manager ✅ elevated access admin ✅ elevated access admin private ✅ organization admin ✅ create an email template while not required, as a first step we suggest setting up email templates to use for sending out direct booking links and candidate availability links you can create an email template in admin > organization setup > https //app ashbyhq com/admin/organizational settings/email templates click + new to create a new template you will need to set up separate templates for your direct booking links and for your candidate availability links if you’d like to pre fill your email to the candidate with the direct booking link, click the t icon in the toolbar when creating your email template search for and select the direct booking link substitution token to add it to your template if you’d like to pre fill your email to the candidate with the candidate availability link, click the t icon in the toolbar when creating your email template search for and select the candidate availability link substitution token to add it to your template once set up, you'll be able to select the pre drafted template when emailing a candidate if you'd prefer, the scheduling link will be available to copy on a candidate's profile and you can write a new email each time there are two routes that you can take to send out direct booking and candidate availability links configuring schedule interview activities to help automate your process, or generate and sending one off links from the candidate profile for scheduling automate direct booking & candidate availability generation via schedule interview activities (recommended) schedule interview activities help you configure interviews for each of your interview plan stages in advance then when a candidate is moved to this stage, all of the details are pre populated and you can simply copy and send or email out your direct booking or candidate availability link for more information on configuring scheduling interview activities, check out docid 0z5jm eqkvzq oqc03rer we would recommend using schedule activities to streamline your process instant direct booking and candidate availability links if you’d like to schedule in a one off interview for a candidate, you can generate direct booking and candidate availability links directly from their profile direct booking links instant direct booking links allow you to send a candidate a link where they can select an interview time slot from the interviewer’s availability to generate an instant direct booking link for a one off interview from the candidate’s profile click + new interview select create direct booking link determine the interview details on the instant booking link pop up, including the interview type, location, interviewers and meeting organizer click create booking link select your email template from the email to candidate dropdown to draft an email with the booking link and hit send link… to view your email draft if sending the link via another route, click copy link to copy the direct booking link and sent it to the candidate candidate availability links instant candidate availability links allow you to request availability from a candidate for an interview to generate an instant candidate availability link from the candidate profile click + new interview click schedule new interview head to the template tab on the left hand schedule menu determine the interview event/interview events with the add shared interview button assign your interviewers using the configure interviewers option (more on assigning interviewers at docid\ u87fcsbruh9pkclyl2qko ) use the other tabs to configure any other settings for this specific interview (by default, the interview will follow your {{scheduling defaults}} more on this at docid\ obyntivrg5pxertem4tml ) once at least one interview event has been configured in templates, navigate to current click create candidate availability link to generate your candidate availability link go back to the candidate profile and hit schedule hover over request candidate availability and either copy or draft an email to send out the availability link screenshot 2024 09 19 at 10 06 12 png edit availability window for candidate availability please note if you’d like to amend your own availability for interviews, please check out docid\ uzctzxvpfxqeftmihw jo this option allows you to amend the window that candidates can add their availability in for as part of the request candidate availability section, you now have the option to specify a window of dates that candidates can submit their availability in when preparing to send out your candidate availability link, click schedule on the interview activity on the candidate’s profile, then hover over request candidate availability from here, click edit availability window within the edit availability window pop up, select either rolling days or custom date range rolling days a dynamic window, starting from the earliest available interview date this will adjust depending on when the candidate clicks on the link so if the window is set to be 14 days and the candidate clicks the link on the 1st, they will see suitable availability up until the 15th if they then opt to go back and add their availability on the 3rd, they will be able to add in availability up until the 17th of the month if you see dates greyed out, this may be because it is outside of your minimum notice you can hover over it to confirm custom date range set a specific start and end date for availability, or just an end date if you need the candidate to add availability before a specific date the specified range will remain the same regardless of when the candidate visits the page once you’ve established your scheduling window, you can then finalize your availability window if you’d like to remove or add dates within the availability window, you can click on them on the finalize availability calendar company holidays and weekends will be excluded by default if you have custom meeting hours set for the interview activity (more on this docid\ uzctzxvpfxqeftmihw jo ), any days that don’t have meeting hours set will also be excluded you can then click save and copy link to confirm the availability window and copy the candidate availability link to send out to the candidate if you make changes to your availability window, you will need to click save and copy link in order for the changes to apply to the existing candidate availability link what the candidate sees direct booking when your candidate clicks on the direct booking link, they'll be taken to a landing page that uses the same brand elements you configured on the https //app ashbyhq com/admin/organizational settings/theme page in admin the avatar of the meeting organizer or the interviewer will be displayed once they select a time, both the candidate and interviewers will receive calendar invites if you’ve selected phone call as the location for your interview, then the candidate will also be prompted to enter their phone number candidate availability when your candidate clicks on the candidate availability link, they'll be taken to a landing page that uses the same brand elements you configured on the https //app ashbyhq com/admin/organizational settings/theme page in admin the avatar of the meeting organizer or the interviewer will be displayed once they add in their availability, the meeting organizer will be notified so they can manually schedule the interview scheduling interviews after candidates have submitted their availability if you are sending out calendar availability links, once the candidate has provided their availability, you can then manually schedule in the interview on the candidate profile, click start manual schedule on the interview activity you’ll be taken to the calendar interface to view the candidate’s availability, click on the interview date field the candidate’s availability is listed at the bottom of the pop up and dates with availability have a green dot in the bottom right corner on the calendar view you can also use the candidate availability dropdown menu to see the candidate’s availability directly alongside your interviewer calendars you can choose to either view all submitted availability, the availability submitted for this particular interview schedule or to hide submitted availability this setting will also impact the candidate availability listed in the interview date field once a suitable date and time has been found, click configure communications to determine your calendar invite and reminder settings once your communication settings are in place, click schedule to book your interview faq why is direct booking unavailable on my job template? if you hover over the red direct booking icon on your interview activity on your job template, you will see the following message this message will disappear on jobs generated from this template it shows on the template because the template itself is not an active job i' m seeing a missing value for message when pulling up an email template why? this error will show if the value cannot be found this is particularly common when you’re trying to send a direct booking link but an interview activity hasn’t been generated and a booking link hasn’t been created for the candidate you’re trying to send a candidate availability link but an interview activity hasn’t been generated and a candidate availability link hasn’t been created for the candidate if you’re trying to send out a survey and the survey request and link haven’t been generated yet if an interview has not been scheduled yet (panel information can only be pulled for interview emails if the interview has already been scheduled) how do i reschedule an interview? you can read more on rescheduling docid\ rdyowihar0zidudlxw2fn candidates can also reschedule via their direct booking link if they scheduled via direct booking by clicking find a new time on the interview confirmation page c an i invalidate a direct booking link or candidate availability link once i’ve generated it? you can indeed! to cancel a direct booking link, click the schedule option on the activity on the candidate’s profile from here, you will see the option cancel direct booking link when you click this option, the activity will remain on the candidate profile but the direct booking link has been invalidated to cancel a candidate availability link, click the actions button, then cancel candidate availability link the interview activity will remain on the candidate profile but the candidate availability link will be invalidated if you wish to switch to sending out a direct booking link instead of a candidate availability link for an interview or vice versa, you will need to cancel the initially generated link first i' m getting an active meeting request already exists error when trying to generate a candidate availability link what’s going on? this is because a direct booking link has already been generated for the interview activity and needs to be removed before a candidate availability link can be generated to send out to the candidate click schedule on the activity, then click cancel direct booking link you’ll then be able to generate a candidate availability link can i set specific dates of availability for a booking link (for example, only being able to book the interview between 3rd and 12th of the current month)? no, availability for booking links is pulled from company, personal, or interview activity specific meeting hours more on setting these up at docid\ uzctzxvpfxqeftmihw jo can i assign multiple potential locations to a direct booking link? for example, zoom or a phone call? you can only assign one location to a schedule interview activity or direct booking link it’s not currently possible to assign multiple locations, or set conditional locations do candidate availability links take interviewer calendars into account? candidate availability links only ask the candidate to add in the dates and times they are available, they do not display the interviewer’s availability candidates will be able to select any days and times they are available and are not limited by company, interviewer or interview specific meeting hours they will only be limited by any availability windows set on the activity the interview is then manually scheduled based on times that are suitable for both the candidate and the interviewer the candidate will not be able to add in availability over the weekend by default is it possible to let the candidate choose the interview location when booking an interview (for example, either via zoom or phone call)? this currently isn’t possible the interview location is determined via the location field when setting up the interview or schedule interview activity so would be determined prior to the booking link being sent can candidates resubmit or edit their availability once submitted? candidates can resubmit their availability if they need to make any changes if the interview has yet to be scheduled, they can use the original candidate availability link to navigate back to the confirmation page, then click edit availability they can then add, remove or edit any added availability they can then confirm their changes by hitting submit if they do not submit their changes, they will not be saved if the interview has already been scheduled or completed, then they can navigate to that same confirmation page but will see an update availability button instead they can then confirm any changes by hitting submit if they do not submit their changes, they will not be saved can i send a direct booking and candidate availability link to a candidate in one email? if you have multiple schedule interview activities for a stage, when you move the candidate to this stage, multiple activities will populate for you to take action on you can opt to generate a direct booking link for one activity and a candidate availability link for the other for more on creating schedule interview activities, check out setting up schedule interview activities to generate the direct booking link for one of your activities click the copy direct booking link option on the generated activity (or schedule > send direct booking link > copy direct booking link) to generate the candidate availability link for one of your activities click the copy availability link option on the generated activity (or schedule > request candidate availability > copy candidate availability link) once the links have been generated, draft the email to send out to the candidate if you have both the direct booking link and candidate availability link substitution tokens included, both should pull the appropriate urls from the activities h ow do i set my availability for direct booking links? check out docid\ uzctzxvpfxqeftmihw jo for more information on setting your availability as an interviewer why does an interview slot in my schedule template show that the slot is invalid when i add an interviewer into said slot? this error will show if the selected interviewer meets any of the following criteria is a service account user account is disabled in ashby is globally paused for all interviews doesn’t have a google workspace or microsoft calendar