Meeting Hours

meeting hours allow you to set regular availability for scheduling interviews meeting hours can be set for the company, for individual interviewers, and for schedule interview activities please note that busy events on google or microsoft calendars will also sync over and block off availability if you have either integration configured as such, any specific dates your interviewer is unavailable or ooo should be synced over and taken into account when showing availability permissions setting meeting hours see the table below for information on the permissions needed to set company wide, personal and interview specific meeting hours access role can set company wide meeting hours? can set personal meeting hours? can set interview specific meeting hours? limited access ❌ ✅ ❌ agency users ❌ ❌ ❌ 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 ✅ ✅ ✅ only organization admins can amend company wide meeting hours each user that has their calendar connected in ashby will be able to adjust their own personal meeting hours those with elevated access admin access or higher are able to set specific meeting hours on schedule interview activities set company meeting hours in admin > interviews & scheduling > meetings & time zone https //app ashbyhq com/admin/organizational settings/meetings and time/meeting hours , you can set the meeting hours for the company as a whole if personal meeting hours or hours for the interview schedule activity have not been set, the hours listed here will show as the interviewer’s availability events marked as busy on the interviewer’s google calendar will be taken into account when showing their availability you can click and drag on the schedule to add or remove meeting hours purple indicates available hours, whereas the white areas indicate times that are not available for scheduling how do meeting hours work with interviewer timezones? meeting hours will show in the interviewer’s time zone, so if your interviewer is in mdt and the company meeting hours are set from 9 00am 5 00pm, this would be reflected as 9 00am 5 00pm mdt for that interviewer (provided they have not set their own personal meeting hours) set personal meeting hours each user can set their own personal meeting hours by heading to personal settings > meeting hours https //app ashbyhq com/settings/meeting hours they can check the enable custom hours? checkbox and then set the hours they are available meeting hours set here will override the availability set for company meeting hours if the user is specified as an interviewer conflicts on the user’s google calendar will be taken into account when showing the interviewer’s availability company holidays on the company holidays tab, you can determine any company wide or public holidays that are on the company calendar once company wide holidays are added, the entire team will be marked as unavailable for interviews for the full day this means when using manual scheduling, interviewers will be shown as unavailable for meetings on company holidays when using direct booking, candidates will not be able to schedule interviews on company holidays when requesting candidate availability, company holidays will not be selectable by candidates when requesting proposed schedules for debriefs, company holidays will be excluded from the proposed dates time zone here you can set your organization’s default time zone this timezone will be used for any users who haven’t synced their google calendar in ashby, or who haven’t specified their own time zone in their personal settings you can read more on how time zones work here docid\ uzctzxvpfxqeftmihw jo set meeting hours for a schedule interview activity see setting up schedule interview activities docid 0z5jm eqkvzq oqc03rer for more information on setting meeting hours within schedule interview activities troubleshooting availability after generating a direct booking link for an interview, you can use the troubleshoot availability option to check that availability is showing as expected to access the troubleshoot availability option, click actions on the activity in question, then troubleshoot availability if you test your booking link and don't see your availability reflected correctly, this tool will help you diagnose why if you are seeing an option that is unavailable when it shouldn’t be, you can click on the exclamation point beside the time in question to see why if unavailable times are showing a this time is outside user’s meeting hours message when troubleshooting, be sure to check the meeting hours for the schedule activity first then have the user or users listed as interviewers check their meeting hours in their personal settings if either are active and set, they will override company meeting hours faq how can i ask the candidate for their availability for an interview? when setting up an interview for a candidate, you can create a candidate availability link this link that will prompt the candidate to select when they are available you can then schedule in the interview based on the availability they provide you can read more on this at direct booking & candidate availability links docid 8syy2li7vkire 76zrwwm my google events aren’t blocking off my availability why? if the event is on an external personal calendar that is shared with your company google account, those events will not be taken into account those events would need to be added onto your company calendar to block off from your interview availability if the event is on your company google calendar, check if the event is set to free only events set to busy will block your availability if interviews have been booked in ashby but the calendar invites have not been sent out, those interviews will block availability for the interviewers on the panel do my google working hours translate to meeting hours in ashby automatically? they do not we’d recommend adding in personal meeting hours that match your working hours in google how do timezones work in ashby? the timezone set on your account, along with your meeting hours , determines your availability for interviews you can check the timezone on your user account in personal info https //app ashbyhq com/settings/personal info if you have the google workspace or the microsoft 365 integration in place, then your timezone will sync over from your google or microsoft calendar you can also set interview activity specific timezones in the meeting hours tab on each schedule interview activity setting a primary interview timezone allows you to ensure that any custom meeting hours you set for that schedule interview activity will be reflected in that timezone, even if interviewers have a differing timezone set in their personal settings schedule activity timezones you can also use the drop down to select your timezone if it is not the same as the organization’s default timezone (set in meetings & time zone https //app ashbyhq com/admin/organizational settings/meetings and time/timezone ) and it’s not syncing over from your google calendar if you do not see synced from google calendar or synced from calendar in the your timezone field, this may be because the domain on your email does not match the domain of the google workspace or microsoft 365 tenant integrated with ashby if you have a secondary domain on your google workspace or microsoft 365 tenant, please reach out to support at support\@ashbyhq com to get this added help! one of my team is showing as available for interviews all day everyday users can only set personal meeting hours if their google calendar is synced if the user was added manually and not provisioned automatically via the google workspace integration, ask them to them sign out and then log back in using the sign in with google option this should help ensure their calendar is synced and they will then be able to set personal meeting hours can i sync additional personal calendars with ashby? you can you can read more on adding additional personal calendars here if you're looking to sync company holidays, we would recommend using the company holidays tool listed above docid\ uzctzxvpfxqeftmihw jo can i add meeting buffers to avoid back to back interviews? you can! if you'd like to apply meeting buffers to interviews by default, check out setting scheduling defaults docid\ obyntivrg5pxertem4tml for more on adding meeting buffers to a schedule interview activity, check out setting up schedule interview activities docid 0z5jm eqkvzq oqc03rer