What is a shared calendar?

when setting up ashby, we recommend configuring a shared calendar as part of your google workspace integration if you're using the microsoft 365 integration, this is known as a group calendar how do i create and add a shared calendar to my ashby account? google workspace shared calendar setup the person setting up the google workspace integration and the person adding the shared calendar must both belong to the same primary domain that is authorized in ashby create & share a calendar in google calendar to set up your shared google calendar create a new calendar within google in google calendar, click on your new calendar in the left hand menu scroll to the share with specific people section add everyone who schedules interviews by entering their email addresses and give them at least make changes to events permissions scroll to integrate calendar and copy the full calendar id integrate the shared calendar with ashby navigate to admin> integrations> google workspace> shared calendars click add calendar paste the calendar id in the email/calendar id field and click add m365 group calendar setup create a group calendar in microsoft 365 to get started create a microsoft 365 group add people that will be scheduling interviews to that group as members this group will have a calendar attached to it that all added members of the group will have write access to important group requirements it must be public it must be a group (not a distribution list or shared mailbox) teams capabilities should be enabled it must be mail enabled (not a security group) make sure “hide this group from the global address list” is unchecked these requirements are critical for the calendar to sync correctly with ashby integrate the group calendar with ashby to integrate your group calendar navigate to the microsoft 365 integration settings in admin > integrations > integrations marketplace in the integration settings, click the group calendars tab click add calendar image png this calendar will become the default calendar when scheduling interviews anyone who is scheduling on that calendar will need to go through the individual microsoft 365 authorization in personal settings things to note to schedule interviews onto this calendar, users will need to authorize with individual oauth in personal settings the organizer of the meeting will be the group name, and interviewers will be attendees therefore, the group should be named something that can be externally facing as it will show on candidate invites when a new calendar is authorized, users should re authenticate in their personal settings what does a shared calendar do? makes rescheduling interviews easy a shared or group calendar is essentially a calendar that every user who can schedule or reschedule interviews should have access to when interviews are scheduled, calendar invites are sent out to the candidate and to the panel but events are also added to a calendar that is specified either within the schedule interview activity or when manually scheduling the interview how to select the calendar the event is added to when completing a ‘schedule interview’ activity how to select the calendar the event is added to when completing a ‘schedule interview’ activity how to select the calendar, the calendar event is added to when manually scheduling an interview how to select the calendar, the calendar event is added to when manually scheduling an interview we recommend setting up a shared calendar so, if the interview needs rescheduling, users who can reschedule will have access to the calendar this interview event is on and therefore the capability to edit it they can then successfully reschedule the interview in ashby if the calendar for the interview or schedule interview activity is set to personal calendar of scheduler, the event will be added to the personal calendar of the user scheduling as users don’t usually have edit access to one another’s calendars, this can cause errors when trying to reschedule interviews added to personal calendars all interviews visible on one calendar having a shared calendar for all interviews also allows those with access to the calendar to view all scheduled interviews in one place, while ensuring that the interview events they aren’t on the panel for aren’t being added to their personal calendar and blocking availability unnecessarily faq why can’t i schedule to the shared calendar? if you aren’t able to schedule people to the shared calendar, that means you haven’t been added to it this can be adjusted on the settings page of that calendar why am i seeing two calendar events for an interview on my personal calendar? when booking an interview and sending out calendar invites, calendar events are sent to three calendars separate calendar events are sent out for interviewers and candidates so party specific interview information can be included one set for the calendar the overall interview is scheduled on one for the interviewer’s calendar one for the candidate’s calendar if there are multiple interviewers on the panel, an event will be sent out for each interviewer’s individual calendar if the overall interview is scheduled on an interviewer’s personal calendar, they will receive the calendar event for the calendar that the overall interview is scheduled on, and will also receive the calendar event for themselves, as an interviewer to avoid multiple events, ensure that the shared calendar is selected when setting up a schedule interview activity and when booking in one off interviews it’s also important to ensure that all users who are scheduling interviews have write access to the shared calendar once scheduled, the calendar the interview is scheduled on cannot be changed the interview would need to be cancelled and rebooked what does ‘default interview calendar’ mean? if you have a shared calendar in place, you will see this option when setting up a schedule interview activity, along with the name or names of shared calendars you have set up as part of your https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars if only one shared calendar is set up in your account, the ‘default interview calendar’ is referring to that shared calendar, as it will automatically be set as the default if you have set up multiple shared calendars, you can select the default https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars within the google workspace integration settings can i customize the colors of the ashby events in my shared google calendar? this isn’t currently possible in ashby does availability pull from the shared calendar? if an interview is already booked at one time, does that mean another with other interviewers can’t be booked at the same time? availability is pulled from your interviewer’s personal google calendars, not from your shared calendar as such, if one interviewer is scheduled for an interview on monday at 11am and another interviewer is available at that time and assigned to the panel on another interview, they can also be booked for monday at 11am can i book two concurrent interviews on the same shared calendar? yes, you can schedule concurrent interviews on the shared interview calendar we’ll flag scheduling conflicts for interviewers based on the events they have in their individual calendars how do i add people to the shared calendar? if a user isn’t able to schedule people to the shared calendar, that means they haven’t been added to it you can adjust this by heading to the shared with specific people or groups section of your calendar’s settings in google calendar click + add people and groups to then add additional users how do i delete a shared calendar in my ashby account? navigate to the google workspace or microsoft 365 integration panel within the integrations marketplace click on the shared calendars or group calendars tab, then click more and delete on the shared calendar you’d like to remove please note that this action cannot be undone