Gem ATS: Manually scheduling interviews

Please note: this article refers to the manual scheduling functionality within Gem ATS, which is separate to the Gem Scheduling feature. You can find more information on Gem Scheduling here.

Overview

Book interviews with your candidates using our ATS calendar. This feature integrates Gem with your Google Calendar so that you can easily check availability, create, and send meeting invitations (Outlook support coming soon).

Requirements

• Your team uses Gem ATS
• Your team’s email service is Google
• You have sufficient permission to grant Gem access to your Google Calendar
• Your interviewer has a Gem account
• Your candidate is in a job that already has interviews configured during the job setup

Setup

• Gem
• Zoom (optional)
• Google Calendar

Gem

If you will be scheduling interviews, you will need to grant calendar access.

1. Head to your Gem Settings page.
2. Under “Calendar Access”, click “Grant Access”.
3. Select your work email account and continue to log in.

Zoom (optional)

Your Zoom administrator can connect your Zoom and Gem instances together. This allows you to add a Zoom video call link to your invitations.

1. Go to the Scheduling Settings page.
2. Under “Zoom Settings”, click “Connect to Zoom”.
3. Sign in with Zoom administrator credentials.

Google Calendar

Once you connect your Gem account with Google Calendar, Gem will sync and allow you to choose your own Google calendar to add events to, as well as any other shared calendars you are already a part of. If you need to make a new shared Google calendar that is purposefully built for recruiting (i.e. you want everyone on the team to be able to see all scheduled interviews in a single calendar), you can work with your Google Administrator for guidance on how to set one up. Gem will automatically sync your calendar data, so there is no setup in Gem required for this.

Interview Actions

• Scheduling an Interview
• Canceling an Interview
• Rescheduling an Interview
• Manually logging an Interview

Scheduling an Interview

1. Open a candidate’s application in Gem. This can be done by clicking on their name from your job’s Talent Pipeline page or by clicking on their application button in the Gem sidebar.
2. Within the interview you wish to schedule, click “Schedule interview”. If you do not see this option, go to the job’s “Interview plan” and create an interview for the stage.
3. The resulting window will guide you through the scheduling process.
4. By default, Gem will use the interview duration that has been configured under the job’s Interview Plan. It can be edited, if needed.
5. Click “Add an interviewer” to search and add team members. You can add multiple interviewers, if necessary.
6. By default, the current date will be used. You can click on the date to select a different date using our in-app calendar.
7. Once you’ve found an open time slot that works for everyone, click on that area within the calendar to block it off.
8. Click “Confirm and continue”.
9. Fill in the “Event Details” field.
10. If the interview will be a video call, you can select either Google Meet or Zoom (see “Zoom” section above for setup steps).
11. Under “Calendars”, select the calendar that you wish to send the internal/interviewer version of the event to. If there is a particular calendar that you regularly choose, you can update your default calendar setting from your Gem Scheduling Settings page.
12. On this page, you can also send a personalized message to the candidate. This is optional and if you choose not to, they will still receive an automated message regarding the event.`
13. Double-check all of the details on the page. If everything is correct, click “Schedule interview”.
14. The interview is now scheduled for both the candidate and interviewers.

Canceling an Interview

Note:

• You cannot cancel/remove an interview within Gem if a scorecard has already been submitted for that interview.
• You can still cancel an interview from Google Calendar if you need to, but the cancellation will not reflect in Gem.

Instructions:

1. Open a candidate’s application in Gem. This can be done by clicking on their name from your job’s Talent Pipeline page or by clicking on their application button in the Gem sidebar.
2. Find the interview that you wish to cancel and click on the “…” button.
3. Click “Unschedule interview”.

Rescheduling an Interview

Note:

• Updating an event in your Google Calendar will not reflect in Gem. Only interviews that you’ve rescheduled within Gem will update in Gem.

Instructions:

1. Open a candidate’s application in Gem. This can be done by clicking on their name from your job’s Talent Pipeline page or by clicking on their application button in the Gem sidebar.
2. Find the interview that you wish to reschedule and click on the “Update interview” button.
3. Follow the on-screen prompts to select a new interview date and time.
4. Click “Confirm and continue”.
5. Review your event details.
6. Once you are finished, click “Schedule interview” to submit your changes.

Logging an Interview

Note:

• Manually logging an interview does not notify the candidate. If your team has recently switched to the Gem ATS from another ATS, this method can be used temporarily during your transition period to track historical work without emailing the candidate as you normally would when scheduling interviews through Gem.

Instructions:

1. Open a candidate’s application in Gem. This can be done by clicking on their name from your job’s Talent Pipeline page or by clicking on their application button in the Gem sidebar.
2. Within the interview you wish to log activity on, click the “…” button.
3. Select “Log interview”.
4. Fill in the form and click “Log interview” to save the event.

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.

• Overview
• Requirements
• Setup
• Gem
• Zoom (optional)
• Google Calendar
• Interview Actions
• Scheduling an Interview
• Canceling an Interview
• Rescheduling an Interview
• Logging an Interview