Gem Scheduling: Hiring meetings

When hiring a candidate, you might want to hold internal meetings with interviewers and/or members of the hiring team to debrief about the candidate's performance or sync on how to interview them. You can schedule these hiring meetings in Gem, just like you would schedule the interviews themselves. In this article we’ll talk you through how to set up hiring meeting templates, and how to schedule hiring meetings.

Requirements

• The Gem Scheduling feature must be enabled. If you do not have this feature but are interested in adding it, please contact your Gem Customer Success Manager.
• Available to all Gem ATS teams.
• Available to teams using either Greenhouse, Lever or Workday as an ATS.

What is a hiring meeting?

For the purpose of this article, a hiring meeting is any internal meeting (e.g. not including candidates) that you’d like to schedule using Gem. This sort of meeting typically includes a number of interviewers and/or members of a hiring team, and can take the form of pre-interview syncs, post-interview debriefs, offer creation syncs, and many others.

How do hiring meetings work?

In a similar way to scheduling an interview, scheduling a hiring meeting using Gem allows you to easily find a time that works on everyone's calendars, then send out a calendar invite with video conferencing links automatically added (if appropriate).

Subsequently, if you have to swap interviewers then Gem will update the hiring meeting attendees as well.

Hiring meeting templates

Before scheduling any hiring meetings we recommend setting up at least one hiring meeting template. You don’t have to use a template, but if you tend to schedule a certain type of hiring meeting frequently we recommend having a template for it so that you don't have to fill out the details each time.

It’s worth spending some time getting everything set up correctly at this point, so that when you’re ready to start scheduling hiring meetings that process is as quick and straightforward as possible, without needing to manually select or set up templates etc. every time you schedule a meeting. In particular, a hiring meeting template allows you to set the attendees by role (e.g. ‘interviewers for stage’), so selecting a template will automatically add relevant interviewers into the meeting, which can help with speeding up the process.

Creating and managing hiring templates

You can see all of your hiring meeting templates on the Templates page in Gem, under Interviews & scheduling and then Hiring meetings. From here you can manage your existing templates and create new templates.

Follow these steps to create a new hiring meeting template:

1. Select the + New template button to open a New hiring meeting template pop-up.

2. Fill in the template fields to suit your needs - see the tables below for details of all available settings.
3. When you make any changes to the default text, a Publish changes button will appear at the top-right of the screen, next to the Actions dropdown. When you have everything set up as you would like it, select this button and then the Close button. Your new template will now be included in the list of hiring meeting templates.

Here are all of the available settings (fields marked with a * are required):

Attendee options

When selecting attendees to include in the template, you can use any of the following options:

The hiring meeting workflow

You can schedule a hiring meeting for any candidate in a schedulable stage. There are two ways of getting to the hiring meeting scheduling workflow:

• From the Scheduling Queue.
• From a candidate’s application page.

Wherever you are when you want to schedule a hiring meeting, if you select the arrow next to the scheduling button you’ll see an option for Schedule hiring meeting alongside the rest of the scheduling options:

Follow these steps to schedule a hiring meeting:

1. Select Schedule hiring meeting to open an Internal meeting calendar. This calendar page defaults to the next day if no interviews are currently scheduled, or to the day of the last interview, if interviews are scheduled.

2. From the Create internal meeting pop-up, choose a time for the meeting, either using the Meeting time fields or moving, expanding or shrinking the event on the calendar (you can do this even while the pop-up is still showing). Use the Today button or the arrows to move through different days.
3. Choose a hiring meeting template and/or update any of the meeting fields manually - for example setting the meeting name, duration and date/time; including video conferencing or not; selecting attendees (either individually or using hiring team roles); adding a description. See the A note on attendees section below for more details about how attendees are labeled on this pop-up.
4. When you’re happy with all the details, select the Save button. The calendar page will update to include all of the interviewers’ calendars for the selected date.

5. Use this calendar view to check whether the initial time slot works for all of the interviewers, and if necessary to adjust it to find a slot that works for everyone.

6. When you’re happy with the time slot, select the Schedule meeting button to confirm the meeting. This will open a Finalize meeting details pop-up:

7. Select a calendar from the Internal events calendar dropdown. This will default to the scheduling calendar that’s configured for the job, but you can choose a different calendar if required.
8. Select the Schedule meeting button to book the meeting into everyone’s calendars. Each interviewer will receive a calendar invite with details of the meeting.

If you now return to the candidate’s applications page, at the bottom of the stage you’ll see a new Hiring meetings section with details of the meeting.

If you select the three dots icon at the far-right of the Hiring meetings section, you can see some additional options to either edit or cancel this meeting.

A note on attendees

With no template selected, a new meeting will by default include the current user as an attendee. Selecting a template will then pull in attendees based on what was set when the template was created. You can subsequently add and remove attendees in the same ways as when creating a template

Labels

With one or more interviewers added to the Attendees field, you will see a label next to each name:

This label differs depending on how each attendee was added. Here are the possible values.

• Requirements
• What is a hiring meeting?
• How do hiring meetings work?
• Hiring meeting templates
• Creating and managing hiring templates
• Attendee options
• The hiring meeting workflow
• A note on attendees