Before you start scheduling candidates, you'll need to select a Scheduling Calendar in the General setup section of your Scheduling admin page. We use this calendar as the "owner" of all calendar events that we create on your behalf. It will be a centralized location to view all schedule events, so that it's not tied to any individual like the coordinator or recruiter.
Considerations
Visibility
Because it’s the calendar that all events are attached to, this means that it will be visible to your candidates as well. This is why it’s best to include your company name in the calendar name. We recommend “[Company] Interviews” or “[Company] Schedules”.
Access and Permissions
Whenever we create events on your Scheduling Calendar, we use the Google permissions of the person creating the schedule in Gem Scheduling. Because of this, it’s important that the Scheduling Calendar has been shared with everyone who plans on using Gem Scheduling to schedule candidates. To ensure that they do, you can follow the instructions below.
Creating a Scheduling Calendar
Creating the calendar
In most cases, we recommend creating a new calendar dedicated for Gem Scheduling. To create one, go to the Create new calendar page in Google Calendar. Once there, you can fill out the form with the necessary information and select Create calendar.
Like we mentioned above, we recommend making the name of the calendar “[Company] Interviews” and the description to mention Gem Scheduling so other people in your company will know what it’s used for.
Once it’s been created, you should go to the newly-created calendar’s settings page by selecting it from the left-hand sidebar. You might need to refresh the page for it to show up in the list.
Sharing the calendar
After you’ve gotten to the settings page, scroll down to the Shared with section.
This is where you should add all other coordinators and recruiters that will be using Gem Scheduling. When you add them, it’s important to make sure the permission is Make changes to events so that they can create events on this calendar.
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.