Before you start scheduling candidates, you'll need to select a default 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
Organizer
The owner of the Scheduling Calendar (i.e., the person who created the calendar) will be seen as the organizer of both candidate and interviewer events. This means it may show up on the calendar event within Outlook, and the email notifications sent for all events will be seen as coming from this user.
Because of this, be mindful of who creates the calendar.
Access and Permissions
Whenever we create events on your Scheduling Calendar, we use the Microsoft 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.
- Go to the Add calendar page in Outlook.
- Select the Create blank calendar item in the left-hand sidebar
- Fill out the form with a suitable name for the calendar, and then save.
Sharing the calendar
Once you’ve created the calendar, the next step is to edit the sharing and permissions.
- Select the three dots next to your calendar’s name in the left-hand sidebar.
- Selecting Sharing and permissions from the drop-down.
- 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 Can edit so that they can create events on this calendar.
Troubleshooting: Users are unable to access the scheduling calendar unless they're the calendar owner
As mentioned above, we recommend setting up a dedicated, shared calendar that everyone can use for scheduling. There are multiple ways to share an Outlook calendar, but the steps described above are the only method that will work for the purpose of Gem Scheduling. If you find that users are not able to access the sharing calendar, and only the person who originally set up the calendar can see it, we recommend going through the steps above to make sure you have shared the calendar successfully.
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.