Overview
Gem Scheduling syncs directly with Google Calendar or Microsoft Outlook, allowing you to check candidates’ availability, create interview slots, and send invitations - all from one interface. This article covers the initial setup steps to get started using Gem Scheduling.
Requirements
- Your team uses Gem Scheduling.
- Your team has either a Google Workspace or Microsoft 365 account.
- Admin access is required.
Setup steps
We recommend you follow these steps in order when setting up Gem Scheduling for the first time:
- Connect your Google Workspace or Microsoft 365 account
- Connect your ATS
- Select a scheduling calendar
- Connect a video conferencing tool
- Set up room tags
Connect your Google Workspace or Microsoft 365 account
When you sign in for the first time, we start syncing the names and emails of employees in your company from either your Google Workspace or Microsoft 365 account, and we create users for them in Gem Scheduling so they can be added as interviewers in your future events.
Connect your ATS
To start seeing candidates and jobs in Gem Scheduling, you must connect your ATS. If you are using Gem ATS, this happens automatically!
If you are not using Gem ATS, you’ll need to follow either these steps to create a key in your Greenhouse instance that Gem Scheduling can use or these steps to connect your Lever instance.
- Navigate to the Scheduling integrations section of your Integrations admin page.
- Select the Edit option next to the ATS header.
- Fill in all the inputs, being especially mindful that the API key is copied correctly, then select Save when you are finished.
You will see a success message when the integration is saved. We will immediately start syncing candidates and jobs from your ATS into Gem Scheduling. Meanwhile, you can continue setting up your integrations.
Select a scheduling calendar
All calendar events created using Gem Scheduling are sent from a single calendar by default. We recommend using a shared calendar, so that everyone on your recruiting team has access to it as a single source of truth for all upcoming interviews.
There may be times when you want to use a different scheduling calendar, for example if you have a large team using different shared recruiting calendars per department/region, or if you are scheduling confidential or sensitive candidates using a calendar that only certain recruiters should have access to. If needed, you can choose a different scheduling calendar in the Advanced settings of each job stage (see Gem Scheduling: Configure a job for scheduling), or when scheduling an individual candidate (see Gem Scheduling: Schedule an interview).
If you don’t already use a shared calendar for scheduling interviews at your organization (or you’d like to learn more about how we use this calendar), you can review these articles for how to set up your scheduling calendar in Google Workspace or set up your scheduling calendar in Outlook.
Follow these steps to set up your default scheduling calendar:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Scheduling header.
- In the General setup tab, select the Default scheduling calendar section to expand it.
- Select a calendar from the dropdown to use as your default scheduling calendar.
Connect a video conferencing tool
If you plan to schedule interviews with video conferencing, you’ll need to connect your video conferencing tool. Currently, we support three tools for video interviews:
The links above will take you to setup articles for each of the supported video conferencing tool. Select the article for whichever tool you use, and follow the steps in the article to connect your account.
Set up room tags
When you set up a scheduling calendar (see step 3), Gem automatically pulls in the details of any meeting rooms you have set up in your Google or Outlook calendar, which you can then select when scheduling interviews. We recommend also assigning tags to your rooms, to build pools of rooms that the system can choose from when scheduling.
Follow these steps to assign room tags:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Scheduling header.
- In the General setup tab, select the Rooms section to expand it.
- Here you can see a full list of available rooms.
- Select the Edit button at the top-right of the Room section.
- For each room, select the Tags field.
- To create a new tag, enter what you want the name to be and then select + Add new tag.
- To select an existing tag, start typing and then choose the tag from the dropdown.
- Select the Save button to confirm your changes.
If you have chosen Zoom as your video conferencing tool, the Zoom Room column will denote whether each room has been assigned as a dedicated Zoom Room. You can assign a room as a Zoom room in your Google or Microsoft calendar, and this information is pulled through automatically into Gem.
Start scheduling
With those steps completed, you’re ready to start scheduling interviews. See Get started with Gem Scheduling for the basic steps to set up scheduling for a job, or check out the Additional resources section below for additional useful articles.
Additional resources
All of our Gem Scheduling articles are available in the Gem Scheduling section of the help center. Here is a selection of specific articles that are worth reading straight away.
- Gem Scheduling: Access permissions
- Gem Scheduling: Customize company branding
- Gem Scheduling: The Gem Scheduling Chrome extension
- Gem Scheduling: Navigation
- Gem Scheduling: Configure a job for scheduling
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.