Overview
When you send an availability request or a self-scheduling request using Gem Scheduling, the candidate will be taken to a dedicated page where they can provide their availability or book themselves in for an interview. You can customize the look and feel of these pages to match your company branding and provide the best possible experience for candidates. This article covers the various options that you can customize.
You only need to set your company branding once as it applies to all jobs, stages and candidates, so we recommend setting this up at the first opportunity.
Requirements
- Your team must use Gem Scheduling.
- You must have admin access to your Gem account.
Configure content and branding
All of the branding options for the Request Availability and Self-scheduling pages are available in the Candidate-facing pages section of your Scheduling admin settings. Follow these steps to find this section:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Scheduling header.
- Select the Candidate experience tab.
- Select the Edit button against the Candidate-facing pages section.
- From here you can customize basic details such as company name, brand color and logo; the wording at the top of the pages, and optional information that candidates can provide. See the Basic details, Intro text, and Inclusion questions sections below for more details.
- Select the Preview availability request button towards the top of the page at any time to preview what a page would look like, based on the current settings.
- Select the Save & publish button to save your settings.
Basic details
The first few options on this page allow you to set your company’s name, select an appropriate primary color for your brand, and upload an image of your logo. These settings apply to both the Request Availability and Self-scheduling pages.
We recommend checking with your design team to make sure you're picking the exact color and logo used by the rest of your company's branding.
- Company name: Whatever text you enter here will display as the page title on the tab in candidates’ browsers, when they visit a Request Availability or Self-scheduling page.
- Brand color: The color you set here will be used as the button and accent color on the Request Availability and Self-scheduling pages. To select an appropriate color, either use the color picker or enter in a hex code (a 6-character representation of a color, usually preceded by a #).
- Logo: Any image you upload to use as a logo needs to be a PNG file that’s less than 5MB in size. We recommend using an image that’s at least 300px tall for clear image quality.
Intro text
The Intro text field allows you to customize the wording that appears at the top of the Request Availability page (and, optionally, the Self-scheduling page). Any message you include here will be visible to all candidates, so we recommend that you keep this message short and generic.
- Select the Also include for self-scheduling requests option if you want to show this wording on the Self-scheduling page as well as the Request Availability page.
- To help personalize each candidate’s experience, you can include any of the tokens available in Gem Scheduling in the intro text, to auto-populate information pulled from the candidate’s record. For example, in the image above you can see that we’ve included
{Candidate.FirstName},{Job.Name}, and{Requester.FirstName}.
Inclusion questions
The final options allow you to select whether you’d like to include some additional questions at the bottom of the Request Availability page, allowing candidates to provide information about their pronouns, and how to pronounce their name. You can then use this information to ensure interviewers have everything they need to address candidates appropriately.
With one or both of these options selected, they will display on the Request Availability page underneath the calendar element. Here’s how that looks:
Self-scheduling form
In addition to the branding options detailed above, you can customize the information that you collect from candidates on the Self-scheduling page.
Follow these steps to customize this information.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Scheduling header.
- Select the Candidate experience tab.
- Select the Edit button against the Self-scheduling form section.
- From here you can see all of the form fields available for use, including the default application fields as well as any default questions that are set up in your admin settings. Refer to the Add form fields section below for details of how to add further questions.
Note that the default application fields are First name, Last name, Email, LinkedIn URL, Phone number, and Location.
- For each field, choose:
- Show field: Set this to ON if you want the field to display on the Self-scheduling page.
- Required: Check this option if you want the field to be required (e.g. candidates can’t finish the self-scheduling process without completing the field.
- If you made any changes here, select the Save & publish button to confirm those changes.
- Now, when a candidate reaches the Self-scheduling page they will see a form at the bottom of the page which includes all of the selected questions.
Add form fields
You can add further form fields to this list, in order to collect additional information from candidates when they self-schedule. Follow the steps below to add a new field.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- In the Applications tab, select the Default application header.
- Under the Default questions section, select one of the following:
- + New question: Select this to create a field from scratch. Fill out the form, then scroll up and select the Save & close button to save the field. If you want, you can also select the Save as template button to save this field to the template library.
- + Questions from template library: Select this to choose an existing question from the template library. Refer to Gem ATS: Create and manage custom application questions for more details.
To delete a field from this list, select the Delete option from the Actions menu on the right-hand side of the field.
Additional resources
To learn more about Gem Scheduling, check out the following resources.
- Gem Scheduling: Configure a job for setup
- Gem Scheduling: The request availability workflow
- Gem Scheduling: The self-scheduling workflow
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.