[DRAFT] Scheduling interviews in Gem ATS

Overview

Gem Scheduling is seamlessly integrated into the Gem ecosystem, enabling recruiters and hiring teams to schedule interviews within the same platform they use to source talent, review applicants, and manage candidates. With a built-in calendar feature that syncs directly with Google Calendar, hiring teams can effortlessly check availability, create interview slots, and send invitations—all from one interface. (Outlook support coming soon!)

Requirements

• You have the necessary permissions to grant Gem access to Google Calendar
• Your interviewer has an active Gem account
• The candidate is assigned to a job with pre-configured interview stages

Setup

To schedule interviews in Gem ATS, you’ll need to ensure that your account is properly connected with Google Calendar and, if applicable, Zoom for video conferencing. Below are the steps to set up each integration for a smooth scheduling experience.

Gem

Before scheduling interviews, you must grant Gem access to your calendar:

1. Navigate to your Gem Settings page
2. Under “Calendar Access” (at the bottom of the “General” tab), click “Grant access”

1. Select your work email account and log in to complete the connection

Google Calendar

Once your Gem account is connected to Google Calendar, Gem will:

• Allow you to add events to your own Google Calendar or any shared calendars you have access to
• Automatically sync calendar data—no additional setup required within Gem

If your team needs a dedicated recruiting calendar (e.g., a shared Google Calendar for all scheduled interviews), work with your Google Administrator to create and configure one for team-wide visibility.

Scheduling an interview

Open a candidate’s application in Gem. (This can be done by clicking on their name from your job’s pipeline view, by clicking on their application button in the Gem sidebar, or from your Scheduling Queue page.)

From here, click the Schedule button which will take you to a schedule page showing the candidate’s name and the relevant interview stage.

The first two panels within this page offer additional functionality for configuring the interview stage preferences, and information regarding the candidate’s availability.

Assuming that you’re happy with those preferences and the availability, the next step is to choose which interview(s) to schedule. If there are multiple interviews within the stage, you don’t have to schedule all of them at this point - you can choose one, several or all of the available interviews.

If you need to, you can amend each interview at this point - for example, if you want to change the order in which they’re scheduled, or amend the interviewer pool. When you’re happy with everything at this point though, make sure you have at least one interview selected and then click the Generate schedule button.

Choosing a schedule option

This will open up a calendar view showing the calendars for the candidate and a selection of interviewers, from where you can choose a time slot (or slots) that best suit everyone involved.

This page works by presenting you with a series of scheduling options to choose from, with each option showing you the candidate’s availability alongside the availability of a selection of interviewers from the pool(s). You can then either select one of these options or manually adjust the selections to suit your requirements.

The system will find the best possible scheduling options to suit the candidate’s availability, the availability of the possible interviewers, and various other factors (such as interviewers’ load balance, time zones and working hours, and prioritizing the earliest available slots).

The first option will always be what the system considers the best option, but to see all of the other options you can scroll through them using the controls at the top of the screen, above the calendar view. If you want, you can also manually adjust the timings by dragging and dropping or clicking into each interview.

When you’ve found an option that you’re happy with, make sure that option is selected and then click the Select schedule & continue → button. This will take you to a new page with details of all of the candidate-facing and interviewer-facing events to be scheduled.

From here you can either go ahead and schedule the interview(s), or put them on hold if you need to check anything with any of the interviewers.

• If you choose the Put schedule on hold option, all interviewers will be notified of the schedule, but the candidate will not be notified until the hold is confirmed.
• If you choose the Schedule interviews option, the candidate and all the interviewers will be notified of the schedule.

Once scheduled, the candidate’s status will display as Scheduled.

Canceling an interview

1. Open a candidate’s application in Gem. This can be done by clicking on their name from the job’s pipeline view or by clicking on their application button in the Gem sidebar.
2. Find the interview you wish to cancel and click on the three-dot (ellipsis) button
3. Select “Unschedule interview”

Note : You cannot cancel/remove an interview in Gem if a scorecard has already been submitted for that interview. You can still cancel an interview from Google Calendar if you need to, but the cancellation will not reflect in Gem.

Rescheduling an interview

1. Open a candidate’s application in Gem. This can be done by clicking on their name from the job’s pipeline view or by clicking on their application button in the Gem sidebar.
2. Find the interview that you wish to reschedule and click on the “Update interview” button
3. Follow the on-screen prompts to select a new interview date and time
4. Click “Confirm and continue”
5. Review your event details
6. Click “Schedule interview” to submit your changes

Note : Updating an event in your Google Calendar will not reflect that change in Gem. Only interviews that you’ve rescheduled in Gem will update in Gem.

Logging an interview

1. Open a candidate’s application in Gem. This can be done by clicking on their name from the job’s pipeline view or by clicking on their application button in the Gem sidebar.
2. Find the interview you wish to log activity on, and click on the three-dot (ellipsis) button
3. Select “Log interview”
4. Fill in the form and click “Log interview” to save the event

Note : Manually logging an interview does not notify the candidate.

Known limitations

• Only video conferencing over Google Meet and Zoom are supported.

➡️ Next, you’ll learn about Self-Scheduling in Gem guide

• Overview
• Requirements
• Setup
• Gem
• Google Calendar
• Scheduling an interview
• Canceling an interview
• Rescheduling an interview
• Logging an interview
• Known limitations