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Overview
When sending a self-scheduling link to a candidate, you may notice that your availability does not match 100% with what you see on your calendar. While this can be expected due to your settings in Gem, there are some settings we recommend checking if you see significantly reduced availability.
Check settings
- Verify that Gem is still integrated with your calendar. You can do so by reintegrating Gem with your calendar at this link: http://gem.com/api/upgrade-calendar-provider-access.
- Review your Scheduling preferences, which are set against your interviewer profile on the Interviewers page.
- Check your Working hours to ensure there are no interval conflicts (e.g. your work day is set to start on Monday at 9am, but ends at 5am, which is a time in the past), and that your working hours accurately reflect the windows that you’re willing to be scheduled.
- Review your Calendar conflict settings under your interviewer scheduling preferences to verify that certain keywords being used in existing meeting titles aren’t blocking your schedule. For example, if you have “lunch” as a keyword on the Overrides list and have an event on your calendar with the word “lunch” in it, Gem will deem you unavailable during that block.
- Any event on your calendar (including those which you may not be “attending”, such as all-day birthday reminders) will count as conflicts by default, even if you are listed as “Free” during that time in your calendar. You can update your conflict settings to override this and set Free events to “Available”.
- Check your Interview load limits to ensure you’re not hitting the maximum number of interviews you can be scheduled daily or weekly.
- If you have Meeting buffers set, this can prevent you from having back-to-back meetings and reduce what candidates can book with you. You can set your buffers to 0 minutes if you are OK with this.
- Check the duration of the meeting, as Gem looks for availability at the top of the hour, followed by 30-minute increments. For example, if you have a 30-minute meeting, but are available between 10:15am-10:45am, this window will not be available to candidates. You would need to be available at either 10:00am or 10:30am for the slot to be available to a candidate.
- For top-of-funnel self-scheduling links, check the Minimum time in advance a meeting can be booked setting for your meeting, as this may prevent candidates from booking time with you the following day, especially if they click on the link towards the end of your working hours during the current day. By default this is 24 hours to prevent surprise meetings on your calendar, but you can reduce this if you are OK with candidates booking time with you sooner.
Additional resources
To learn more about self-scheduling in Gem, check out the following resources.
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.