Gem Scheduling: The Scheduling Queue

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External
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Article

Overview

The Scheduling Queue page in Gem Scheduling allows you, and any recruiters on your team, to quickly see all candidates that are associated with a job in your ATS, and view a range of information about them - including their current scheduling status, which stage they’re in, and details of any upcoming interviews. This article covers how to find and use the Scheduling Queue page.

Requirements

  • Your team uses Gem Scheduling.

Find the Scheduling Queue

The Scheduling Queue page is one of three pages listed in the main Gem navigation under the Scheduling header, alongside the Interviews and Training Programs pages.

See Gem Scheduling: Navigation for details of what each page is for, and how to navigate through Gem Scheduling.

An example of the Scheduling Queue showing a range of candidates.

By default the Scheduling Queue provides an overview of all candidates that are associated with a job in your ATS, although you can filter the page to narrow down the selection of candidates. The scheduling buttons on the right-hand side of each candidate’s entry then allow you to take the next available step, for example to schedule an interview, confirm a hold, update a schedule, or send an availability request.

Search for a specific candidate

You can quickly search for a candidate by name or email using the Search bar.

By default, the Scheduling Queue only shows active candidates who are in a stage that has scheduling enabled. If the candidate you’re searching for does not meet these criteria, make sure you clear the Status filters before searching for them.

If you want to narrow down the selection further, you can use one of the filtering options explained below.

Filter by application

Using the Add filter dropdown you can filter by various application elements. Each one adds a filter where you can either search for an item or select one from a dropdown. The available filters are:

  • Job: Select one or more specific jobs, or search by either job name or Requisition ID.
  • Job stage: Select one or more job stages, based on what’s set in the job’s Interview plan.
  • Milestone: Select one or more milestones, based on what’s set in your Admin settings.
  • Hiring team member: Select one or more members of the job’s hiring team, based on what’s set in the Job settings.
The ‘Scheduling Queue’ with all four application filters applied, showing the dropdown of options for the ‘Milestone’ filter.

You can add in as many of these filters as you like. If you subsequently want to remove one, select the trash can icon next to it.

When using multiple filters, the system uses AND logic. For example:

  • Filtering by Job = “Senior Technical Editor” AND Milestone = “Onsite” will show candidates who have applied for the Senior Technical Editor job and are currently in the Onsite milestone.

When selecting multiple items within a single filter, the system uses OR logic. For example:

  • Filtering by Job = “Senior Technical Editor” OR “Technical Editor” will show candidates who have applied for either of those jobs. What it won’t do is show a list of candidates who have applied for both of them.

Filter by candidate status

Using the Filter by status dropdown you can filter candidates by their scheduling statuses. Candidates can have one of the following statuses:

  • Availability requested: An availability request has been sent to the candidate but they have not responded yet.
  • Canceled: The candidate’s schedule was canceled.
  • Inactive: The candidate is no longer in the hiring process - they have either been rejected or hired.
  • Ready to request availability: The candidate is ready for an availability request to be sent to them based on their job stage.
  • Ready to schedule: The candidate is in a stage that has been enabled for scheduling, and they haven’t been scheduled yet. You should schedule them!
  • Scheduled: The candidate has been scheduled for one or more interviews in the stage that they’re currently in.
  • Scheduling link sent: The scheduling link has been sent to the candidate but they have not responded yet.
  • Unschedulable: The candidate is in a stage that has not been enabled for scheduling.

Archive test candidates

We recommend archiving any ‘fake’ or ‘test’ candidates after you are done using them. For example, if you create test candidates in your ATS to try out new interview plans, you may want to hide those candidates in Gem Scheduling.

Archiving a candidate hides them from the Scheduling Queue, but has no impact on the candidate anywhere else in Gem.

⚠️

You can archive a candidate as long as they don’t have a confirmed interview, and haven’t been sent a self-schedule request.

Follow these steps to archive a candidate:

  1. From the Scheduling Queue page, select the three dots next to a candidate.
  2. Select Archive from the dropdown.
  3. The candidate will no longer display in the Scheduling Queue. Select the Show archived option if you want to see all archived candidates (based on your current filter selection).

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.