We organize notifications from your ATS and calendar to create a centralized task list that’s curated for each coordinator.
You can go to this page to see what’s currently assigned to you. You can use the “Assigned to” dropdown to view and cover tasks for another coordinator.
Categories
We create tasks for the following categories.
- Ready to Schedule
- Schedule Cancelled
- Interviewer Declined
- Room Declined
- Candidate Declined
- New Job
- New Stage
- New Interview
- Broken Integration
Ready to Schedule
A candidate has just been moved into a stage in your ATS, and that stage is enabled for scheduling in Gem Scheduling. This is probably the most common task that you will see as a coordinator.
Recommended action: Schedule the candidate.
Assignee: The coordinator for the candidate
Schedule Cancelled
A schedule has been cancelled in Gem Scheduling.
Recommended action: If the candidate needs to be re-scheduled, re-schedule them.
Assignee: The coordinator for the candidate
Interviewer Declined
An interviewer has declined their calendar invite.
Recommended action: Edit the schedule in Gem Scheduling as needed to fix the conflict. You can swap the interviewer or move the interview to a time that fits the interviewer’s calendar.
Assignee: The coordinator for the candidate.
Room Declined
A room has declined its calendar invite. This task can show up if you create a schedule with room conflicts, as the room will decline invites immediately as the calendar events are created.
Recommended action: If a different room is available for the entirety of the schedule, you can edit the schedule in Gem Scheduling and switch the room. In many cases, it may be easiest to ask the creator of the conflicting event to move their event to a different room.
Assignee: The coordinator for the candidate.
Candidate Declined
A candidate has declined their calendar invite.
Recommended action: Follow up with the candidate outside of Gem Scheduling and see why they declined. Depending on their response, your next step might be to cancel the schedule in Gem Scheduling.
Assignee: The coordinator for the candidate.
New Job
A new job was added to your ATS.
Recommended action: Set up the job for scheduling.
Assignee: The coordinator for the job.
New Stage
A new stage was added to a job in your ATS.
Recommended action: If you want to enable scheduling for the stage, then set it up. Otherwise, mark the task as complete and forget about it.
Assignee: The coordinator for the job.
New Interview
A new interview was added to your ATS.
Recommended action: If you want to add an interview template to that stage, then set it up. Otherwise, mark the task as complete and forget about it.
Assignee: The coordinator for the job.
Broken Integration
There is an error with one of your integrations (ATS, video conferencing, Google, or Microsoft 365). This is an urgent error to fix! It means we are unable to sync data and you will not be able to schedule candidates or configure jobs for scheduling.
Recommended action: Follow the prompt in the task. Contact us in the live support chat if you need help.
Assignee: The creator of the company’s Gem Scheduling account (the first person to ever log in).
How to complete a task
If you complete the recommended action for a task, it will automatically be marked as “Complete”. You can also manually mark a task as Complete by clicking the checkmark to the right of the task.
You can view your completed tasks by checking the “Show completed” checkbox in the table header.
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.