🔍 Articles in This Section

Please use the following list to see additional internal articles regarding Gem ATS scheduling:

• (Internal) Gem ATS: Scheduling (📍you are here)

📖 Customer-facing Resources

• Gem ATS: Manually scheduling interviews
• Gem ATS: Finding and Applying to a Job as a Candidate

Summary

Users can book interviews directly from Gem ATS. Our native scheduling connects with your Google Calendar so you can check co-worker’s calendars and send meeting invitations to candidates.

Eligibility

Must have purchased Gem ATS.

Why did we build it?

Customers want to be able to schedule interviews directly from Gem, without having to go to external calendars or purchasing a scheduling solution.

Personas+ Use Cases

• recruiting coordinators
• recruiters
• anyone who is scheduling interviews

Functional Details

How does the product work?

If you will be scheduling interviews, you will need to connect your calendar:

1. Head to your Gem Settings page.
2. Under “Calendar Access”, click GrantAccess.
3. Select your work email account and continue to log in.

If you use Zoom, the Zoom administrator for your company can connect your Zoom and Gem instances together. This allows you to add a Zoom video call link to your invitations. Have the Zoom administrator at your company log into Gem using their work email & send them the following instructions:

1. Go to the Scheduling Settings page.
2. Under “Zoom Settings”, click Connectto Zoom.
3. Sign in with Zoom administrator credentials.

Google Calendar

Once you connect your Gem account with Google Calendar, Gem will sync and allow you to choose your own Google calendar to add events to, as well as any other shared calendars you are already a part of. If you need to make a new shared Google calendar that is purposefully built for recruiting (i.e. you want everyone on the team to be able to see all scheduled interviews in a single calendar), you can work with your Google Administrator for guidance on how to set one up. Gem will automatically sync your calendar data, so there is no setup in Gem required for this.

Interview Actions

• Scheduling an Interview
• Canceling an Interview
• Rescheduling an Interview
• Manually logging an Interview

Scheduling an Interview

1. Open a candidate’s application in Gem. This can be done by clicking on their name from your job’s Talent Pipeline page or by clicking on their application button in the Gem sidebar.
2. Under the job stage that you wish to schedule an interview for, click Scheduleinterview. If you do not see this option, go to the job’s “Interview plan” and create an interview for the stage.
3. The resulting window will guide you through the scheduling process.
4. By default, Gem will use the interview duration that has been configured under the job’s Interview Plan. It can be edited, if needed.
5. Click Addan interviewer to search and add team members. You can add multiple interviewers, if necessary.
6. By default, the current date will be used. You can click on the date to select a different date using our in-app calendar.
7. Once you’ve found an open time slot that works for everyone, click on that area within the calendar to block it off.
8. Click Continue.
9. Fill in the “Event Details” field.
10. If the interview will be a video call, you can select either Google Meet or Zoom (see “Zoom” section above for setup steps).
11. Under “Calendars”, select the calendar that you wish to send the internal/interviewer version of the event to. If there is a particular calendar that you regularly choose, you can update your default calendar setting from your Gem Scheduling Settings page.
12. On this page, you can also send a personalized message to the candidate. This is optional and if you choose not to, they will still receive an automated message regarding the event.
13. Double-check all of the details on the page. If everything is correct, click Scheduleinterview.
14. The interview is now scheduled for both the candidate and interviewers.

Limitations/Gotchas?

• Outlook not supported
• Can’t remove the candidate from invitations
• A scorecard is always assigned to every interviewer; can’t remove or mark as optional
• Responses/RSVPs to Google Calendar events are not shown in the product, and Gem doesn’t send emails for them. Users should check for emails from Google. If a shared calendar is used, user should configure notifications for the shared calendar because the default doesn’t

Future State

• Roadmap:
• incorporate self-scheduling
• ability to request candidate availability
• interview loops/panels
• support Outlook
• ability to send an invite without the candidate, for example: schedule a debrief
• ability to make the scorecard optional or remove it, for example: don’t need a scorecard for debrief

What if customers have feedback on it?

Post in Slack - #core-ats-scheduling or #gem-ats-general & tag Grant, Helen, Melinda, or Ann

• Summary
• Eligibility
• Why did we build it?
• Personas+ Use Cases
• Functional Details
• How does the product work?
• Limitations/Gotchas?
• Future State
• What if customers have feedback on it?