Introduction
candidate.fyi's Microsoft 365/Outlook integration allows your team to easily coordinate and schedule interviews between your interview teams and candidates.
Prerequisites
You will need someone with admin permissions to complete the org wide Microsoft connection.
This connection allows allows candidate.fyi to access things like your companies meeting rooms.
Steps:
Org wide Integration Instructions
Begin by having someone from your IT team with Admin level Microsoft permission log into the candidate.fyi
They will then go to the Settings - Integrations page and select Microsoft and connect their account:
Creating Outlook Calendar Users
candidate.fyi advises creating a distinct user account in Outlook for sending event invitations. This offers several advantages:
Shared Calendar Use: The distinct user acts as a shared calendar, enabling candidate.fyi users to create events on this calendar instead of their personal or a shared calendar.
Syncing Issues: Using a shared calendar prevents responses to event invitations (accepts and declines) from interviews from syncing back to candidate.fyi. This issue is specific to Microsoft Office calendars.
Interview RSVPs: To utilize Interview RSVPs fully, interviews should be scheduled directly on users' primary calendars or a calendar from a shared mailbox. However, using personal primary calendars is not recommended.
Best Practices: Using personal calendars is discouraged. If a candidate is scheduled on a personal calendar and an update is needed, the original scheduler must make the changes. A shared inbox (unique user) allows the team to make updates when a member is unavailable, out of the office, or during other change management events.
Once you have created a new user ( candidate.fyi recommends naming it something clear such as "candidate.fyi Interviewing Calendar" or "candidate.fyi Interview Calendar") you will have to login to this new user and share this calendar with your recruiting coordinators.
You can share the calendar directly with each coordinator or create a Security Group in your Outlook admin with all of the coordinators and share the calendar to the entire group. These users will need to be set to "can edit" permissions.
Note: the group must be a Security Group for you to be able to share the calendar with it.
The users that you shared the calendar with will then receive an email to accept this new calendar:
Connecting Individual Coordinator Accounts
The final step will be done by each of your coordinators in candidate.fyi.
On the Profile Integrations settings page each coordinator will need to connect their own personal Microsoft Outlook Account.
