Zoho Recruit | Calendar Booking

Calendar Booking

Recruiters can now set their availability preferences with Calendar Booking in Zoho Recruit. Calendar booking comes in handy for recruiters to set dates based on their availability. Booking links can either be shared via emails to candidates or embedded on Recruiter's website. 

For example, Travis has just applied for a job at Zylker and wants to schedule an Interview to prove to them that he is the right candidate for the job. He emails the hiring team enquiring about a suitable time to have the interview scheduled. Now, Travis has to patiently wait for the confirmation from the hiring team. Various questions pop up in his head like, what if they didn't get my email? What if my email goes unnoticed? What if they schedule the interview when I am busy?


To avoid all these, by using Calendar Booking, every
candidate / contact/ client can choose their ideal time for the call / interview based on their availability, enter the required details and voila! The event is booked. In case they are not available at the time of the event, they can either reschedule or cancel the booking. This will help them bypass the series of calls or emails made to the various teams and independently book an appointment  easily.

Once the setup is completed, a URL is generated that can be shared with the user allowing them to book an appointment. Calendar booking can be categorized into two. They are as follows:

  • Team Booking
  • User Booking

Availability

Permission Required
Users with permission to Manage Calendar Booking can create Team Booking and users with permission to create an Event, Interview or Call can create User Booking.

Edition Required
Available for the Enterprise plan of both the Staffing and Corporate HR editions of Zoho Recruit.

Setting up Calendar Booking

To set up calendar booking

  1. Log in to Zoho Recruit. 
  2. Go to Calendar and select a date or click DayWeek, or Month.


  3. Click Options and choose Calendar Booking from the drop-down list.

    Alternatively, you can also go to 
    Setup > General > Calendar Booking.


  4. In the Manage calendar booking page click Create Calendar Booking and do the following:

Team booking

You can use Team booking if you would like to allow your candidates to book an appointment say, 'Screening Interview'. You can add hosts and when a candidate books the appointment, a host gets assigned to take that up.
  1. Click Team Booking.

  2. In the Calendar Information section, do the following:
    • Enter the Calendar Name.
      Example, Follow-up Call.
    • Add a description for your calendar.
    • In the Calendar Type choose either Interview/Call/Event from the drop-down list.
    • Specify the Duration of the event/interview/call from the drop-down list.
      Alternately, you can enter a custom value.
  3. In the Questions for Participants section
    • Name, Email, and Mobile Number would be the mandatory fields for booking an interview which is available by default.
    • Click +Add questions, if you want to add more questions.
    • Add the question and choose the field where you want the response to be populated.
      Add multiple questions and the response will be automatically entered on the corresponding field.
  4. In the Host Information do the following:
    • In Assign to drop-down list, you can choose from Users/Groups/Territory/Assigned Recruiters. Say, you choose users, the event/interview/call will be assigned to the chosen users in Round Robin pattern.
    • Selecting Users from the drop-down list allows you to choose the users to whom the appointment will be assigned.

    • Selecting Groups from the drop-down list allows you to choose the group to which the appointment will be assigned.
    • Selecting Territories from the drop-down list allows you to choose the territory to which the appointment will be assigned.
  5. In the Advanced Settings section, set conditions for how the booking time should be displayed based on the following criteria.
    • Show availability in increments of
      • Set the difference in time between two adjacent time slots.
    • Make the booking active after
      • Set the delay after which participants will be able to book time slots.
    • Keep bookings active
      • Set how far ahead participants can book an appointment.
    • Buffer for host before an appointment
      • Select the buffer time from the drop-down list.
      • You can also enter a custom value. 


Note: 
You can select the users from a particular territory, only if your organization has enabled Territory Management.

User booking

You can use this option if you would like to allow participants to book an appointment with you (the user).
  1. Click [User] booking.

  2. In the Calendar Information section, do the following:
    • In Calendar type select Event, Interview or Call from the drop-down list.
    • Specify the Duration of the Event/Interview/Call from the drop-down list.
      Alternately, you can enter a custom value.
  3. In the Questions for Participants section, do the following:
    • Name and Email are mandatory fields for booking an event whereas, Name and Phone are for Calls, which is available by default and Name, Email and Mobile are mandatory for an Interview.
    • Click +Add questions, if you want to add more questions.  
    • Add the question and choose the field where you want the response to be populated.
      You can add multiple questions and the response will be automatically entered in the corresponding field.
      The response for the questions can be made optional for the participant.

  4. In the Advanced Settings section, set conditions for how the booking time should be displayed based on the following criteria.
    • Show availability in increments of
      • Set the difference in time between two adjacent time slots.
    • Make the booking active after
      • Set the delay after which participants will be able to book time slots.
    • Keep bookings active
      • Set how far ahead participants can book an appointment.
    • Buffer for host before an appointment
      • Select the buffer time from the drop-down list.
      • You can also enter a custom value. 


  5. Click Save.
  6. Your Calendar Booking will be created and displayed in the Manage Calendar Booking window.

Share Calendar Booking

There are three ways in which you can share the link with participants. 
  • Copy Link and share it with participants via any medium (Social Media, SMS, Email, etc.) 
  • Embed the code in your website.
  • Add the link as an Email Signature.
  1. Log in to Zoho Recruit.
  2. Go to Calendar.
  3. Click Options and choose Calendar Booking from the drop-down list.
  4. In the Manage Calendar Booking page, click More against the booking you want to share.

  5. Click Copy link.

Embed Calendar Booking

Zoho Recruit allows you to embed the calendar booking in your website by three ways.
  • Button - The calendar booking will be embedded as a button and upon clicking, the booking page will appear as a overlay.
  • Link - The calendar booking will be embedded as a link.
  • Read MoreEmbed Calendar Booking

To embed calendar booking

  1. In the Manage Calendar Booking window, click More > Embed against the booking you want to share.

  2. In the Embed Options popup, do the following:
    • Choose Button/Link.
      Enter 
      Name for button and link. 
    • Select the ThemeFont color and, Background Color
    • In the embed code section, click Copy Code and the code can be pasted on your website's HTML source code.

  3. Click Done.

Add to Email Signature

You can add the link as a signature in your email and make it easier for the candidate to book an appointment.

To add the booking as an email signature
  1. In the Manage Calendar Booking window, click More > Add email signature against the booking you want to share.

  2. In the Insert link page, do the following:
    • Enter the text in Selected Text box.
      The URL for the booking link is displayed by default.
    • Enter the Title (tooltip) and click OK.

Creating Duplicates

The team bookings that were configured can be duplicated and the configuration can be modified based on your requirements. You can create duplicates by clicking More > Duplicate.

Delete Calendar Booking

User with appropriate permissions can delete the calendar booking if they are no longer necessary.

To delete a Calendar booking

  1. In the Manage Calendar Booking window, click Menu > Delete against the booking you want to delete.

  2. In the delete booking confirmation popup click Delete to delete the booking.

Activate and Deactivate Calendar Booking

When the booking you created is not necessary at the moment, you can always deactivate them. By deactivating the booking remains unchanged except that it will be inactive. User with appropriate privileges can activate and deactivate a calendar booking.

To activate/deactivate a Calendar Booking
  1. In the Manage Calendar Booking window, toggle the status button to activate/deactivate.


    Green indicates the calendar booking is active.

Note:
You can create 25 active Team Bookings and 3 active User Bookings.

Booking an appointment with a user/team

Participants can book by choosing the appropriate date and time of his choice. Once booked, a confirmation email will be sent with the option for the user to reschedule/cancel the confirmed booking.

To schedule a appointment with a user/team 

  1. Select the date of your choice.

  2. Select the time of your choice.
    You can filter between 
    AM/PM and 24 Hours format.

  3. Enter your Name and Email and click Save.
    The confirmation status will be displayed.

  4. Upon confirmation of the appointment an email will be sent to all participants with the summary of the completed booking.
    The email also allows participants to reschedule/cancel the appointment made.

To reschedule an appointment 

  1. Click Reschedule from the email.
    You will be redirected to the bookings page.
  2. Click Reschedule Appointment and continue from step 1.

To cancel an appointment

  1. Click Cancel from the email.
    You will be redirected to the bookings page.
  2. Click Cancel my appointment and your booking will be cancelled.

Creating Job-based calendar bookings

If you're booking appointments in bulk for multiple job openings, you can't afford to create a separate user/team booking and fill-in data every time. Worry not, because you can create a job specific calendar bookings directly from the detail page of a job opening.

To create a job specific booking;
  1. Go to the detail page of the job opening for which you want to create a calendar booking.
  2. Click the More  icon and select Calendar Bookings.

  3. A calendar booking screen that is specific for the selected job opening will be opened in a new tab.
    Click Create Calendar Booking.

  4. Choose if you want to create a user booking or a team booking.
  1. In the create booking screen, field data related to the job opening will be auto-filled. (Eg: Posting Title, Calendar Type, etc).
    These fields cannot be edited as they are fetched from the job opening. Assigned Recruiters will automatically be selected as Interviewers.

  2. Click Save to create the calendar booking. Your booking will be created and can be viewed under Setup > General > Calendar Booking.


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