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Transcript

Recruiter Calendar Set-up

Setting up Outlook, Hirevue, and Bookings calendars

Start

Change Management

Training Module

Calendar Set-Up

Bookings

Hirevue

Outlook

Time Management

Learn how to set-up Outlook, Hirevue, and Bookings calendars

Training Module

Bookings

Enables candidates to self-schedule initial phone discussionsCustomize availability for the callsAddon in outlook - accessable through web based outlook

Training Module

Bookings

2

Learn how to create a bookings page and customize it The next slide will have a walk through tutorial

1

Step 1

Access Bookings Page

Step 2

Create Bookings Page

3

Step 3

Edit Service

Pull up outlook in chrome or web browser of choice

Select Create Bookings Page under shared booking pages.

Explore the edit service area with the below- Availability- Buffer Time - Custom Question Field

Training Module

Bookings

How to create and customize your bookings page

Beginning to end tutorial for Bookings

Training Module

Bookings

Troubleshooting

  • Confirm using the bookings link that your availability is showing properly
  • Turn off business hours option to customize availability
  • View the time increments and buffer time to ensure proper availability

Tips

  • Keep it simple
  • Do not over complicate availability
  • Block off in outlook for breaks
  • Set up reminder emails to candidates
  • Allow candidates to view the calendar in their timezone for ease of scheduling

Training Module

Serves as the middle man between Bookings and HirevueCreates the foundation for scheduling across platformsBlock off dates/days/times you are unavailable to sync for all calendars

Outlook

Training Module

Outlook

Set custom business hours for your working hours

  1. Go to your calendar
  2. Select the Arrange drop down
  3. Calendar
  4. Work Time

Training Module

Outlook

Schedule reaccuring meetings to time block

  • Set time blocks as appointments - Status "working elsewhere" on days where you want to schedule prequals but not finals
  • Set an appointment - status "busy" for lunch break or hours you which to block from both prequals and finals
  • Mark any out of office dates as status "out of office"

Training Module

Outlook

How to set up your outlook calendar

Beginning to end tutorial for Outlook

Training Module

hirevue

Enables Sherri and Denis to schedule final interviews based on our availabilityEdit available days and hours Determine length of interview block - 45 minutes is typically recommended to allow time for questions and admin tasks afterwards

Training Module

Hirevue

How to Update Hirevue

  • Hirevue is more complicated than Bookings and Outlook to set up properly
  • Recruiters will work with Denis and Sherri to ensure availability is reflected correctly
    • Loop them in for all changes of availability
  • Low-Volume recruiters are scheduled up to 8 finals a week
  • High-Volume recruiters are scheduled up to 6 finals a week

To update Hirevue, log into your hirevue and locate your final interview "position"

Once in your final interview, go to the Interview Set-Up tab to edit availability in both the Interview Template and Self-Scheduling Sections

Test it out and ensure the availability is reflected accurately Note: If you are only doing finals certain days a week, you will need to block off the other days in outlook as "working elsewhere" so hirevue does not read you as available - this will not impact bookings

Training Module

Hirevue

Troubleshooting

  • If time increments are not reflected properly - ensure it is set up according to the duration of the interview
    • IE if you are doing 45 minute finals and have availability from 10am-3pm, it should read as 10am-3:45 pm so the last final can be scheduled at 3

Tips

  • Block off in outlook for breaks and days you are not available
  • Once all calendars are set up - make sure they are syncing together correctly
  • Ensure you keep Denis or Sherri up to date on your availability!

Training Module

HireVue

How to set up your Hirevue calendar

Beginning to end tutorial for Hirevue

Training Module

Tips for time management

Training Module

time management

Tips

  • Utilize time blocking and time boxing
  • Blocking - schedule chunk of time for specific tasks
    • Blocking creates structure and a sense of order
  • Boxing - Set a time limit for specific tasks before moving on
    • Boxing prioritizes tasks and creates a sense of urgency and focus
  • Embrace flexibility - things arise each day that might require a shift in priority for the day, do not let it derail your productivity and adapt to the new tasks
  • Limit distractions - close your office door if needed to prevent interruptions from pets or people and turn your phone off or on silent

Training Module

time management

Even More Tips!

  • Create a to-do list each morning to ensure all tasks are accounted for and completed
  • Prioritize tasks on to-do list and schedule time throughout the day to complete
    • IE - Call prep for the days prescreen calls
  • Avoid multi-tasking - focus on completeing one task at a time to dedicate focus and attention to detail
  • Ensure you take your breaks - taking your regular break has been proven to increase productivity and focus as well as prevent burn out
  • Set boundaries that work for you
    • close your office door at the end of the day
    • disable notifications for work-apps after hours
    • leave your work at your desk to stay fresh and ready to go for the next day

Training Module

Walkthroughs

Thank you for attending

To Locate your final interview

  • Go To Positions
  • Use Search feature for your name or finals
  • Select Final Interview with (your name)
  • It will look like this once clicked

Go to the Intervuew-Set up Tab

  • Scroll down to the interview template section
    • Edit your duration to chosen time - most common is 45 minutes
    • Edit your start time range, ensure it fits the duration you are setting - IE in 45 minute increments

Next scroll down to the Self-scheduling feature

  • While rarely used, it is still best ot have it set for your availability
  • Hit Calendar Set-up then availability
    • Choose what days and time ranges candidates can schedule for
    • Again, confirm they are within the duration time table whether you chose 30 min or 45 min

  • Go to Preview Schedule Availability as highlighted
  • The below will pop up after a loading period
    • Be patient it's slow!
  • Verify your availability is correct
  • Make adjustments if needed to ensure it is correct

  • Notice how only T/W/Th shows available for me per my availability blocks
  • Note that the increments will show in 15 minute increments, finals are scheduled in 30 minute increments, on the hour or at the half hour mark