Overview
This feature allows you to use self-scheduling links that connect with your Google or Outlook calendar to send your availability to candidates to schedule time to chat. You'll be able to seamlessly schedule recruiting phone screens and other one-on-one calls with candidates without integrating another tool with Gem.
Eligibility
The self-scheduling functionality is available to all teams on the Advanced CRM package, regardless of ATS (we don't integrate with your ATS currently).
For teams using Outlook, Self-Scheduling in Gem also requires the following permission to function (in addition to the permissions detailed in our article Configuring Consent for Gem in Microsoft Office 365):
Calendars.ReadWrite
This allows us to have access to the users calendars to read events and to write the new scheduled events.
How to Set Up Self-Scheduling
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To set up for the first time, please navigate to Settings > Scheduling.
- From there, click Sign in with Google or Outlook to grant additional calendar write access so that meetings can be scheduled on your calendar.
On this page, after connecting your calendar, you will be able to set your availability (which hours of which day will be available for scheduling).
You will also be able to create meeting types on this page, which include:
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Title (visible on the calendar event)
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Description (visible on the calendar event)
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Duration (visible on the calendar event)
- The scheduling window
- The minimum buffer time
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Video conferencing (Zoom, Google Meet, or Teams)
- The custom part of the URL slug
- The URL will consist of your team name + user email + custom URL
- Requested candidate fields
- These fields create and/or update a Gem person when a meeting is scheduled
How to Include Self-Scheduling Links in Gem Sequences
To include Self-Scheduling links in sequences, there is an icon in the editor for inserting links, beside the hyperlink icon. If you don’t have any meetings set up, and onboarding modal will take you to your Settings > Scheduling page.
Troubleshooting
Gem requires a connection with your calendar for this feature. If both are disconnected, you may experience scheduling page loading or booking problems. You can reconnect Gem with your calendar by visiting the following link and signing back in: https://gem.com/api/upgrade-calendar-provider-access
FAQ
Q: Can I use this for scheduling interviews?
A: Yes, but we don’t integrate with your ATS so it won’t auto-update in your ATS.
Q: If a candidate books time, but doesn’t respond to my email, will the sequence stop?
A: Yes!
Q: Can I report on anything scheduling related?
A: Not yet, but if you have feedback on this, please let us know!
Q: What happens if I travel / change time zones & want my time zone to change?
A: You will need to go into settings and manually change your time zone.
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.
