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Scheduling interviews in Gem ATS

Overview

Gem Scheduling is seamlessly integrated into the Gem ecosystem, enabling recruiters and hiring teams to schedule interviews within the same platform they use to source talent, review applicants, and manage candidates. With a built-in calendar feature that syncs directly with Google Calendar, hiring teams can effortlessly check availability, create interview slots, and send invitations—all from one interface. (Outlook support coming soon!)

 

Requirements

  • Your team’s email service is Google
  • You have the necessary permissions to grant Gem access to Google Calendar
  • Your interviewer has an active Gem account
  • The candidate is assigned to a job with pre-configured interview stages 

 

Setup

To schedule interviews in Gem ATS, you’ll need to ensure that your account is properly connected with Google Calendar and, if applicable, Zoom for video conferencing. Below are the steps to set up each integration for a smooth scheduling experience.

 

Gem

Before scheduling interviews, you must grant Gem access to your calendar:

  1. Navigate to your Gem Settings page
  2. Under “Calendar Access” (at the bottom of the “General” tab), click “Grant access”

  1. Select your work email account and log in to complete the connection

 

Zoom (optional)

If your team conducts video interviews, your Zoom administrator can link Zoom with Gem to automatically generate meeting links:

  1. Go to the Scheduling Settings page in Gem (click on your profile name in the bottom-left corner, then click “Profile settings” and select the “Scheduling” tab)
  2. Under “Zoom Settings,” click “Connect to Zoom”
  3. Sign in using your Zoom administrator credentials to authorize the integration

 

Google Calendar

Once your Gem account is connected to Google Calendar, Gem will:

  • Allow you to add events to your own Google Calendar or any shared calendars you have access to
  • Automatically sync calendar data—no additional setup required within Gem

If your team needs a dedicated recruiting calendar (e.g., a shared Google Calendar for all scheduled interviews), work with your Google Administrator to create and configure one for team-wide visibility.

 

Scheduling an interview

Open a candidate’s application in Gem. (This can be done by clicking on their name from your job’s pipeline view, or by clicking on their application button in the Gem sidebar.)

Click the three-dot (ellipsis) button beside the interview stage that needs scheduling, then select “Schedule manually.”

On the next page, you'll find options on the left to set the interview duration and select interviewers. As you add interviewers, their calendars will populate, making it easy to find shared availability.

 

To select a time that works for everyone, simply click on the available time slot in the calendar. Then, click “Confirm and continue →” to proceed.

If your Zoom integration is enabled, Gem will automatically add a meeting link; alternatively, you can schedule with Google Calendar.

From this screen, you can also message the candidate by toggling the message option to “ON.” Choose whether to send it immediately or schedule it for later, apply a template, and use Gem’s Custom Tokens to personalize the message.

Then click “Schedule interview” on the right side of the page.

 

 Canceling an interview

  1. Open a candidate’s application in Gem. This can be done by clicking on their name from the job’s pipeline view or by clicking on their application button in the Gem sidebar.
  2. Find the interview you wish to cancel and click on the three-dot (ellipsis) button
  3. Select “Unschedule interview”

Note: You cannot cancel/remove an interview in Gem if a scorecard has already been submitted for that interview. You can still cancel an interview from Google Calendar if you need to, but the cancellation will not reflect in Gem. 

 

Rescheduling an interview

  1. Open a candidate’s application in Gem. This can be done by clicking on their name from the job’s pipeline view or by clicking on their application button in the Gem sidebar.
  2. Find the interview that you wish to reschedule and click on the “Update interview” button
  3. Follow the on-screen prompts to select a new interview date and time
  4. Click “Confirm and continue”
  5. Review your event details
  6. Click “Schedule interview” to submit your changes

Note: Updating an event in your Google Calendar will not reflect that change in Gem. Only interviews that you’ve rescheduled in Gem will update in Gem.

 

Logging an interview

  1. Open a candidate’s application in Gem. This can be done by clicking on their name from the job’s pipeline view or by clicking on their application button in the Gem sidebar.
  2. Find the interview you wish to log activity on, and click on the three-dot (ellipsis) button
  3. Select “Log interview”
  4. Fill in the form and click “Log interview” to save the event

Note: Manually logging an interview does not notify the candidate.

 

Known limitations

  • Only video conferencing over Google Meet and Zoom are supported.

 

➡️ Next, you’ll learn about self scheduling!

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