Before you start. Your calendar needs to be connected under Account Settings → Calendar Connection. See Managing Calendars if you have not done that yet.
Open the scheduling window
Open the candidate’s profile and click the calendar icon in the vertical action strip on the right edge of the page.
The scheduling window opens with two ways to book:
Pick a time - you choose the slot from your open times, and invitations go out immediately.
Send booking link - the candidate chooses from your open times.
Pick a time
Use this option when you already know when the event will be.
Interview Type - the label for the event. This will show on the invite and the candidate's record.
Duration - Set event duration: 30 min or more. This is also used to determine the offered time slots shown in Available Times, so changing duration reloads these times.
Event Name - the calendar event title. Prefilled as "[Interview Type] with [candidate]".
Interview location - Phone, Video, or In-person. Whichever you pick reveals one matching field:
If Phone → You will be asked to insert the number the call comes from, so they know to answer it.
If Video → Video conferencing: Google Meet, Zoom (coming soon), Microsoft Teams, or Custom. The first three generate the link automatically; Custom gives you a Meeting link box to paste your own.
If In-person → Address / location. Goes on the invite so they can get directions.
Interviewers - Input who from your organization will be attending the interview.
For users added to your IdealTraits account, availability is checked across all selected interviewers so only times when everyone is available are offered. Each interviewer must have their own calendar connected.
To add someone who is not an IdealTraits user, enter their email address. Their availability cannot be checked, so the scheduled time may conflict with an existing event.
Date - the day you're offering.
Time zone - Your timezone and the zone the times below are displayed in.
Available times - the actual open slots for that date. Pick one.
Once all of your fields are complete, the Schedule & Send Invites button creates the event and emails everyone.
Send a Booking Link
Use this option when you already know when the event will be.
Interview Type - the label for the event. This will show on the invite and the candidate's record.
Duration - Set event duration: 30 min or more. This is also used to determine the offered time slots shown in Available Times, so changing duration reloads these times.
Event Name - the calendar event title. Prefilled as "[Interview Type] with [candidate]".
Interview location - Phone, Video, or In-person. Whichever you pick reveals one matching field:
If Phone → You will be asked to insert the number the call comes from, so they know to answer it.
If Video → Video conferencing: Google Meet, Zoom (coming soon), Microsoft Teams, or Custom. The first three generate the link automatically; Custom gives you a Meeting link box to paste your own.
If In-person → Address / location. Goes on the invite so they can get directions.
Candidates can book within - how far out the link stays valid and allows candidates to book: next 7, 14, or 30 working days.
Time zone - Your timezone.
Available hours - Set the days and times you're available for interviews. Click Edit to choose your earliest and latest interview times and the days you're willing to meet. The candidate will only see times within those hours when you're actually available based on your connected calendar.
How to share
Generate & Copy Link - Copies the booking link to your clipboard to be sent via text or other methods.
Email Booking Link to Candidate - Emails the booking like to the candidate to schedule a time.
Reschedule an interview
Open the candidate’s profile.
In the Upcoming Interview panel, click Reschedule.
Update the fields you are needing to make changes too.
Optionally add a Message to attendees - a short note explaining the change, which is included in the notification.
Click Reschedule & Notify.
Cancel an interview
Open the candidate’s profile.
In the Upcoming Interview panel, click Cancel.
The event is removed from the calendars of everyone who was invited, and attendees are notified.
Where to find scheduled interviews
On a candidate’s profile
The Upcoming Interview panel shows the date and time, how you are meeting, who scheduled it, and the Reschedule and Cancel buttons.
On your dashboard
Upcoming Interviews lists what is coming next across all of your candidates. Click the attendee count to see who has responded.
Activity History
Scheduling activity for a single candidate is recorded in Comments & Activity on their profile. Account-wide scheduling activity appears under the notifications icon in the top navigation.
If you have any additional questions regarding this tutorial please feel free to reach out, we are here to help.
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