Scheduling Meetings

Learn how to schedule meetings with or between candidates and contacts.

Sean Mallapurkar avatar
Written by Sean Mallapurkar
Updated over a week ago

Scheduling a meeting in Recruit CRM 🗓️

Scheduling a meeting and notifying attendees is easy with Recruit CRM. To create a new meeting:

1. Go to the candidate/contact/job/company profile.

2. You can schedule a meeting in 2 ways on the same page. One is through the Right chart panel and another one is under the Assigned Jobs, beside the jobs you have assigned them to (shown below):

3. Click on the Schedule Meeting button, fill in all the required information on the meeting card, and click on the "Add" button to create the meeting.

Note: Once you've connected your Google/Outlook calendar to Recruit CRM, clicking on the "Add" button will automatically send calendar invites to all attendees on their calendars (provided you have their email IDs).

However, in certain situations, such as when the invitee has an Outlook calendar while you have a Gmail calendar, the invite may not appear automatically on their calendar. In such cases, they can use the 'Add to Calendar' button provided in the email they receive.

You can connect your calendar from Calendar Settings.

If you don't wish to send calendar invites, you can select the checkbox at the end of the page.

This option will prevent the system from sending calendar invitations and reminders to individuals listed in the Attendees and Related To sections.

Meeting Card:

After you click on "Add" meeting, we also give you an optional prompt to send an email to attendees with the meeting card as shown below:

You can choose whether you wish to send the email to the attendees or not.

Note: If you have selected the Do not send calendar invites checkbox, the system will not display the email meeting template.

Another way to schedule a Meeting / Interview:

  • Go to a specific job

  • Scroll down till you find the list of candidates

  • Look for a candidate who is in the hiring stage

  • Click on the Schedule Meeting button on the candidate card

Description of the meeting form 🗒️

Title: The title of the meeting.
Where: You can enter the location/address of the meeting.

Starting On: The meeting date.

Start Time: Set the start time of the meeting.

End Time: Set the end time of the meeting.

Related to: The Candidate, Contact, or a Job this meeting is related to.
Attendees: People who will be attending the meeting (Candidate, Contact, User)

Associations: Add associations to link multiple records with a meeting.

Meeting Type: Nature/category of the meeting. The meeting type can be customized as per your business requirements.
Description: You can enter here the purpose of the meeting and other details which you would like to mention.

By clicking the Add button, a meeting will be created and all attendees will get an email with the meeting details.

Note: You can also schedule a meeting by clicking on the green 'Plus' icon at the top right-hand corner on every page.

Customize the meeting type 🖥️

You can also add customized Meeting types to tag a meeting with a specific "Type" to make it easier for you and your team to identify/categorize them.

Accessing the meetings that you've scheduled!

1. Navigate to the "Meetings" tab, and easily access the meetings you've scheduled. For a closer look at each individual meeting you've added, simply click on the arrow positioned at the top-left corner. This will expand the meeting, providing a detailed view for easy reference and management.

2. To broaden your view of the entire Activity section, click on the expand icon located at the top right. From there, you can efficiently search for the meetings you've added.

Additionally, you have the flexibility to apply filters, allowing you to refine your search and efficiently manage your meetings.

In case you have any questions or concerns related to scheduling meetings, please use the chatbot on the bottom right to get in touch with us and we'd be happy to help you!

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