Mar 16, 2022

How to schedule an event with a candidate on Rooster

You can schedule an event with a candidate either manually or by using an event template. In this article, we’ll show you how to do both.

How to schedule an event by using an event template. 

Step 01: Open the candidate profile

Click on the candidate’s name to open their profile.

Step 02: Select an event template 

After you’ve opened up the candidate profile, click on ‘Schedule’. In the pop-up that follows, choose your event template under ‘Select an event template’. 

If you haven’t created any event templates to choose from, read our article on how to create an event template on Rooster for a step by step guide. 

Step 03: Create your event

Run a quick check to see if all the details are in order. You can always edit different parts of the event if you need to. After you’ve confirmed everything, click on ‘Create event’ to send the invitation to your candidate. 

What will your candidate see? 

Your candidate will receive an invitation from you for the event. And this is what it will look like in their inbox.

Once the candidate clicks on ‘View event’, they will be able to view the event details and select a time slot for the event.

Once the candidate selects a time slot and confirms, you will receive a notification like below.

How to manually schedule an event with your candidate on Rooster

Step 01: Open the candidate profile

Go to your ‘Jobs’, click on ‘Go to the hiring pipeline’ and pick the candidate you want to schedule an interview with.

Step 02: Begin scheduling an event 

Click on ‘Schedule’ to open the event scheduling window. 

Give your event a name. There are two ways to name your event.

  1. You can give a fixed name for your event (e.g. HR Executive Interview) 
  1. You can give a dynamic placeholder by using the ‘@’ mention.

Step 04: Chose the event type

Mention whether the event is virtual or on-site.

Note: Virtual events need to have a meeting link from your preferred virtual meeting platform.

Step 05: Provide the duration of the event

Specify how long the event will be.

Step 06: Add the time slots

Here, you can add a single or multiple time slots to be chosen at the convenience of the candidate. Each time slot will be limited to the event duration you’ve previously set. 

Step 07: Add participants

You can add your team members here. The participants will get a copy of the event invite template when it is sent out.

Step 08: Add a event description (Optional)

Once again, you can create a placeholder by using the ‘@’ mentions. 

Step 9: Add a message to candidate (Optional)

You can send a message to the candidate. This step is optional. 

Step 10: Create your event.

Candidates will get a notification of the event you created which they can accept. 

Your candidate will receive an invitation from you for the event. And this is what it will look like in their inbox.

Once the candidate clicks on ‘View event’, they will be able to view the event details and select a time slot for the event.

Once the candidate selects a time slot and confirms, you will receive a notification like below.

You can watch the YouTube tutorial  https://www.youtube.com/watch?v=h6DdBJnVzgA

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