This article explains how to schedule interviews using Personio’s integrated Recruiting calendar. You'll learn how to:

• Organize all aspects of the interview process from within Personio.
• Find a suitable time slot for everyone involved in the interview process.
• Send interview invitations to candidates.

Before you start

Before reading on, make sure your Administrator has already integrated the Recruiting calendar. Once the integration is complete, the scheduling feature is available to use.

To schedule an interview with the integrated calendar, you need edit permissions for the Recruiting app. Other employees can also use the feature if they have a specific recruiting role with interview permissions. For example, the hiring manager for the relevant job.

Create an interview

To create an interview with the integrated calendar, follow these steps:

1. Go to Recruiting > Applications.
2. In the candidate’s profile, go to the Interviews tab.
3. Create a new interview and select the interview type.
4. Add the participants. You need to add at least one participant.
   ▶︎ Select a recruiting role for each participant from the dropdown. This grants these participants access to the specific application. For each recruiting role you create, you can control the level of access for different areas of the Recruiting app—learn more in our dedicated article.
   ▶︎ If you’re the organizer, you don’t necessarily have to attend the interview. However, if you want the interview to appear in your calendar, you need to add yourself as an interviewer.
5. Click Find a slot in the calendar to reveal the calendar view and select a time slot.
6. [Optional] Alternatively, use smart interview scheduling.
7. Select the interview method, room, and location. If you have our videoconferencing integration, you can select this as a method.
8. If you’ve created evaluation forms, you can select one from the dropdown. You can also set a reminder for interviewers to complete the form.
9. Add a note for the interviewers if needed and click Invite interviewers.

In the Interviews tab, the interview now shows the status Scheduled. The time of the interview is always based on the host’s timezone.

Understand the calendar view

Our Recruiting calendar integration allows you to see your interviewers’ events in the calendar view. You also see your meeting rooms. With this feature, you can select an available time slot that works for everyone.

In the calendar view, you can switch between a daily and weekly view. You can also select a meeting room and define the duration of the interview.

Keep in mind:

• By default, you can see the titles of private events in the calendars of interview participants. To hide these details, Account Owners can contact Support to enable this setting. Once enabled, all event titles appear as “Busy”.
• Employee time off appears as Personio time off. You can’t see the time off type.
• Events with a duration of over 24 hours appear at the top of the relevant day.
• If an interviewer’s calendar isn’t synchronized, a warning symbol appears next to their name. Ask your Administrator to troubleshoot the issue.
• Public holidays appear at the top of the calendar. However, your external calendar doesn’t block public holidays from your Personio time off calendar. You need to block these days manually in your external calendar.

Understand the calendar event

Once you create an interview, Personio places an interview event in all interviewers’ work calendars. This happens via the Personio calendar API. It also books your selected room at the same time.

The calendar event contains:

• Any notes you add to the interview in Personio.
• A link to the video conference (if you select videoconferencing as the interview method).

Refer to the table below to understand what information is available to whom.

Send the interview invitation to the candidate

Once you’ve created an interview in Personio, you can send an interview invitation to the candidate. The candidate also receives the event in their calendar.

Reschedule an interview

You might need to reschedule an interview if a participant can't make it. Keep in mind:

• If a candidate declines or cancels an interview, you don’t receive a notification in Personio. You need to check the event in your external work calendar to see the status.
• If an internal participant cancels an interview, you do receive a notification in Personio.

To reschedule an interview, follow these steps:

1. In the candidate profile, go to the Interviews tab.
2. Click the pencil icon.
3. Choose a new interview date or time.
4. Invite the internal participants. They'll receive an updated calendar invitation.
5. Important: Send a new email to the candidate. They don't receive a notification automatically.