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Troubleshoot scheduling an interview with the integrated calendar

This article explores common issues relating to interview scheduling with the integrated calendar.

If you're reading this article, you've already integrated your company calendar with the Personio Recruiting calendar. This integration allows you to find a suitable time slot for all employees involved in the interview process. It also creates an interview event in the employees’ calendars with relevant details. With this integration, you can also use our smart scheduling and videoconferencing features. If you’re having issues with setting up the integration, refer to our separate troubleshooting article instead.

In this article, we cover the following issues:

 

Before you start

If you haven’t already done so, read our articles on how to:

To troubleshoot most of the issues outlined in this article, you need an Administrator role.

 

Changes I made in Personio aren’t appearing in my calendar

Issue: You attempt to create, update, or schedule an interview in Personio. However, the change doesn’t appear in your integrated calendar.

Possible solution: It's possible that the data hasn't synchronized yet. In this case, it can help to close the calendar application and reopen it.

To be able to create calendar events, note that you need to give Cronofy write access to your data. You can limit or restrict access to certain information. Learn more in our frequently asked questions on the calendar integration. If you modify the permissions, sync all employees in Settings > Recruiting > Recruiting calendar to apply the changes.

 

I’m getting an error message about the organizer’s calendar not being synchronized

Issue: If you select someone as the Organizer and their calendar isn’t synchronized, you receive an error message.

Possible solution: Go to Settings. In the Recruiting section, click Recruiting calendar to see a list of all unsynchronized users. Check the following criteria:

  • Make sure that the employee’s email address exists on the authenticated domain. For example, if your company domain is @xy.com, then the employee’s email needs to be part of this domain.
  • If the employee is new, check that you’ve added them to your company domain and try synchronizing them again.
  • Make sure that the employee isn’t using a shared mailbox. Their email address needs to be unique to them.

 

I can see the full titles of colleagues’ calendar events when selecting a time slot

Issue: You can see the titles of your colleagues’ calendar events when organizing an interview.

Solution: This is the standard setting in Personio and you can learn more in our frequently asked questions. If you’d prefer to hide these details, an Account Owner needs to contact our Support Team. Once enabled, all event titles appear as “Busy”.

 

An employee receives an error when using the smart scheduling feature

Issue: An employee creates a smart scheduling link and tries to send the invitation email to a candidate. However, they receive the error message, “Try again later”. They can’t send the email to the candidate.

Possible solution: This might be caused by a syncing issue with the employee’s account. An Account Owner needs to contact our Support team and provide the employee’s ID.

 

An employee can’t schedule a videoconferencing interview

Issue: When choosing an interview method, an employee can’t see the option for videoconferencing. For example, they can’t see the option for Google Meet.

Possible solution: Go to Settings. In the Recruiting section, click Recruiting calendar and check if the employee’s calendar is synced. If it’s not, synchronize them again and refresh the page.

If this doesn’t work, ask the employee to reauthorize the videoconferencing feature in their Personal settings. Send them these steps to complete.

 

I can't select my preferred videoconferencing provider

Issue: You can't select your preferred videoconferencing provider. In this case, the troubleshooting steps depend on the provider.

Possible solution:

 

I can’t select an employee as the interview organizer

Issue: You want to host a videoconferencing interview and can't select an employee as the Organizer.

Possible solution: Make sure you’ve:

 

An employee can’t complete user authentication for videoconferencing

Issue: An employee can't complete user authentication via Personal Settings > Integrations.

Possible solution: Make sure they’re using an email address that’s unique to them. They can’t use a shared mailbox.

 

Personio didn’t generate a videoconferencing link for Microsoft Teams

Issue: You schedule an interview, but it doesn't generate the videoconferencing link for Microsoft Teams.

Possible solution: Try logging in to your Microsoft account in your browser. In Teams, open a channel, send a message, or interact with the platform to confirm your activity.

 

I’m getting an error message that my videoconferencing link can’t be generated

Issue: You receive the error message, “The link could not be generated. Please try again”.

Possible solution: Try deactivating and reactivating the calendar integration. Follow these steps:

  1. Go to Settings.
  2. In the Recruiting section, click Recruiting calendar.
  3. Disconnect the integration.
  4. Reconnect your preferred calendar.

 

I’m getting an error message about two people using the same videoconferencing credentials

Issue: You receive an error message. It says that two people are using the same videoconferencing credentials.

Possible solution: Make sure that each employee has their own account with the videoconferencing provider. With shared credentials, they can't take part in the same interview.

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