The Scheduling section of Client Setup supports the Scheduling product and its settings, which include the following:

• Calendar Management – This allows you to configure which users/user roles will have access to view and/or manage calendars in the system. Selecting the Manage Permissions button will open a slide-out drawer where you can determine calendar permissions from either the Manage or View Only tabs.
  • Manage – Users and/or entire user roles who are given manage permissions will be able to manage any other user’s calendar in the system, which includes adding OIT and editing, canceling, and/or rescheduling interviews (depending on candidate permissions).
  • View Only – Users and/or entire user roles who are given view only permissions will only be able to view any other user’s calendar in the system.
• Recorded Interviews – This provides users the ability to send candidates prompts and allow them to directly record their responses in video format. This allows Recorded Interview Option to become an option within the Interview Scheduling drawer.
• Client own credentials – This is where your calendar integrations need to be configured. Click here for more information on this.
  • Notes:
    • If you provide your CS Representative with the credentials for your service account, they can complete the login without sharing the link with you. However, it is our suggestion that your team maintains the service account credentials. You must be logged into your account before clicking on the service account login link in order to successfully connect the service account. 
    • If you're using the Azure Admin Consent integration, you will have to separately integrate your MS Teams for virtual interviews.
• Email Technology:
  • Select the client's email technology – The technology provider associated with their authentication. Options include:
    • Google
    • Outlook 
    • Exchange
    • Native
      • Note: When enabled, ensure to update its associated settings.
• Virtual Technology:
  • Select the virtual technology provider – The virtual technology provider, if any, for your virtual interviews. Once an option is selected, update
    • None
    • Paradox Video
    • Skype
    • Bluejeans
    • Microsoft Teams (requires an integration/sign in)
    • Zoom Admin (requires additional steps)
    • Zoom User
    • Webex Oauth (requires an integration/sign in)
    • Google Meet
  • Enable Paradox Video in all inboxes – This will start a FaceTime or one-to-one video between the recruiter and candidate via the Candidate Profile.
    • For scheduled Virtual Event Interviews, what is the maximum number of attendees who can join a Paradox Video Meeting? – This will only display when Paradox Video is selected as the virtual technology provider. This selector will allow you to set the max number of participants that can join a Paradox Video Meeting and the default room type for the interview. Options include:
      • 3 Participants (P2P Room Type)
      • 4 or More Participants (Max 50) (Group Room Type)
    • For meetings initiated from the candidate profile, what is the maximum number of attendees who can join a Paradox Video Meeting?  – This will display when Enable Paradox Video in all inboxes is toggled on. This setting will allow you to set the max number of participants that can join a Paradox Video Meeting and the default room type for the interview. Options include:
      • 3 Participants (P2P Room Type)
      • 4 or More Participants (Max 50) (Group Room Type)
• Scheduling API:
  • Include default interview instructions when parameter is empty – This allows for an interviewer’s default interview instructions to be included in an interview invitation when interview instructions are not listed for an interview scheduled via API.
    • Note: This will occur for single interviews only when one interview attendee is selected for the interview and when the interview attendee has instructions configured in their My Calendar settings.
• Interview Calendar Invites:
  • Allow additional employees to be added to interview calendar invites – This will allow you to set which additional users should be added to calendar invites for interviews that get scheduled.
  • Select which employee types should be added to calendar invites on interview they aren't attending. – This is where you select the roles that should be automatically added to calendar invites on interviews they are not attending, regardless of availability. Options include:
    • Hiring Manager (required from an integration or a job feed)
    • Recruiter (required from an integration or a job feed)
    • Coordinator (required from an integration or a job feed)
      • Note: It is not recommended to use this role unless your team is using Kenexa for interview requests.
    • Interview Owner
      • Note: It is recommended to use this role in general and for companies using JSON for setting up calendar invites.
    • Custom User Types
    • Specific Audience
      • When selected, an Add button will be listed next to a new Specific Audience setting. Click this to open the Specific Audience modal where you can enter in the name and email address of the audience.
• Interview Owner:
  • Select which employee types should receive alerts to reschedule/cancel/edit interviews when an employee declines a calendar invite. – Select the types of users who should be alerted via email when there are changes to interviews (rescheduled, canceled, or edited). 
    • Note: Regardless of the selection for this field, a user will be assigned as the interview owner if they schedule the first interview or are identified as the interview owner through an API request.
  • What data should display below the employee name in the interview builder? – This allows you to select the data that should display under the user's name when choosing an attendee for an interview. There are three options:
    • Location (Assigned to a user in Location Management)
    • Employee ID (Assigned to a user in the Employees page)
    • Email (Assigned to a user in the Employees page)
      • Note: The selected data to display can help users find the correct interviewer when scheduling their interviews. This is important for large organizations where many users have the same name so the selection should be made to represent another piece of information that is unique to each individual in that use case.
• Timezones:
  • Candidate Timezone Method Priority Order – Select Configure Order to set the order by which your team wants the system to determine the candidate's timezone. You can do this by selecting the rearrange (multi-dot) icon at the end of an option's row and reordering timezone options or removing a selection via the trash can icon next to an option. If an option is removed, it can be added back at a later time from the bottom of this list. Configurable timezone method options include:
    • Timezone Override – This option refers to when users manually update the timezone when scheduling an interview and will always be listed in this list. It cannot be removed or reordered.
    • Candidate IP Address – If the candidate's IP Address is unknown, then the next timezone method in the list will be used.
    • Candidate's Assigned Location – If the location's timezone is not set for the candidate's location or the candidate's location is Unassigned/Remote, then the next listed timezone method will be used instead.
    • 1:1 Interview Attendee – If there are multiple attendees or a Round Robin Group (RRG) listed as the interviewer, then the next timezone method in the list should be used. RRG with only one possible interviewer should use that user’s timezone instead of the fallback.
    • Candidate’s Home Address – If the candidate's home address is unknown, then the next timezone method should be used. Otherwise, the most recent value for the candidate's home address, whether brought in via API or stored as an attribute, will be used. 
    • Candidate’s Interview Location – If the interview is not in-person or a group interview, then the next timezone method should be used. 
    • First Selected Interviewer – This option will always be listed last and cannot be removed or reordered in the list due to the way the system logic is setup. If the selected options aren't available for the candidate, then the system will fall back on the first selected, required interviewer's timezone.
      

      Important Note: When enabled, the Advanced Scheduling Settings toggle will override the candidate timezone logic set for the Candidate Timezone Method Priority Order setting.

       
  • Default Timezone Format – You can choose the default timezone format used in candidate scheduling communications for all newly created locations in your account. Existing locations are not affected when this setting is changed. You can select between the following options. The following options are available:
    • Abbreviated (ex: MST)
      • Note: This is the default for new and existing accounts.
    • Full Name (ex: Mountain Standard Time)
    • UTC Offset (ex: UTC-07:00)
      

      You can learn more about this setting in time zone methods. 

       
  • Default Time Format – You can choose the default time format used in candidate scheduling communications to apply to all newly created locations in your account. Existing locations are not affected when this setting is changed. The following options are available:
    • 12 Hour (ex: 1:00 pm)
    • 24 Hour (ex: 13:00)
      

      You can learn more about this setting in time zone methods. 

       
• Remind employees to accept/decline their interviews – Paradox automatically sends 24, 48, and 72 hour reminders to users who have been sent an interview request to nudge them to select an interview time. This setting is on by default but can be turned off if your team does not want these reminders sent to your users. 
• Include web links to calendars in reminders – This will include a link to the user's calendar in their interview reminder.
• Require opt-in for SMS Interview Reminders – This allows candidates to be scheduled from the Paradox Scheduling Site or via email to opt into SMS reminders. This feature should only be utilized in rare cases.
  • Add SMS to candidate's communication preference upon reminder opt-in – When the Require opt-in for SMS Interview Reminders setting is enabled, then this setting will display and will add SMS to a candidate's communication preferences when toggled on. 
• Send candidate resumes on all calendar invites – This will allow Paradox to automatically send a URL of the candidate's resume on the interview calendar invite sent to users. NOTE: A resume has to be attached to a candidate's profile for this feature to work. When enabled, the following additional settings will display.
  •  Resume URL Expiration – The timeline in which the candidate will be able to view the resume after the completed interview. This timeline should begin after a candidate reaches the Interview Complete status. NOTE: This setting is only relevant when the Resume URL User Authentication setting is set to None, since authenticated users will not be restricted to a viewing timeline. Options include:
    • 1 day (default)
    • 3 days
    • 1 week
    • 2 weeks
    • 1 month
    • Never
      • IMPORTANT NOTES:
        • If a candidate’s interview is canceled, the resume should expire immediately when the candidate’s status is updated to Interview Cancelled.
        • If a candidate is rescheduled after a canceled interview, then the system will generate a new resume URL, which will have a new expiration timeline.
        • If a user is authenticated and has access to view a resume, expiration timelines no longer apply to that resume link.
  • Resume URL User Authentication – The type of validation required when a user views a candidate’s resume. Options include:
    • None – No authentication required to view the resume.
      • Note: The Resume URL Expiration will only be applied when None is selected for this setting.
    • Use Account Authentication – (default) An authentication is required to view the resume.
      • SSO Client – If your team utilizes SSO, then SSO will serve as the authentication method.
      • Non-SSO Client – If your team does not utilize SSO, the system will check to see if the user has access to the document link and allow them to view the document once logged in.
      • Basic/Limited User – If a user is a Basic/Limited User, then the system will utilize multi-factor authentication.
• Keep the existing interview instructions when updates are made on the interview builder – This will keep the interviewer’s interview instructions the same when the interview types or attendees change.
  • Use Case: When customers send interview instructions via an API request who may not want the interview instructions to change when the interview type changes.
• SMS Scheduling Request Opt-in – This requires candidates to opt in via SMS before available interview times can be sent. When toggled on, the below setting will display. 
  • SMS Opt-in Confirmation Message – This presents the user with the option to send a confirmation message proceeding candidate opt-in. This message can be customized in Assistant Messaging under Scheduling > Opt-in Messages.

• WhatsApp Scheduling Request Opt-in – This requires candidates to opt in via WhatsApp before available interview times can be sent. 
• Hide hiring manager information on candidate communications – This will prevent candidates from seeing their interviewer's name and contact information within the calendar invitation.
• Disable Manual Scheduling – This will prevent users from scheduling candidates manually from the Candidate Profile's More button, ensuring that the user will only have the ability to schedule interviews with pre-configured details on the job. However, this will allow users to send an interview request to candidates by changing their candidate status to Invite to Interview or configuring the Interview Type within a job’s Candidate Journey to be Manually Schedule. Configuring a job to be manually scheduled will still provide the user the ability to customize the interview. 
  • Use Case: This should be enabled for customers who only want certain users to have control over interview details.

• What interview types should be available? – This is where you can select the types of interviews that should be available for scheduling. It is important to note that below this selector, you can add custom interview types that will be included in this selector.
• Virtual Meeting Links for Sequential Interviews – This is where you can select between the following options on how virtual meeting links display for same-day sequential interviews:
  • Same Virtual Meeting Links
  • Separate Virtual Meeting Links
• Debriefs – When enabled, this setting allows users to add follow-up debrief sessions to panel or same-day sequential interviews within the manual scheduling drawer, auto-scheduling drawer, and scheduling templates. You can control the availability of the debrief interview types by selecting In-Person Debriefs, Phone Debriefs, and Virtual Debriefs options from the What debrief types should be available? drop-down menu. Once configured, you can add a debrief to your panel or sequential interview. The debrief immediately follows the panel interview or the final round of a single-day sequential session. All interview attendees are automatically invited to the debrief, along with any user roles specified in the Interview Calendar Invites settings, regardless of their attendance during the interview.
• Add Interview Types – Selecting the Add Type button will allow you to add a custom interview type specific to your team's use case. This interview type will be based on default interview types (phone interview, in-person interview, virtual interview, etc.) but will be a custom option specific to your hiring cycle. All custom interview types added here will be automatically added and selected within the What interview types should be available? selector.
  • Note: You can edit or delete a custom interview type by selecting the pencil icon next to the interview type below the Add Type button.
• Export basic scheduling onboarding links – This will prevent users from dedicating open interview times (OIT) to a specific interview type when configuring OIT in My Calendar/Calendars.
• Room Booking – This allows rooms to be added to each location along with a room's capacity in order to assign them to in-person or virtual interviews. When enabled, the following settings will display. NOTE: Rooms will need to be added to Location Management manually.
  • Room Booking Type – The default room booking type platform. Options include:
    • Default (Paradox)
    • Condeco
    • Zenoti
  • Remove Room Booking Details from Candidate Communications – This will remove the room booking information from the candidate's calendar event and any email communication.
• Select how Olivia should present times to candidates – This allows you to choose the configuration for sharing available times with candidates. Options include:
  • Default – This will prioritize times within the next three days. If three open times do not exist, the AI Assistant will look at the next seven days. If seven open times don’t exist, the AI Assistant will look at the next 10 days, and so on, following this pattern: 3, 7, 10, 14, 17, 21, 24, 28, 31, 35, 38, 42, 45, 49, 52, and then 56 days. This number is dependent on what the recruiters' settings are: 1 week to 8 weeks.
    • Logic Notes:
      • If there’s a weekend day or there’s no interview event on the first three days for that duration, the AI Assistant will expand its search and look at four days instead.
      • The AI Assistant will return at least one morning (before 11am), one midday (11am - 2pm), and one afternoon (after 2pm) if those times are available. If not, when a recruiter only has times for one portion of the day (morning, midday, or afternoon), the AI Assistant will return what is available. Regardless, the AI Assistant will try as best as possible to prioritize one of each time of day and return open slots in three continuous days, if possible (example 8AM Aug, 22 - 11AM Aug, 23, 4PM Aug, 24).
        • If not possible: the AI Assistant will return a “random” choice for n (window) slots.
        • If fill mode is InterviewFillMode.LINEAL: the AI Assistant will find a multiple interview slot first, check that slot is registered by a candidate, and then collect two more slots.
      • Only two slots in same day will be collected. Example: at Aug, 22, we have 10 interview slots, we only return two slots, even though the input window is three. If there are only three slots left and they’re on same day, show all of them.
  • First Available – This will always send candidates the first three available times, regardless of overall availability.
• Interview Prep – This allows users to configure Interview Prep for both the interviewer and the candidate from the Interview Prep page and add it to interviews.
• Allow employees to choose the interview time – This enables the Choose a Time functionality, where you give users the option of allowing candidates the ability to schedule their interview at a specific time or having their AI Assistant find a time that works best for the candidate. once enabled, the Choose Time button will display within the Scheduling drawer.
• Advanced Scheduling Settings – This will include advanced settings in the Scheduling menu. Once enabled, the below setting will display.
  • Allow for private interview calendar events – This will include the ability to mark a calendar event as private within the advanced scheduling settings of an interview.
    • Default privacy setting for calendar events – You can select the default privacy setting for your interview calendar events from the following options:
      • Public – This selection defaults all calendar events to public. Calendar events can still be manually marked private by enabling the Private Calendar Event advanced scheduling setting in the scheduling drawer.
      • Private – This selection defaults all calendar events to private. Calendar events can still be manually marked public by disabling the Private Calendar Event advanced scheduling setting in the scheduling drawer.

• Manage Company-wide Scheduling Timelines – This will set the company-wide minimum and maximum timeframe that the AI Assistant will coordinate an interview with candidates. When enabled, you can set these timelines on a per interview type basis, with the default being a one day minimum and two week maximum. If this remains disabled or if it is enabled and the Advanced Scheduling Settings option is enabled in Client Setup, then the user scheduling the interview will have the ability to set scheduling timelines when manually scheduling an interview.
• Manage Company-wide Open Interview Times – This will allow for the configuration of open interview times and time zones on a per user role basis.
  • All Countries – Selecting Edit Availability will open a slide-out drawer where you can select specific or all user roles and then update and save their open interview times.
  • Set default timezone. Employees will be able to edit this selection – This is the default time zone for the account, which can be edited on a per user basis from a user's My Calendar settings.
  • Add Country – Selecting + Add Country will allow you to add the country, associated timezone, and its open interview times. You are able to any number of countries to this list.
    • Important Note: If OIT is added for all countries and specific countries, then the OIT set for a specific country will take precedence over the OIT set for All Countries. 
• Manage Company-wide Busy Interview Times – This will allow for the configuration of blackout dates, or days when no interviews will be conducted. These can be configured for all countries using both standard country holidays and/or setting specific dates. Not every company follows the exact national holidays (i.e. Columbus Day) so dates can be removed from the list based on which holidays your company observes.
  • All Countries – Selecting Edit Availability will allow you to set busy days for the entire company, regardless of country.
  • Add Country – Selecting + Add Country will allow you to add the country, associated timezone, and its busy days. You are able to any number of countries to this list.
    • Important Note: Users can add their own busy days from their My Calendar settings. The busy days configured on the individual location/employee calendar will always take precedence over the company-wide configurations. 
• Limit Canceling and Rescheduling Interviews:
  • Candidates can cancel interviews – This dictates the amount of time before an interview that a candidate can cancel their interview.
  • Candidates can reschedule interviews – This dictates the amount of time before an interview that a candidate can reschedule their interview.
  • Limit number of times candidates can reschedule – This setting restricts the number of reschedule attempts, and not the number of successful reschedules. Once they reach the set limit of attempts, then they will receive the No Availability to Reschedule message from the AI Assistant.
    • Use Case: This prevents restrictions on what a candidate can carry out (i.e. ensuring the candidates do not show up to an interview that was rescheduled by a candidate right before and waste their time) while also giving the users potential restrictions so that the candidate has accurate expectations too. 
      • Note: There is an option when scheduling a candidate through Advanced Settings, although it only provides the option to control a candidate's ability to reschedule/cancel. The only way to control the users' abilities is through Client Setup configuration.