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Connected Calendar

Overview

The Connected Calendar feature allows Leadline users to connect their calendar and video conferencing apps to Leadline — enabling them to view their calendar events on the dashboard and serve as meeting hosts when scheduling meetings with candidates. Connecting a calendar is required to be eligible as a meeting host.

What is the Connected Calendar Feature?

The Connected Calendar feature allows Leadline users to connect their calendar apps to Leadline so they may:

  1. View their calendar events on the Dashboard - calendar events will be visible directly from the Dashboard.
  2. Be eligible as a Meeting Host when scheduling meetings with candidates

Why Does the Connected Calendar Feature Exist?

The Connected Calendar feature primarily exists so that Leadline users can schedule meetings with candidates who submit applications to their Positions. Without a connected calendar, Leadline cannot create events or share meeting links with candidates.

Who Should Connect Their Calendar?

All Leadline users have the ability to connect their calendar. It is recommended that all Leadline users connect their calendar — this ensures the maximum number of users are eligible to serve as Meeting Hosts and can view their calendar events directly from the Leadline dashboard.

What Calendar Apps are Supported?

Leadline supports the following calendar apps:

  • Google Calendar
  • Microsoft Outlook

→ See 1701 - Connect-Google-Calendar for instructions on connecting your Google Calendar to Leadline.

→ See 1702 - Connect-Microsoft-Outlook-Calendar for instructions on connecting your Microsoft Outlook Calendar to Leadline.

What is the Difference Between Calendar Apps and Video Conferencing Apps?

Calendar Apps are what create events and orchestrate meetings between users and candidates — they handle scheduling, availability, and event creation.

Video Conferencing Apps are the apps where virtual meetings actually take place. The following video conferencing apps are supported:

  • Zoom
  • Google Meet
  • Microsoft Teams

→ See 1703 - Connect-Zoom for instructions on connecting Zoom as your video conferencing app.

→ See 1704 - Connect-Google-Meet for instructions on connecting Google Meet as your video conferencing app.

→ See 1705 - Connect-Microsoft-Teams for instructions on connecting Microsoft Teams as your video conferencing app.

Can I Connect My Calendar but Use a Different Video Conferencing App?

Yes. While calendar and video conferencing apps are typically paired together — Google Calendar with Google Meet, Microsoft Outlook with Microsoft Teams — you do have the option to use Zoom as your video conferencing app regardless of which calendar app is connected.

Where Can I Connect My Calendar?

Calendar and video conferencing apps are connected from the Connected Calendars page. Click on your initials at the top right of the screen and select "Connected Calendar" to navigate there.

→ See 101 - Platform-Links for the direct link to the Connected Calendars page.

What is a Meeting Host?

A Meeting Host is a single Leadline user who is hosting the meeting. Meetings can only contain one Meeting Host. The Meeting Host's availability is used to determine which time slots are presented to candidates when they book a meeting. A user must have their calendar connected to be eligible as a Meeting Host.

What are Additional Attendees?

Additional Attendees are other Leadline users who are invited to the meeting created by the candidate. Unlike the Meeting Host, Additional Attendees' availability is not taken into consideration when presenting available meeting times to candidates — they are simply included in the calendar event.

What Information Does Leadline Access from a Connected Calendar?

Leadline has access to the following calendar actions only:

  1. Read existing events — used solely to determine a Meeting Host's availability when presenting booking times to candidates
  2. Create events — to create the meeting event when a candidate confirms a booking
  3. Remove events — to remove the event if a meeting is cancelled

What Does the Candidate Experience Look Like When Scheduling a Meeting?

When a candidate receives a meeting scheduling link, the experience works as follows:

  1. Candidate clicks or taps the meeting link in their email and is directed to a scheduling URL
  2. A 30-day calendar is presented with the Meeting Host's available dates based on configured scheduling preferences
  3. Candidate selects an available date and is prompted to pick a time
  4. Candidate is presented with the available time slots for the selected date
  5. Candidate selects a time and clicks "Confirm"
  6. After the meeting is confirmed:
    • A calendar event is created for the Meeting Host, all Additional Attendees, and the candidate
    • An email is sent to the Meeting Host and Additional Attendees notifying them of the booking — includes a .ics file
    • A confirmation email is sent to the candidate — includes a .ics file and instructions to reschedule if needed

Can Meetings Be Cancelled or Rescheduled?

Yes. Leadline users can cancel meetings and send emails to candidates prompting them to reschedule. Candidates can reschedule meetings at any time using the reschedule link included in their confirmation email.

Is There a Limit to How Many Meetings Can Be Scheduled?

Yes, Candidates are limited to one meeting per Position.

What Meeting Scheduling Settings Can Users Configure?

Users can configure the following settings to control how candidates interact with the meeting scheduling experience:

  • Meeting Name — the name of the event when candidates book meetings with Meeting Hosts
  • Available Times — the time slots presented to candidates when booking a meeting
  • Meeting Duration — how long each scheduled meeting will last
  • Booking Boundary — how far in advance a candidate can book a meeting from the current date
  • Booking Minimum — the minimum amount of time required between the current date and the earliest available booking slot
  • Buffer Time — the required gap between consecutive bookings to prevent back-to-back scheduling

→ See 1706 - Update-Meeting-Name for instructions on updating the Meeting Name of the event that is created when Candidates book meetings with Meeting Hosts.

→ See 1707 - Configure-Availability-Preferences for instructions on configuring availability displayed to candidates when scheduling meetings.

→ See 1708 - Configure-Meeting-Preferences for instructions on configuring meeting scheduling settings candidates must follow when booking meetings.

What Happens if a Candidate Tries to Schedule a Meeting Outside of Available Hours?

This scenario cannot occur. Meeting preferences and availability settings are applied directly to the scheduling experience — candidates are only ever presented with times that fall within the configured availability. Out-of-hours slots are not available for Candidates.

What Happens if a Meeting Host's Calendar is Disconnected?

If a Meeting Host's calendar is disconnected:

  • The user will no longer be eligible as a Meeting Host for future meetings
  • Any future communications that include a {{Meeting URL}} Smartline will be suppressed since the connected calendar no longer exists

→ See 123 - Smartlines for more information on the {{Meeting URL}} Smartline and how it relates to connected calendars.

123 - Smartlines — Learn how the Meeting URL and scheduling-related Smartlines reference connected calendar data 105 - Candidates — Learn how meeting scheduling events are logged in the Candidate Activity Log 107 - Communications — Learn how meeting invitations and confirmations are sent to candidates 101 - Platform-Links — Direct link to the Connected Calendars page 1701 - Connect-Google-Calendar — Instructions for connecting Google Calendar to Leadline 1702 - Connect-Microsoft-Outlook-Calendar — Instructions for connecting Microsoft Outlook Calendar to Leadline 1703 - Connect-Zoom — Instructions for connecting Zoom as your video conferencing app 1704 - Connect-Google-Meet — Instructions for connecting Google Meet as your video conferencing app 1705 - Connect-Microsoft-Teams — Instructions for connecting Microsoft Teams as your video conferencing app 1706 - Update-Meeting-Name — Instructions for updating the name of the event that is created when Candidates book meetings with Meeting Hosts 1707 - Configure-Availability-Preferences — Instructions for configuring meeting host availability 1708 - Configure-Meeting-Preferences — Instructions for configuring meeting scheduling settings

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OverviewWhat is the Connected Calendar Feature?Why Does the Connected Calendar Feature Exist?Who Should Connect Their Calendar?What Calendar Apps are Supported?What is the Difference Between Calendar Apps and Video Conferencing Apps?Can I Connect My Calendar but Use a Different Video Conferencing App?Where Can I Connect My Calendar?What is a Meeting Host?What are Additional Attendees?What Information Does Leadline Access from a Connected Calendar?What Does the Candidate Experience Look Like When Scheduling a Meeting?Can Meetings Be Cancelled or Rescheduled?Is There a Limit to How Many Meetings Can Be Scheduled?What Meeting Scheduling Settings Can Users Configure?What Happens if a Candidate Tries to Schedule a Meeting Outside of Available Hours?What Happens if a Meeting Host's Calendar is Disconnected?Related Topics