Recruitment Calendar

Overview

The Recruitment Calendar displays reference activity, interview invitations, and scheduled interviews. Use it to check upcoming meetings, review when requests were sent, and see when references responded.

Go to Careers → Calendar.

Calendar entries come from the reference and interview records saved against candidates.

Use the links below to jump to a section:

• Calendar Views
• Move Between Dates
• Event Labels
• Filter Calendar Events
• View Event Details
• Add Events to the Calendar
• Scheduled Interviews
• Cancel or Reschedule an Interview
• Time Zones
• Load More Events
• Candidate Access
• Troubleshooting

Calendar Views

Use the view selector above the calendar to choose Month, Week, or Agenda.

Month

Month view displays events in a calendar grid.

Each day shows up to three loaded events. When more events are available for that day, select + more to open Agenda view at that date.

You can also select a day number to open its position in the agenda.

Week

Week view displays seven days at a time, with events listed under each date.

Use this view to check the week’s interviews and reference activity. The first day of the week follows your WordPress settings.

Agenda

Agenda view lists events for the selected month, grouped by date. Days without matching events are omitted.

This view provides more room for event details, including the reference name or interview subject and the associated job.

Move Between Dates

Use the controls above the calendar to change the displayed period:

• Today: Return to the period containing today’s date.
• Previous and next arrows: Move between weeks in Week view, or months in Month and Agenda views.
• Date field: Jump to a specific date.
• Refresh: Reload events for the displayed period.

Event Labels

The calendar uses four colour-coded labels.

Label	What it shows
Reference sent	When a reference questionnaire was sent.
Reference received	When the reference submitted their answers.
Interview sent	When an interview invitation was sent to the candidate.
Interview scheduled	The date and time of an accepted interview with completed meeting setup.

A reference request can appear twice: once when it was sent and again when the response was received.

An interview invitation appears on its sent date. The scheduled meeting appears on the interview date once setup is complete.

Filter Calendar Events

Use the checkboxes under Labels to choose which event types appear.

To display scheduled interviews only:

1. Select Hide all.
2. Enable Interview scheduled.

Select Show all to restore all four event types.

Changing a label updates the displayed events immediately. Your selected view and label preferences are remembered in the current browser when browser storage is available.

View Event Details

Select an event to open its details.

The details include:

• Candidate name.
• Associated job.
• Event date and time.
• Interview end time, where available.
• Meeting information for scheduled interviews.

Depending on the meeting type, interview details can include a Join video meeting link, a phone number, or a physical address.

Select View applicant information to open the candidate’s record.

Close the details using the close button or Escape.

Add Events to the Calendar

Events are created through the candidate’s Reviewer Tools.

Reference Activity

1. Open the candidate’s record.
2. Find Reference Questionnaire.
3. Create and send a reference request.

The request appears as Reference sent. When the reference submits their answers, a Reference received entry is added.

Interview Invitations

1. Open Reviewer Tools on the candidate’s record.
2. Choose Schedule Interviews under Candidate Communication.
3. Create and send the invitation.

The invitation appears as Interview sent. Saved drafts do not create calendar entries.

See Reviewer Tools for instructions on reference requests and interview invitations.

Scheduled Interviews

An accepted interview time appears as Interview scheduled after meeting setup is complete.

To complete setup:

1. Open the candidate’s interview response.
2. Select Set up interview beside the accepted time.
3. Choose the meeting type and enter its details.
4. Add the attendees.
5. Select Send Interview Information.

The meeting then appears on its scheduled date and time.

The candidate and attendees receive interview information by email, including Google Calendar and Outlook Calendar links and an attached interview.ics file.

Cancel or Reschedule an Interview

Manage interview changes from the candidate’s record.

1. Open the calendar event.
2. Select View applicant information.
3. Find the interview information record.
4. Select Cancel / reschedule.

Cancelled meetings and meetings awaiting new dates are removed from the scheduled calendar. The original invitation remains part of the sent activity.

Once the replacement interview is confirmed and its setup is complete, the calendar displays the new meeting time.

Select Refresh when returning to the calendar to load the latest information.

Time Zones

The main calendar displays dates and times in the WordPress site’s time zone.

Interview options retain the time zone selected during scheduling. The calendar converts those times to the site’s time zone, including daylight saving adjustments.

An interview scheduled in another time zone can therefore appear at a different time, or on a different date, in the calendar.

Load More Events

Events load in batches for the displayed period.

When additional events are available, select Load more events below the calendar. Your label filters continue to apply to the newly loaded entries.

The event count shows the matching events currently loaded. Continue loading if you need to review the full period.

Candidate Access

The calendar follows candidate access permissions.

Events linked to candidates restricted by Only Viewable by Assigned Reviewers are visible only to users who have access to those candidates.

Selecting Show all enables all event labels. It does not change candidate permissions.

Troubleshooting

An Event Is Missing

1. Check that you are viewing the correct date or month.
2. Select Show all to enable every label.
3. Select Refresh.
4. Select Load more events if available.
5. Confirm that you have access to the candidate.

An Accepted Interview Is Not Shown as Scheduled

Open the candidate’s interview response and confirm that meeting setup was completed. Select Set up interview beside the accepted time, complete the details, and select Send Interview Information.

Cancelled meetings, meetings awaiting new dates, and saved drafts do not appear as scheduled interviews.

An Interview Appears on the Wrong Date or Time

Compare the time zone selected for the interview with the WordPress site’s time zone. The main calendar displays the converted site time, which can fall on a different date.

A Cancelled Interview Still Has an Entry

Check the entry’s label. Cancelling a meeting removes its Interview scheduled entry, but the original Interview sent activity remains.

Select Refresh to load the latest meeting information.

Only Three Events Appear on a Day

Month view shows up to three loaded events per day. Select + more to open Agenda view at that date.

If additional events have not loaded yet, select Load more events below the calendar.

A Reference Appears Twice

Check the labels and dates. Reference sent records when the questionnaire was sent. Reference received records when the reference submitted their answers.

A Draft Invitation Is Missing

Saved drafts do not create calendar entries. Open the draft in the candidate’s interview history, complete the required information, and send it. The invitation then appears as Interview sent.

Show All Does Not Reveal a Restricted Event

Show all enables event types without changing your access to candidates. An authorised user must review your assignment and the candidate’s visibility settings.

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