For: Superusers, recruiters, hiring managers

What you’ll achieve

Create an interview or assessment event that allows candidates to self-book available time slots.

I want to:

• Create a new interview event
• Add appointments and time slots
• Configure booking and email notifications
• Assign interviewers and users

Step 1: Create a new event

1. Select the Calendar icon in the top navigation menu.
2. Select Create new event from the left-hand menu.
3. Choose:
   • Create new calendar event, or
   • Copy from an existing calendar event

Step 2: Complete event details

Complete the fields:

Select Save & Continue.

Step 3: Link jobs

1. Go to the Jobs tab.
2. Add the relevant job(s).
3. Select Save.

Step 4: Add appointment dates and times

1. Go to the Date/Time tab.
2. Select Add Appointment.
3. Complete the fields below.
4. Select Save.

The system automatically creates bookable time slots based on the duration you enter.

Appointment fields explained

Adding breaks

If you need a break (for example, lunch):

• Create one appointment for the morning time range.
• Select Copy Appointment.
• Adjust the time range for the afternoon.

Tips
- You can add multiple appointments to one event.
- To create back-to-back interviews, enter the start time of the first interview and the end time of the last interview, then set the duration (for example, 09:00–13:00 with 60 minutes creates 4 slots).
- For a lunch break, create separate morning and afternoon appointments  

Step 5: Configure event emails

Go to the Emails tab.

You must select which emails are sent at each stage of the booking process.

Candidate emails

Useful merge field
To include the full interview address in your confirmation email, use:
{CalendarEntryAppointments.InterviewLocation}
 
Place this on a separate line in your template for correct formatting.

Important

Do not use the following merge fields in the invite email:

{CalendarEntryAppointments.Instructions}

{CalendarEntryAppointments.Interviewer}

These only work after a candidate has selected a specific appointment slot.

Interviewer emails

Select Save & Continue. 

Step 6: Add interviewers

1. Go to the Interviewers tab.
2. Select Add Interviewers.
3. Select Save & Continue.

Interviewers receive booking and cancellation emails with calendar attachments.

Step 7: Add users (optional)

Go to the Users tab to add users who need visibility of the event.

Users:

• Can see the event (even if private)
• Do not receive booking emails 

Step 8: Add notes or attachments (optional)

Go to Notes & Attachments.

• Notes are visible to candidates when booking.
• Attachments are included in confirmation emails.

Useful merge field
To include notes in emails, use:
{CalendarEntries.Notes}

Select Save & Continue.

Step 9: Review booked and vacant slots

After candidates begin booking:

• The Booked tab shows candidates who have booked a time slot.

• The Vacant tab shows available time slots.

From the Booked tab, you can:

• View booked candidates
• Send email or SMS communications
• Assign interviewers to individual or multiple slots

Interviewer assignment, Teams invites and additional email options are managed from the Booked tab after candidates have booked.

For full details, see: Manage interview bookings in Calendar Event Manager

FAQs

Can I have more than one event per job?

Yes, this is entirely possible however they must be managed by a different candidate status.

Can I have multiple jobs attached to one event?

Yes, you would simply add all required jobs on the 'Jobs' tab when creating the calendar entry.

Can I have one event with multiple dates/times?

Yes, you can build all your availability in one calendar entry. 

Can we customise the Event Type options?
 Yes, ‘Event Type’ options are configured per organisation.

If you need to add or amend event types please contact our support team.

What is a private event?

If ‘Is the event private?’ is toggled on, only the creator and users added on the ‘Users’ tab can see the event; it remains hidden from all other users.

What happens if I leave Interview Location blank?

If no Interview Location is selected, the system treats the appointment as a virtual interview. Candidates will see that the interview is virtual when booking.

Does the booking cut-off include weekends?

Yes, the booking cut-off restriction: includes weekends and includes the day of the interview. For example, a cut-off of 2 days for a Friday interview means booking closes on Wednesday.

Can I delete date/ time appointments? 

Yes, you can delete appointments if there are no candidates booked on.

If there are candidates booked on you will be unable to delete the appointment until you have cancelled the existing booked slots.

Please click here for steps on how to cancel candidate appointments.

I’ve followed the guidance notes and have some further questions.

For any questions about using Calendar Event Manager (or any other Jobtrain functionality), please contact our support team on +44(0)161 8502004.