Fountain allows you to schedule time with applicants directly through the platform using a Scheduler Stage. Scheduler Stages can be used to book time to speak with an applicant for interviews, orientations, or more informal Q&As.
Adding a Scheduler Stage to a Workflow
Access the Workflow Editor
For a new Opening, you will access the Workflow Editor screen after choosing to create a new Opening, clone an existing Opening, or linking to an existing Opening.
For existing Openings, click the Settings icon on the Applicant Table then Edit Workflow OR from the Jobs screen, click the 3 dots button to the left of the Opening and then Edit Workflow.
Click the Add Stage button in the top left corner of the Workflow Editor screen and select Create New Stage.
Enter a title for the stage, such as In-Person Interview. Select Scheduler in the Stage Type dropdown and choose a placement for the stage.
Click Add Stage.
Scheduler Stage Settings
Review the image numbers below and the corresponding descriptions:
Move Applicant to the Next Stage after booking a session will automatically move the applicant forward to the next stage in your workflow once they book a session.
This is useful for Scheduler Stages created with the purpose of scheduling orientations, wherein the applicant will then be prompted to an information screen about what to expect on their first day.
Most users should not toggle this on if they are creating a Scheduler stage for an interview, as they will want to meet with the applicant prior to moving them forward in the Workflow.
Send Session Reminders Even if Applicants Have Moved to a Different Stage will send applicants reminders about their session regardless of what stage they are in. Fountain recommends toggling this on to ensure applicants do not miss their booked session.
If an applicant has a scheduled session and sends an SMS with the word "No" after a Reminder Message is sent out, the system will cancel their session. even if the [SMS_RSVP_YES] or [SMS_RSVP_NO] merge keys are not in use
See Scheduler Stage Messages in the Help Center for more information.
Show Stage in Applicant Portal will show the stage to the applicant in their portal tracker, located on the left side of their screen.
Show One Session per Timeframe will only show applicants one session to select from for each timeframe, even if there are multiple sessions to choose from.
For example, if there are three slots to choose from at 12:00 p.m., the applicant will only be able to see and select one 12:00 p.m. timeslot.
Move Applicant to Next Stage if Applicant is Marked Attended automatically moves the applicant to the next stage in the workflow when their attendance is marked as Attended. This eliminates the manual step of reviewing and advancing attended applicants after a scheduled session.
The automation triggers when attendance is marked as Attended via the recruiter UI or via a post-interview notification (email/SMS).
Marking attendance as Not Attended does not trigger the automation.
If the applicant has already moved to a different stage before attendance is marked, the automation advances them from their current position.
Limit Future Sessions will prevent applicants from booking sessions too far into the future. Select the number of days out you would like applicants to be able to choose from and enter that number into the box.
Last Minute Bookings prevents applicants from booking a session that is within the next two hours of today’s date.
Max Reschedules prevents applicants from rescheduling too many times. Enter the maximum number of allowable reschedules in the box.
Last Minute Rescheduling prevents applicants from rescheduling their sessions within a certain number of hours. Enter the maximum allowable number of hours in the box.
Enable Live Video provides applicants with a link to a live video call for the day and time selected once they have scheduled a session in the calendar. Live video calls are hosted on Whereby.
See Live Video in the Help Center for more information.
Onsite Address allows you to enter an address for an onsite interview. If all interviews will be held virtually, this does not need to be completed.
Idle Move Rule creates a rule to automatically move idle applicants to a target stage after a certain number of days.
Message Options allow you to create initial messages, confirmation messages, cancellation messages, and reminder messages for applicants for events such as scheduling interviews, reminding them of interviews, or details upon canceling interviews. Select how you would like your message to be delivered (email, SMS, or email + SMS).
See the Message Applicants Section of the Help Center for more information
Applicant Scheduler Experience
Once an applicant reaches a Scheduler Stage, they are presented with a date picker showing available days. After selecting a date, available time slots for that day are displayed. The applicant selects a time slot, then reviews a confirmation screen showing the event details — including the event name, host, and any instructions — before clicking Confirm to book the session. Both the applicant and the calendar owner receive a notification confirming the appointment.
For more information on calendar integrations, see Connecting Your External Calendar and Add Availability to the Fountain Calendar in the Help Center.