Scheduling an interview with a candidate and several hiring managers and/or recruiters can sometimes be tricky. Fortunately, the Calendly app can tremendously help.
Team page :
First, you'll need to set up a team page, to be able then to add event types (30 min interview, 1 hour interview etc...) for candidates to choose from.
To do so, you’ll need to upgrade for a paid Professional or Teams Calendly plan, if you don't have one yet. Once upgraded, if you invite at least one member to your account, you’ll become the account owner and can then designate other members to be admins for the organization.
When you create a team, you also get a unique team scheduling page and link. Team managers can create, view, and delete all scheduled team events and event types.
How to set up a team
From any Calendly page, select Create + and then New team.
Enter the Team Name (this will appear on your team scheduling page).
Optional: Update the Team Page link and Welcome Message.
At Team Members, type the member's name and select. Repeat for each team member.
At Can manage team, select the team manager. Note that admins will already be selected as team managers. Users granted permission to manage a team will be able to create and manage event types that appear on a team page, and add or remove members within the team.
Optional: Upload a Team Avatar. This will be the image that shows on your team scheduling page.
To change the time zone for your team, Time Zone, select the box and find the correct time zone your team schedules in.
Select Create.
Collective Meeting
In Calendly Collective event types allow a candidate to schedule a time to meet with multiple members of your team simultaneously.
When using collective scheduling, you can send a link to candidates, that pools team members' availability and only show to the candidate times when all hosts are available. All hosts must be available in order for a time slot to show on the booking page. If any host is not available when the other hosts are, that time slot will not show as available.
Once the candidate chooses a slot and confirms, all team members are automatically added to the calendar event. Note that Calendly has an integration to Zoom and Google Meet, so you can also set that these events needs to happen on Zoom or Meet.
For example, a collective event can be great for when a candidate needs to have a culture fit call with an HR manager and a team lead.
How to create a Collective team event
From your Homepage, select the My Calendly drop-down menu and select the team page where you want to create your Collective team event.
On your team page, select Create and then Event type.
On the following page, select Choose Collective.
Enter the Event name, Event link, and add an optional Description/Instructions, and select Next.
At Team Members & Location section select which team members you want to be assigned to this event type set the Location for your team members, and select Next.
At the When can people book this event section set the Duration of the event and the date range.
First available meeting
Calendly calls this kind of event: Round-robin.
Create a round-robin event to allow candidates to select a time with any available team member. You can choose to distribute events among team members evenly or by priority.
Use round-robin events to increase your team's flexibility by allowing candidates to decide a time with any available member of your team. These events are perfect for:
Connecting a candidate with any available recruiter in your team
Connecting a candidate with any available Hiring Manager in a giving department (Sales, Marketing...)
Set multiple meetings/calls with several hiring managers at once with just one link sent to the candidate, in a specific order ("by priority" - Call with Hiring Manager A, then Hiring Manager B...) or in no specific order.
Creating a round-robin event type is very similar to creating a solo event, with a few additional steps. Visit the All Teams view and locate your desired team. Click + New Event Type next to the team you prefer and select Round Robin as the style of the event type. From there, set the availability and select your preferred meeting distribution option.
Once an event is scheduled, both the candidate and the assigned team member will receive a confirmation notification informing them of who they are meeting with.
For further details, you can check this link: https://help.calendly.com/hc/en-us/articles/223146327-Distribute-events-round-robin-to-team-members#1