iCal templates are created in a similar way to other email and SMS templates, with some key differences.
When linked to an Action Type, iCals are issued to selected users automatically whenever an Action of that type is scheduled.
Create an iCal Template
Start by navigating to Admin > Contact Templates > iCal Templates.
As with other email & SMS templates, you can either duplicate an existing iCal or click New within the toolbar to create a new one, providing the following as a minimum:
Enter a Title for the iCal template
Create a suitable Subject - this can be a combination of free-text and Merge Fields selectable from the Add Merge Field to Subject dropdown list
Add the content of the Email Template. As with the subject, this can be a combination of free text and merge fields, this time selected from the Add Merge Field To Email Template drop down list
When you're ready to start using the iCal template toggle the Allow users to select this template for emails option (this will activate the template) then click Save.
🤓 Tip when an iCal is sent to a recipient (Hiring Manager or Standard User), it will appear within their calendar as a Private event, meaning the detail of the event is only visible to that recipient. This allows you to be more generous with the amount of Candidate information shared within the iCal
📌 Note it is not possible to attach a Candidate CV or Application Form to an iCal.
Link to Action Types
Having created an iCal template it must be linked to a suitable Action Type for it to be used.
Navigate to Admin > Drop Down Lists > Show Values For: Action Types.
Click on the Action Type in question.
Within the Calendar Invite Settings section there are two options:
Calendar Invite Email Template - use this to select which iCal should be associated with this Action Type. The Core System User on the Action will receive this iCal automatically when the Action is booked.
Additional Recipient Groups - us this to select which user types should be sent the iCal when an Action is booked. Click Add each time you select a user type:
All Hiring Managers on Vacancy - select this option to send the iCal to both the Vacancy Contact and additional Hiring Managers and Panel Members on the Vacancy
All Standard Users on Vacancy - select this option to send the iCal to all Core System Users selected as Users on the Vacancy
Main Contact User on Vacancy - select this option to send the iCal only to the main Hiring Manager Contact on the Vacancy
Click Save once done.
Having done this, each time an Action of this type is created, the iCal will send automatically.