Skip to main content

Scheduling: Event Types

Grayscale's Self-Scheduling makes it even easier to get more interviews on your calendar.

Sam Abello avatar
Written by Sam Abello
Updated over a week ago

New! Job-based events 🎉


Job-based events let you build an event to use in an automation, allowing the event include specific details such as job name, recruiter, etc... in the notifications. Job-based events can be used for 1-1 events, group events, or pooled availability events.

With your calendar connected, you're ready to set up Event types to easily schedule different types of interviews based on duration, stage, role, your availability, etc.

Set up your event types

From the Manage Event Types tab, click the + New event type button and follow the prompts to set up the Event Types you need.

Event Types

There are four different event types to choose from:

  • 1-1 Meeting

    • One organizer + one candidate/prospect

  • Group Meeting

    • Multiple organizers + one candidate/prospect

  • Pooled Availability – NEW!

    • One or more organizers + one candidate prospect

    • Organizer(s) will be randomly assigned to events based on their availability

  • Event Registration

    • Multiple organizers + multiple candidates/prospects

Let's get started! 🚀


1-1 Event

1-1 Events are for one team member meeting with a single candidate, such as for 1-on-1 interviews, phone screens, or quick syncs.

Event Setup


Select Event Type

  • Standard Event - Event link can be sent in 1:1 messages, bulk messages, or automations

  • Job-Based Event - Event link can only be sent in automations

    • Can use contextual snippets in name, description, and notes, that include things like job name, requisition id, job location, recruiter name, etc....

Details

Capture essential event information with a title and description.

  • Event Name – This is an external label, so choose an event name that you want your candidates to see.

  • Description – Use this field to list instructions for candidates and/or managers. This information will be included in the calendar invite.

  • Internal Notes - Internal details about the event that will be emailed to the organizer prior to the meeting start time, but will not be shared with the candidate.

Time

Select temporal aspects of the event, including duration, schedule, and buffers.

  • Duration – Define how long your event will be. You can select 15 min, 30 min, 45 min, or 60 min, or specify a custom event length.

  • Add buffer between events – Set an amount of time before and after a scheduled event, during which no other events can be scheduled. You can select from common options or specify a custom length

Note: Each buffer will appear as a separate event on your calendar to prevent anything else from occupying that time slot

People

Choose the organizer and schedule, event attendees, and enter email addresses to receive CCs of the calendar invitations.

  • Organizer – By default, you will be listed as the organizer. If you're scheduling on behalf of a teammate you can find their name in the dropdown to make them the event organizer.

  • Schedule - select the schedule of working hours to be used

  • CC Email Address(es) – Type an email address and press enter to CC it on invitations. You can enter multiple email addresses by pressing enter after each.

Meeting Location Details

Specify video conferencing or location details for the event.

  • Conferencing – With your Zoom or Microsoft Teams account integrated, you can select which video conferencing (if any) you'd like to use for these meetings.

  • In-Person Event – For in-person meetings and interviews, be sure to enter the full address of the location you'll be meeting at! If you selected conferencing, the location field will be disabled.

Event Reminders

Create automated reminders for your audience.

  • Event Reminders – Add up to five reminders that can be sent before or even after the event.

    • Now with the ability to customize the reminder messages with ad-hoc messaging, snippets, and/or templates!

    • Available Contextual Snippets include:

      • Event Title

      • Event Start Time

      • Event Link

      • Event Location

      • Organizer First Name

      • Organizer Last Name

      • Organizer Email

      • As well as our Profile, Sender, Organization, and Custom Snippets!

    • If this is a Job-Based Event, Snippets also include the contextual Job snippets

Availability Window

Set the window in which the booking can be made to ensure attendees don't book too far in advance or too close to the event.

  • Slots open

    • In the future - Enter the number of days, minutes, or hours in advance a participant can schedule an event.

    • Immediately after invitation is opened - participants can book slots immediately

  • Slots close

    • In the future - Enter the number of minutes/hours/days before a time slot that a participant can schedule an event until.

    • Never - participants can book a timeslot up until the start time of that slot


Group Event

Group Event are useful in situations like panel interviews, where you want additional team members to attend the meeting along with you.

These are set up the same as 1-1 Meetings, except that you can specify additional Attendees by selecting them in the Attendees field.

Event Setup


Select Event Type

  • Standard Event - Event link can be sent in 1:1 messages, bulk messages, or automations

  • Job-Based Event - Event link can only be sent in automations

    • Can use contextual snippets in name, description, and notes, that include things like job name, requisition id, job location, recruiter name, etc....

Details

Capture essential event information with a title and description.

  • Event Name – This is an external label, so choose an event name that you want your candidates to see.

  • Description – Use this field to list instructions for candidates and/or managers. This information will be included in the calendar invite.

  • Internal Notes - Internal details about the event that will be emailed to the organizer prior to the meeting start time, but will not be shared with the candidate.

Time

Select temporal aspects of the event, including duration, schedule, and buffers.

  • Duration – Define how long your event will be. You can select 15 min, 30 min, 45 min, or 60 min, or specify a custom event length.

  • Add buffer between events – Set an amount of time before and after a scheduled event, during which no other events can be scheduled. You can select from common options or specify a custom length

Note: Each buffer will appear as a separate event on your calendar to prevent anything else from occupying that time slot

People

Choose the organizer and schedule, event attendees, and enter email addresses to receive CCs of the calendar invitations.

  • Organizer – By default, you will be listed as the organizer. If you're scheduling on behalf of a teammate you can find their name in the dropdown to make them the event organizer.

  • Other Organizers - Additional required attendees. Their calendars' availability will be taken into consideration.

  • Schedule - select the schedule of working hours to be used

  • CC Email Address(es) – Type an email address and press enter to CC it on invitations. You can enter multiple email addresses by pressing enter after each.

Meeting Location Details

Specify video conferencing or location details for the event.

  • Conferencing – With your Zoom or Microsoft Teams account integrated, you can select which video conferencing (if any) you'd like to use for these meetings.

  • In-Person Event – For in-person meetings and interviews, be sure to enter the full address of the location you'll be meeting at! If you selected conferencing, the location field will be disabled.

Event Reminders

Create automated reminders for your audience.

  • Event Reminders – Add up to five reminders that can be sent before or even after the event.

    • Now with the ability to customize the reminder messages with ad-hoc messaging, snippets, and/or templates!

    • Available Contextual Snippets include:

      • Event Title

      • Event Start Time

      • Event Link

      • Event Location

      • Organizer First Name

      • Organizer Last Name

      • Organizer Email

      • As well as our Profile, Sender, Organization, and Custom Snippets!

    • If this is a Job-Based Event, Snippets also include the contextual Job snippets

Availability Window

Set the window in which the booking can be made to ensure attendees don't book too far in advance or too close to the event.

  • Slots open

    • In the future - Enter the number of days, minutes, or hours in advance a participant can schedule an event.

    • Immediately after invitation is opened - participants can book slots immediately

  • Slots close

    • In the future - Enter the number of minutes/hours/days before a time slot that a participant can schedule an event until.

    • Never - participants can book a timeslot up until the start time of that slot


Pooled Availability

Pooled Availability is a collaborative scheduling feature that allows multiple participants to be added to an event. Instead of one designated organizer, the system randomly assigns organizer(s) based on the availability of participants. This ensures the event is scheduled at a time that works for everyone involved, streamlining the process for group meetings, interviews, or other multi-participant scenarios without the need for extensive coordination.

Event Setup


Select Event Type

  • Standard Event - Event link can be sent in 1:1 messages, bulk messages, or automations

  • Job-Based Event - Event link can only be sent in automations

    • Can use contextual snippets in name, description, and notes, that include things like job name, requisition id, job location, recruiter name, etc....

Details

Capture essential event information with a title and description.

  • Event Name – This is an external label, so choose an event name that you want your candidates to see.

  • Description – Use this field to list instructions for candidates and/or managers. This information will be included in the calendar invite.

  • Internal Notes - Internal details about the event that will be emailed to the organizer prior to the meeting start time, but will not be shared with the candidate.

Time

Select temporal aspects of the event, including duration, schedule, and buffers.

  • Duration – Define how long your event will be. You can select 15 min, 30 min, 45 min, or 60 min, or specify a custom event length.

  • Add buffer between events – Set an amount of time before and after a scheduled event, during which no other events can be scheduled. You can select from common options or specify a custom length

Note: Each buffer will appear as a separate event on your calendar to prevent anything else from occupying that time slot

People

Choose the organizer and schedule, event attendees, and enter email addresses to receive CCs of the calendar invitations.

  • Number of required organizers - Set how many organizers are required to be present at each event.

  • Pool of potential organizers – Add all the applicable team members to the pool.

  • Schedule - select the schedule of working hours to be used

  • CC Email Address(es) – Type an email address and press enter to CC it on invitations. You can enter multiple email addresses by pressing enter after each.

Meeting Location Details

Specify video conferencing or location details for the event.

  • Conferencing – With your Zoom or Microsoft Teams account integrated, you can select which video conferencing (if any) you'd like to use for these meetings.

  • In-Person Event – For in-person meetings and interviews, be sure to enter the full address of the location you'll be meeting at! If you selected conferencing, the location field will be disabled.

Event Reminders

Create automated reminders for your audience.

  • Event Reminders – Add up to five reminders that can be sent before or even after the event.

    • Now with the ability to customize the reminder messages with ad-hoc messaging, snippets, and/or templates!

    • Available Contextual Snippets include:

      • Event Title

      • Event Start Time

      • Event Link

      • Event Location

      • Organizer First Name

      • Organizer Last Name

      • Organizer Email

      • As well as our Profile, Sender, Organization, and Custom Snippets!

    • If this is a Job-Based Event, Snippets also include the contextual Job snippets

Availability Window

Set the window in which the booking can be made to ensure attendees don't book too far in advance or too close to the event.

  • Slots open

    • In the future - Enter the number of days, minutes, or hours in advance a participant can schedule an event.

    • Immediately after invitation is opened - participants can book slots immediately

  • Slots close

    • In the future - Enter the number of minutes/hours/days before a time slot that a participant can schedule an event until.

    • Never - participants can book a timeslot up until the start time of that slot


Event Registration

Event Registration lets you create an event where multiple team members or candidates could attend. Instead of using your calendar's availability, you select the date and time of the event, as well as how many slots are available, and how many attendees may book in each slot.

Event Setup


Details

  • Event Name – This is an external label, so choose an event name that you want your candidates to see.

  • Description – Use this field to list instructions for candidates and/or managers. This information will be included in the calendar invite.

Location

This should be the full address of the location you'll be meeting at.

Time Slots

Select dates and times for this event.

  • Click the + Add slot button to add a time slot.

  • Added support for customizing the Time Zone for all Time Slots

  • Add New Slot

    • Start/End Time – Enter the start and end times for the event.

    • Ends next day? – If this event runs overnight, enable this toggle.

    • Capacity – Enter the maximum number of attendees for this event.

  • Duplicate – The duplicate button will allow you to copy all of a day's slots to another day.

Event Reminders

Create automated reminders for your audience.

  • Reminders – Add up to five reminders that can be sent before or even after the event.

    • Now with the ability to customize the reminder messages with ad-hoc messaging, snippets, and/or templates!

    • Available Contextual Snippets include:

      • Event Title

      • Event Start Time

      • Event Link

      • Event Location

      • Organizer First Name

      • Organizer Last Name

      • Organizer Email

      • As well as our Profile, Sender, Organization, and Custom Snippets!

Registration Window

Set the window for registering for a time slot. This is the window in which the booking can be made to ensure attendees don't book too far in advance or too close to the event.

  • Slots open – Enter the number of days in advance a participant can schedule an event.

  • Slots close – Enter the number of minutes/hours/days before a time slot that a participant can schedule an event until.


Scheduled Events

On the Scheduled Events tab, you can view all of your upcoming (booked) events. By clicking on an event, you can view the details of the specific booking, view the configuration of the event type itself, or message the participating candidate(s). You can even manually add attendees to Event Registration events!

Need to manually add an attendee to an event, or reschedule an attendee's current event registration? Not a problem!

Check out our article on Adding & Rescheduling Attendees for more info 😎


Duplicating Events

We've made it even easier to create new events using previously created event information!

What copies over to the new event?

All the event details will copy over which means you won't need to do anything with these fields:

  • Event Name

  • Description

  • Location

  • Time Slots

  • Event Reminders


Ready to view and manage your upcoming events?

Did this answer your question?