Interview scheduling issues, such as invitations not appearing in calendars or emails, can arise due to various reasons. This article outlines common problems, troubleshooting steps, and best practices to ensure smooth scheduling and visibility of interview events in Pinpoint.
Pinpoint simplifies interview scheduling by allowing user to connect their calendars directly with their Pinpoint Account, automatically creating and managing calendar events and invites.This ensures that all participants, including interview hosts and candidates, receive the necessary details in a format compatible with their email clients.
Common Issues with Interview Scheduling
Calendar Integration Problems: Disconnected or improperly linked calendars can prevent events from syncing.
Conferencing Details Missing: Incomplete conferencing information can block invitations from being delivered.
Notification Scope: Notifications related to interviews are scoped only to the hiring team and the assigned interviewers for that specific interview. For example, if an interview is canceled, only those involved in that interview will receive a cancellation notification.4. Face-to-Face Interview Type: If the interview is set as face-to-face, no meeting link will be generated.
Incorrect Template Configuration: Using a template not configured for video conferencing will omit meeting links.
Calendar Integrations
How do I know if a users need to Reconnect their Calendar Integration
If interview events are not appearing in calendars, ensure the host or interviewer's calendar is properly connected. If the conferencing host experiences a disconnect, then this can block the conferencing link, and calendar event from being generate.
Additionally, a disconnected calendar for the designated interview host can cause invite syncing issues for all participants in that interview. Reconnecting the host’s calendar ensures that invites are properly synced for everyone involved.
How to check if a user needs to reconnect
We send a reconnection email to a user as soon as they have experienced a disconnect - please ask the conferencing host to check their email for a message with the subject titled "Action Required: Pinpoint Calendar Disconnect" and follow the relink URL in the email.
Check the interview attendees page in a scheduled interview (click into the candidate application and into their interview tab, then click the three dots to the right of the interview, and select "edit attendees" If the "conferencing provider field is blank, and no options are available to select, then this can point towards a disconnect.
Reach out to the pinpoint support team and we'll be happy to check for you.
Incomplete Conferencing Details
For interviews where you require a meeting link to be generated, include both the Conferencing Host and Conferencing Provider. For in-person interviews, leave both fields blank. Incomplete details can prevent invites from being delivered.Ensure the interview type is set to "Video Conference (Pinpoint)" and verify the template configuration under Settings > Templates to include video conferencing settings.
When using bulk invitations or self-scheduling workflows, the person sending the invitations controls the conferencing host setting. To prevent a specific individual from appearing as the owner of the Google Meet link, the inviter should leave the optional conferencing host field empty when creating the invitations.
Candidates also receive confirmation emails that include a calendar invite. These emails contain an ICS calendar attachment, which candidates can easily add to their personal calendars. This ensures that candidates have all the necessary details and can integrate the interview into their schedules. Pinpoint cannot directly add interview calendar events into candidates calendars (like we do with Pinpoint users) as we do not have direct access to their calendars.If the interview is imminent and the meeting link is missing, manually create a meeting link in the conferencing platform (e.g., Microsoft Teams) and send it to candidates via email or a message in Pinpoint.
Best Practices for Calendar and Conferencing Integration
Regularly Check Calendar Connections: Ensure all interviewers and hosts have active calendar integrations, and open any Action Required: Pinpoint Calendar Disconnect" emails from Pinpoint or Cronofy.
Complete Conferencing Profiles: Ensure the correct conferencing details & provider have bee selected for Conferencing Interviews to avoid delivery issues.
Avoid Canceling Interviews Prematurely - If reaching out to support to troubleshoot interview confirmation delivery issues, please avoid canceling the interview until the issue is resolved. Canceling may prevent further investigation. 4. Understand Notification Scoping: Notifications are sent only to the hiring team and assigned interviewers for a specific interview, ensuring relevance and avoiding unnecessary alerts.5. Use Configured Templates: Always use templates configured for video conferencing to ensure meeting links are included.
Educate Team Members: Train team members on proper template and profile setup to avoid recurring issues.
FAQs
Can I reconnect calendars on behalf of other users? - If individual connect is being used, then users will need to reconnect their own calendars - the reconnection link emailed to users is unique to that user and their calendar connection. However setting up "Cronofy's Enterprise Connect" on your platform will authorise calendar connections on an administrator level, and automatically reconnect any calendars without any user intervention.
Can the conferencing host and and provider be removed after the interview is scheduled? - A conferencing host cannot be removed after the interview is scheduled - you will need to cancel and reschedule the interview if you wish to have an in person or telephone interview without a conferencing link attached.- Who receives notifications when an interview is canceled or scheduled? - Notifications are sent only to the hiring team and assigned interviewers for that specific interview, ensuring that only relevant team members are informed.
How do I prevent a specific person from being listed as the Google Meet host in bulk invitations? - To avoid a specific individual appearing as the Google Meet owner, leave the conferencing host field empty when creating bulk invitations or using self-scheduling workflows.- When does the meeting link become visible? - The meeting link is visible only after the candidate confirms the interview.