How does Two Way Calendar Sync work?

This feature allows users to view and manage their personal calendar directly within TA Hire, with two-way synchronisation that keeps work and TA Hire calendars up to date. Users can add time slots and integrate video conferencing links, making it easy to set up and join virtual meetings from calendar invites.

How to connect the External Calendar:

To connect the TA Hire calendar with the external calendar the user needs to perform the following steps:

1. Click on the Calendar icon
2. Click on the other actions dropdown next to Add Appointments. (Picture 1)
3. Click on the Connect calendar option from the dropdown. (Picture 2)
4. Continue with the Email and Select the provider.
5. Pick an Account or use another account
6. The user will be asked for the permissions (Allow them)

The user will be able to see the External calendar connected with the TA Hire calendar. In TA Hire the External Calendar time slots are visible with the Blue colour and can be filtered out with the check under filters “External” (Picture 3)

(Picture 1)

(Picture 2)

(Picture 3)

The user can now Add, Edit or Delete the time slots from the TA Hire Calendar and the changes will be synced in real time with the external calendar.

Add Timeslot:

To Add Time Slot click on any Date or the Timeslot and select the Date, Time, Duration & Type of the event and Click Add button.

The user will be able to see Timeslot added in both the TA Hire Calendar as well as in the External calendar.

Delete Timeslot:

When a timeslot is deleted from TA Hire that slot will also be deleted from the external calendar.

Edit Timeslot:

When a timeslot is Edited from TA Hire the changes will also be made to the external calendar.

Status of Timeslot:

There are a total three status for each timeslot in TA Hire that will be reflected in the external calendar as well.

1. Free:
   When an Event is created in TA Hire by default the status is set to Free.

This will reflect on the external calendar as “Talentadore Free Slot”

2. Offered:
   When a Timeslot is offered to one or multiple Candidates the status is set to Offered. This will reflect on the external calendar as “Slot offered for meeting.”
   
   
   
   
3. Confirmed:
   When a Timeslot is confirmed by the Candidate the status is set to Confirmed. This will reflect on the external calendar as “Interview with [Candidate-Name]-[Position]”
   
   
   
   

Emails and video conference links:

When a candidate confirms the timeslot and the status is set as Confirmed in the TA Hire a Microsoft Teams link will also be added in the External calendar.

The Candidate will automatically receive the Microsoft Teams link via email. 

Make sure the following steps are followed for automatic Teams link:

1. The position has the recruitment flow step Online interview (Status) 
   • As an Admin user you can add this step to an active position by editing recruitment flow
   • As an Admin user you can update your organisation's recruitment flows under company settings so that this step is always included in the recruitment flow of future job ads
   • Related support guide articles:
   • How to create and edit recruitment flows?
   • How do recruitment flows work?
2. The candidate has been moved to the recruitment flow step Online interview
3. The user has scheduled an interview under Step actions by clicking "Schedule interview"
4. After clicking on Insert link and Send message, the candidate can confirm the received interview invitation
5. After candidate confirmation Microsoft Outlook automatically sends an invitation with link to Join Teams Meeting, that the user can also edit in Microsoft Outlook (e.g. add mandatory and optional people to participate)

Please observe:

• At the moment the two-way synchronisation only supports Microsoft Outlook.
• At the moment the two-way synchronisation does not support automatic video conference links when using mass action invitations.

Two way calendar sync is an extra feature and not enabled by default, for more information contact your Customer Success Manager.