Calendly Setup Instructions
v. January 2024
Step 1: Go to https://calendly.com/ and sign up for a free account using your work email address so that it will be tied to your work calendar.
Step 2: Once signed up you will be brought to your home screen that looks like the below.
As you follow the steps outlined below, you can also access the Help Center, located in the lower left of the home screen for additional assistance. There are several tutorial videos available within the Calendly Help Center as well.
Step 3: Free accounts allow for use of one calendar event only. Go to “Edit” for the first existing calendar event and do not create a new event (all newly created events will be deleted once your free trial is over).
Step 4: Select “Event details” to change the name, location, duration, and description. Be sure to hit “Save and Close” before exiting.
Event Name: {Company} {Phone or Video} Interview
Ex: Hoops HR Video Interview
Duration:
Select how long you would like your interview to be in the drop down.
Location:
Select “Phone call” if a phone call
If a video call, Calendly integrates with Zoom, Google Meet, Microsoft Teams, Webex and GoTo Meeting. Please select the video integration link of your choice that your company offers.
Description:
Please list what the event is related to and your contact information in case candidates need to reach you to reschedule, etc.
Example:
Interview with Nicole Houston, Recruiting Partner.
If you have trouble connecting please call me at (310) 870-0436 or email: nhouston@hoopshr.com.
Step 5: Under Hosts and Invitees, check the ‘Allow invitees to add guests box.’ Don’t forget to save. This must be enabled in order for Hoops automations to integrate with your calendly.
Step 6: Select “Schedule Settings” to set available booking options according to the below. As always, be sure to hit ‘Save and Close’ before exiting.
‘Invitees can schedule..’: Change “60 days” to 10 or 15 weekdays
Update your “Available hours” to reflect the times you’d like to be available for interviews if different then working hours
If desired, add Event limits, including buffering time before and/or after your events and a daily limit if you prefer to the max number of interviews allowed per day.
Under “Additional options,” select what time zone you would like displayed. Under ‘Start time increments,’ you can change “30 minutes” to 30, 45 or 60 min according to preference
Step 7: Under “Booking page Options” change “30 min” to “interview” (all lowercase).
Then, under “Invitee Questions” and update the fields according to the below. Be sure to hit “Save and Close” before exiting.
Click the 3 dots next to Name, Email if you would like to make any adjustments.
Make sure to double check that ‘Allow invitees to add guests’ is checked.
You will then see where you can input customized questions for information you would like them to provide:
Click the 3 dots next to the first Question already provided to edit or delete it.
Next, click “Add new question” below that to include an additional question, and fill in the information accordingly.
We recommend adding the following questions:
Ask for their Phone Number
Select “Add New Question”
Write in Question Field “Phone Number”
Select “Answer Type” as “Phone Number” from the drop down
Check box for “Required”
Select “On status” and click Done.
*Optional: Ask for the Position they applied to (if interviewing for multiple positions)
Select “Add New Question”
Write in Question Field “Position”
Select “Answer Type” as “One Line” from the drop down
Check box for “Required”
Select “On status” and click Done.
*Optional: Ask for their Resume Link (if booked by a Hoops Representative - candidates directly booking will not have access to this link)
Select “Add New Question”
Write in Question Field “Resume link”
Select “Answer Type” as “One Line” from the drop down
Select “On status” and click Done.
Do not mark as “Required”
Note: Calendly does not offer an attachment feature, so this is the best alternative if you’d like a resume included in the calendar invite
*Optional: Ask for their LinkedIn Profile
Select “Add New Question”
Write in Question Field “LinkedIn Profile”
Select “Answer Type” as “One Line” from the drop down
Select “On status” and click Done.
Do not mark as “Required”
Step 7: Under “Confirmation page,” select to ‘Display Calendly confirmation page,’ and whether to provide the link to schedule recurring events. Then click Save and Close.
Step 8 (*OPTIONAL): Under “Communications”:
In ‘Calendar invitation,’ you can view and edit if you wish the invitation that goes out after booking.
Turn ‘Email reminders’ on if you would like to send candidates automatic calendar reminders (i.e. email notification 24 hours in advance). You can also include a cancellation policy if you wish.
Turn ‘Text reminders’ on if you would like to send candidates automatic calendar reminders (i.e. email notification 24 hours in advance). You can also include a cancellation policy if you wish.
Turn on and edit ‘Email follow-up,’ if you would like to send candidates automatic thank you notes or other email follow-up
Save and Close.
Step 9 - FINAL STEPS: Make sure the page is live and shared with Hoops.
Select the Settings icon located in the upper left of your screen and make sure that ‘On/Off’ is toggled on.
Then, select “Share” located to the right of the settings icon and press “Copy Link”. Please send this Calendly link to your Hoops Representative.
As mentioned previously, you can find additional assistance at the Calendly Help Center, located in the lower left of the home screen, including several tutorial videos.