Appointment

Last updated: 2026-03-29

Recruitment Appointments

The Appointments module allows you to schedule, organize, and track interviews and candidate assessments. It links job candidates with your internal hiring panels and displays all scheduled events on an interactive calendar.

When Do I Use This?

  • When you need to schedule a phone screen or in-person interview with a job applicant.
  • When organizing a skills test or presentation for a candidate.
  • When you need to review your hiring team's upcoming interview schedule.

How To Use

Viewing the Interview Calendar

  1. Go to HR → Recruitment → Calendar from the main menu.
  2. Here you will see all scheduled appointments color-coded by their current status.
  3. Click on any calendar event to open the full details of that interview.

Scheduling a New Appointment

  1. From the calendar view or the Appointments list, click + New.
  2. Link the appointment to a specific Task (e.g., "First Round Interview").
  3. Select the Party (the job candidate).
  4. Select the Panel (the interviewer or group of interviewers).
  5. Set the Time Start and Time End.
  6. Select an appropriate State (e.g., "Scheduled").
  7. Click Save.

Configuring Appointment Settings

You can set up global rules for how appointments behave.

  1. Open the Appointment Settings.
  2. Define your Default Duration (e.g., 30 or 60 minutes).
  3. Decide whether to check the Allow Overlap box (this prevents or allows double-booking).
  4. Click Save.

Field Descriptions

Appointment Form

Field Name Description
Subject A brief title for the appointment (e.g., "Marketing Manager - Final Interview").
Task The specific recruitment step or stage this interview belongs to.
Party The job candidate attending the appointment.
Panel The internal staff member(s) conducting the interview.
Time Start & End The exact date and time the interview begins and finishes.
State The current status of the appointment (e.g., Scheduled, Completed, Cancelled).
Notification Check this box if the system should send an alert or email regarding this appointment.
Note Any internal comments, meeting links, or special instructions for the panel.

Appointment Settings

Field Name Description
Default Duration The standard length of time (in minutes) applied to new interviews.
Sender Name The name that will appear as the sender on automated interview notifications.
Allow Overlap If checked, the system allows multiple interviews to be scheduled at the exact same time. Leave unchecked to prevent double-booking.

Appointment State

Field Name Description
Name & Code The label for the status (e.g., "No Show", "Completed").
Color The highlight color used to display this status on the main calendar.
Tip: Smart Time Adjustment! If you schedule an interview for 1:00 PM to 2:00 PM (1 hour duration) and later need to push it back, simply change the Time Start to 1:30 PM. The system will automatically update the Time End to 2:30 PM to keep your 1-hour duration intact!
Tip: Use bright, distinct Colors in your Appointment States (e.g., Red for "Cancelled", Green for "Completed") to make reading the recruitment calendar much faster for your hiring managers.
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