Managing your availability allows applicants to self-serve and select available interview slots at their convenience.
đ You can add and edit your own availability without any special permission. To manage someone else's availability, you need the View, create and edit all HR calendars permission.
Adding availability
In Team View, go to Scheduling.
Open the Add availability pane.
Choose the Start time and End time.
If you can manage other people's calendars, choose Me or Someone else, then select the calendar under Select calendar.
Under Choose frequency, choose how often it repeats: Every week (every [day]) or Once (only that date).
(Optional) Open Optional settings:
Applicants per interview: The maximum number of applicants who can book the same time. The default is 1.
Exclusive to one location: Available when more than one applicant can book the same time.
Applicants can schedule interviews in this time range for: Choose which positions and stages this time is open to.
Select Save.
đŒïž Image coming soon: The Add availability pane in the Scheduling tab
Who can book your time
By default, your availability is open to any position and stage where you're an interviewer. Use Optional settings to limit it to specific positions and stages. Applicants can book a time until it reaches the Applicants per interview limit.
How applicants get notified about new availability
If an applicant reaches the Scheduling stage and no time slots are open for their position or location â because none have been added yet, or all existing slots are full â they're held in a waiting state until new availability opens up.
When you add availability, Workstream automatically notifies any waiting applicants who match the position and location, by email and SMS (or in-app, for applicants using the Workstream mobile app). No manual follow-up is needed.
đĄ Workstream notifies waiting applicants when you add availability in a batch. Adding a single slot on its own won't re-notify them.
Make changes to your availability
In Team View âș Scheduling, select the availability you want to edit. The same pane opens.
Make your changes. Save stays unavailable until you change something.
If you change the time range, you'll see Time range is changed: "Any applicants who already chose time slots in this range will be asked to reschedule." Select Got it.
Select Save.
Delete one availability
In Team View âș Scheduling, select the availability, then select the trash can icon.
In Delete availability, if it repeats, choose This availability or This and following events.
Select Delete.
Remove all your availability
â ïž "By selecting 'Delete,' you will delete all availability, both recurring and non-recurring. As a result, applicants with scheduled interviews will be asked to reschedule. Additionally, future interviews cannot be scheduled until new availability is added."
In Scheduling, open Manage availability in the upper-right of the calendar, then select Delete all availability.
In Delete availability, if you can manage other calendars, choose My Calendar or [Name]'s Calendar.
Select Delete, or Cancel to keep your availability.
This deletes all availability in that calendar, past and future, repeating or not. Applicants with future confirmed interviews are asked to reschedule: they'll get an email and text asking them to pick a new time once new availability is added.