Managing your availability allows applicants to self-serve and select available interview slots at their convenience.
š 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
You can add your availability in two ways: by clicking and dragging on the calendar (Option A), or by choosing times from dropdowns in the Add availability pane (Option B).
Option A: Click and drag on the calendar
In Team View, go to Scheduling.
Click and drag across the calendar to select the blocks you need, then drop (release) at the end of the time range you want. The Add availability pane opens with those times filled in.
Adjust the settings if you need to, then select Save.
Note: The blocks may look like they overlap, but only the blocks you click and drag over are selected.
š¼ļø Image coming soon: Clicking and dragging to select availability on the Scheduling calendar
Option B: Use the Add availability pane
Both options use the same Add availability pane. With Option A, the times are filled in when you drag. Here, you choose them yourself.
In Team View, go to Scheduling.
Open the Add availability pane.
Choose the Start time and End time from the dropdowns.
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.
š¼ļø 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 ā because none have been added yet, or all existing slots are full ā 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.
š” Workstream notifies waiting applicants whenever you save new availability, whether it's one slot or several, repeating or one-time. Editing availability you've already saved doesn't send these notifications.
Make changes to your availability
In Team View āŗ 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 āŗ 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
ā ļø "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.