Configure event options
When tab

You use the When tab of Event Manager to specify the dates and times on which participants assigned to the event are available to meet with candidates. Hirevue uses the availability defined on this tab to determine available time slots to present to candidates during self-scheduling.

By default, Hirevue displays the individual Hirevue calendars for each assigned participant, separated by tabs at the top of the calendar page. However, you can also select the "Do you want to use one calendar for everyone?" check box to view a combined calendar for all participants assigned to the event.

Calendar concepts

Before working with event calendars in Hirevue, it is helpful to understand some basic calendar concepts. Click the following links to see more information about Hirevue and event calendars:

Hirevue calendars

You, and every user in Hirevue , have an individual Hirevue calendar. Your Hirevue calendar displays the Hirevue interviews that you are scheduled to participate in, as well as any times that you have reserved to participate in interviews or events.

Hirevue interviews: When you are scheduled for a Hirevue interview, that interview appears on both your Hirevue calendar and your corporate calendar. The time is marked as unavailable for future interviews or candidate self-scheduling.
Available time: You can click and drag time blocks on your calendar to make that time available for candidates when self-scheduling interviews. When you block off available time on your calendar, that time is shown as available on your calendar for all events to which you are assigned. This time is taken into consideration when Hirevue schedules interview times for all events. Hirevue also sends a calendar hold for this time to your corporate calendar to prevent double-booking. If a participant declines or modifies the hold on their corporate calendar, the corresponding availability is removed from the participant's HireVue calendar.

To access your Hirevue calendar, click the My Calendar link in the Resources section of the Dashboard.

Hirevue calendars in events

When you create an event, the When tab displays the Hirevue calendars for all participants, separated by horizontal tabs at the top of the calendar. You can click through the tabs labeled with each participant's name to view the Hirevue calendar of that individual. Hirevue calendars display any Hirevue interviews for which participants are scheduled, as well as any available time that participants have blocked off.

If participants have not blocked off their available time for the event that you are creating, you can:

Click Request Availability on the When tab to request that they block off their available time. Participants receive an email with instructions on how to provide their availability. They can either:
- Block off the dates and times that they are available on their corporate calendar, and then invite Hirevue at the email address provided.
- Click the link provided to block off their available time directly on their Hirevue calendar. When they provide their availability, Hirevue updates the individual's Hirevue calendar, and then sends a calendar hold to their corporate calendar to prevent double-booking.
Click and drag on the participant's calendar tab to block off available time for the participants yourself. Hirevue marks the time as Available on the participant's Hirevue calendar, and then sends a calendar hold to their corporate calendar to prevent double-booking. This time is then marked as Available for all events to which the participant is assigned.

Combined

When you create an event, you can click the Do you want to use one calendar for everyone? check box to view the event calendar. An event calendar is a separate calendar that is specific to the event that you are creating, and applies to all participants assigned to the event.

The event calendar only shows the times that you, as the event organizer, block off for your participants to meet with candidates. The calendar does not display existing interviews or availability of your participants, nor does time that you mark as available appear on their individual calendars. However, even though the event calendar does not display a participant's previously scheduled interviews, it does take them into account when determining interview times to present to candidates during self-scheduling. HireVue avoids double-booking of any participants.

You can use an event calendar in the following scenarios:

You know that all of your participants share the same available time blocks, and you want to allow candidates to self-schedule during those times. For example, if you have four hiring managers attending a career fair, and all four are available from 8:00 am - 5:00 pm each day, you can block off those times on the event calendar to allow candidates to self-schedule during those times.
You want to reserve specific time for this event on your participants' HireVue calendars. When you block off time for this event, that time is then reserved on their HireVue calendars, and therefore unavailable for scheduling other interviews.

Event time zones

When you create an event that takes place in a different time zone from yours, you can use the What tab to define the time zone for the event. As a result, when you perform scheduling activities for the event (such as painting time on participant calendars or candidate self-schedule requests) Hirevue automatically schedules these in the event time zone that you configured, thereby preventing you from having to make manual time zone calculations during event creation.

For example, if you are based in Chicago (Central Time) but are planning an event in California (Pacific Time), you can set the Event Time zone to Pacific Time. As a result, when you paint your and your staff's availability on your Hirevue calendar for the event, availability is displayed in Pacific time. Calendar holds sent to your office calendar appear in Central Time, the time zone set for your corporate calendar.

To configure the time zone for your event, you open the What tab in Event Manager and set the Time zone field to Pacific Time. Current time zone for the event is displayed in the upper right corner of the calendar in the When tab.

Working with the When tab

The following image displays the When tab and highlights areas of the page where you can perform actions.

Click any of the following links to view more detailed information about the call outs shown in the image above:

1 - Email participants to request that they submit their available interview dates and times

If you do not know the availability of the individual participants, you can request that they personally submit their available times.

To request availability from participants

On the When page, click Request Availability.
On the Request Availability window, enter a subject line and optional message. Messages that you provide appear after the system-generated content in the recipient email.
In the Recipients area, click X next to the name of the participants that you do not want to include in the request.
Click Send. Recipients receive an email with instructions on how to provide their availability in one of the following ways:
1. Recipients can block off the dates and times that they are available on their corporate calendar, and then invite Hirevue at the email address provided.
2. Recipients can click the link provided in the email to paint their availability directly to their Hirevue calendar. Hirevue sends a calendar hold to recipients for their corporate calendars to prevent double-booking.

2 - View time zone for the event

View the time zone in which the event will occur. You can set this value in the What tab when creating the event.

When you perform scheduling activities for the event (such as painting time on participant calendars or candidate self-schedule requests) Hirevue automatically schedules these in the event time zone, thereby preventing you from having to make manual timezone calculations if the event takes place in a different timezone than yours.

For more information about the event time zones, see the previous section, Event time zones.

3 - View the Hirevue calendar for each assigned participant

Names of participants assigned to the event appear in horizontal tabs across the top of the page. Select a participant name to view their individual HireVue calendar.

For more information about the HireVue calendar, see the previous section, Calendar concepts.

4 - Scroll through the calendar weeks or view today's calendar

Click the < and > navigation buttons to scroll through previous or upcoming calendar weeks. Click TODAY to view the current week.

5 - Toggle calendar views

Select the Do you want to use one calendar for everyone? check box to toggle between the following calendar views:

Individual calendars (default view) - Displays the Hirevue calendars of each assigned participant, separated by tabs at the top of the calendar page. Hirevue calendars display the Hirevue interviews that users are scheduled to participate in, as well as an times that they have reserved to participate in interviews or events to which they are assigned. Time marked on individual calendars is visible throughout the system, and is taken into account when scheduling all events to which the participant is assigned, not just the event that you are creating. For more information about the Hirevue calendar, see the previous section, Calendar concepts.
Event calendar - Displays the event calendar for the event. The event calendar is a separate calendar that is specific to the event that you are creating. Event calendars show the time that you, as the event organizer, have marked as available for all participants assigned to the event. Time marked as available on the event calendar is only used during candidate self-scheduling for that event. It does not appear on the Hirevue calendars of participants, nor does it appear on other events to which participants are assigned. Event calendars are intended for use when all participants share the same availability for the interview (for example, in a job fair or campus interviewing event) or when you want to block off time on participants' calendars for an event. For more information about event calendars, see the previous section, Calendar concepts.

6 - Block off available dates and times

You can click and drag on the calendar to select the dates and times that a participant or interview team is available.

Calendar times are displayed in your time zone, as organizer of the event. However, if candidates or participants are in a different time zone, Hirevue adjusts the times as required during candidate self-scheduling, or when interview invitations are distributed.

When you block off time on:

a participant's Hirevue calendar, Hirevue shows the time as "Available" and then automatically sends a calendar hold to the participant's corporate calendar to prevent double-booking. If a participant declines or modifies the hold on their corporate calendar, the corresponding availability is removed from the participant's HireVue calendar.
When you block off time on a participant's Hirevue calendar, that time appears as "Available" for all events to which the participant is assigned, not just the event that you are creating. For more information about the Hirevue calendar, see the previous section, Calendar concepts.
An interview team's event calendar, Hirevue shows the time as "Available" on the combined event calendar. The event calendar is specific to the event that you are creating, and does not reflect availability or existing interviews identified on the individual HireVue calendars of participants. Similarly, when you block off available time on an event calendar, that time is not displayed on the Hirevue calendars of participants, nor do participants receive a calendar hold for that time on their corporate calendars. For more information about event calendars, see the previous section, Calendar concepts.

When candidates self-schedule an interview during a participants' available time, Hirevue sends a calendar invitation to the participant, which is automatically saved to their Hirevue calendar as well as their corporate calendar.

You can work with blocks as follows:

Move: Click and drag blocks to move them to another date and/or time on the event calendar.
Resize: Click and drag the block handle to expand or contract blocks, thereby extending or reducing the available time.
Delete: Click the trash can icon on the block to delete it.

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Configure event options When tab