Create and Manage Recruiting Self-Schedule Calendar

There are two methods to create a Recruiting Self-Schedule Calendar: 

1. Locate your desired Job Requisition, click the More Actions (...) on the Job Requisition, click Assign Recruiting Self-Schedule Calendars, then select Create Recruiting Self-Schedule Calendar.
2. Enter Create Recruiting Self-Schedule Calendar in the Workday search bar and create you calendar accordingly. Then, from your desired Job Requisition click More Actions (...), click Assign Recruiting Self-Schedule Calendars. Search for and select your calendar.

Repeat the steps above for each subsequent calendar you attach to a Job Requisition. Calendars must typically remain attached to the Job Requisition, even when they're no longer in use.

• Name: Use an easily-identifiable name to distinguish this calendar from the others. For Example: JR1XXXXXXX Accountant - Phone Interview
• External Name: This is what the candidate sees when they log into their Candidate Home account to make their selection. If left blank, the candidate will see the name entered in the previous field.
• Calendar Type: The calendar type is used to associate the specific calendar with that Stage of the recruitment process. (Assessment, Screen, Interview)
  • If you're planning multiple interview rounds for your recruitment, consider using Stages accordingly.
    • For example: assume your recruitment will consist of a phone screen and an in-person interview. You can use a Screen-type calendar for initial screens, which leaves the Interview Stage and calendar type available for subsequent rounds.
    • When candidates are moved into the associated Stage, Workday will deploy all calendars of that same Type attached to the Job Requisition.
  • Because UW-Madison uses the Assessment Stages for our external SkillSurvey integration, we do not recommend using that candidate Stage (or Assessment-type calendars) to schedule events. 
• Time Slot Duration (Minutes): Enter the number of minutes each interview will last.
  • NOTE: If you're using individual Time Blocks as interview slots, then this value must match the length of those Blocks or the calendar won't populate properly. (e.g. This value is set to 45 minutes, but the Time Blocks on the calendar are each thirty minutes in length)
  • If you set the value to 0, Workday will default the entirety of the created Time Block as the interview length. This is a solution if you need to have different lengths of time blocked out on one calendar.
• Inactive Flag: Checking this box prevents this specific calendar from being assigned to a Job Requisition. It's recommended to only inactivate a calendar once the interview dates have passed and the calendar is no longer needed. 
• Earliest/Latest Visibility Dates: Unless there is a specific need to prevent a candidate from seeing interview time slots, it is recommended to leave both of these values at 0. 
  • These values are used to control the time window in which candidates can view and book interview slots relative to the date they log in. Use cases may include:
    • Preventing immediate booking, such as setting the Earliest Visibility Date at 2 days to prevent candidates scheduling an interview too soon 
    • Limiting future scheduling, such as setting the Latest Visibility Date to 7 days or 14 days to prevent candidates from booking an interview too far in advance, ensuring they only see slots in the near future 
  • For example: A recruiting calendar is setup with the range of January 1 - 31, and a visibility range of 2 days and 10 days, respectively. If the candidate logs in on January 7 to schedule their interview, they will see available dates starting January 9 (January 7 + 2 days) through January 17 (January 7 + 10 days)
• Reschedule Lock (Hours): Enter the number of hours prior to the selected event that a candidate can reschedule.
• Schedule of Time Blocks: Allows to customize scheduling rules based on how many recurrences of the same time block is desired. Click the (+) Add button above the date to create additional schedules of time blocks.
  • NOTE: If you want to have interviews span across multiple weeks with differing times on days (e.g. 9 a.m. on the first Monday, but 10 a.m. on the second Monday, etc.) consider creating multiple Schedules of Time Blocks, each one week in length. 

• Start/End Date: Enter as appropriate. It's recommended to have the Start Date be the Sunday of the week of your interviews, and the End Date be the following Saturday. You cannot schedule candidates retroactively. 
• Weekly Recurrence: This allows a time block to be repeated multiple times within the start and end dates. Must be at least 1. Entering 1 means no recurrence.
• Maximum Number of Participants per Time Slot: Enter 1 for most cases.
  • NOTE: Any value other than that allows that many candidates to schedule the same time slot, simultaneously.
• Location: For phone/virtual interviews, select Active Off-Site Recruiting Locations. For on-site interviews, enter the four-digit Location code.
  • NOTE: Do not create or edit any off-site recruiting locations.
• Time Zone: Select the appropriate Time Zone
• Candidate Confirmation Message: Enter what you want your candidates to see when they make their submission. It's recommended to include logistical information such as building address, room number, parking information, virtual platform, and other instructions. 
• Assign Roles: Do not use
• Add Time Blocks: Click the (+) button under the day of the week you wish to create a Time Block for. Click Set Time Block. You will be prompted to enter a Start and End Time. Click Done when complete.
  • It is recommended to enter each interview slot as its own time block. This is because you cannot update a Time Block once a candidate has scheduled within it.
  • For example: you initially set a Time Block from 12 p.m. - 3 p.m. for 30-minute interviews, but later want to extend the Block to 5 p.m. If anyone has already scheduled within the original Time Block, you would need to add a second Block to account for these times.

Once the calendar is created, move the candidate(s) to the applicable recruiting stage. (e.g. If you created a Screen-type calendar, move the candidate(s) to Phone Screen).

External candidates receive an email notification to log into their candidate home account, and internal candidates will receive an email notification to log into Workday. In either case, candidates will be directed to select a day/time based on the schedule created. 

Search Recruiting Self-Schedule Event Roster to bring up the selection criteria for that report:

Based on the criteria you set, you should receive a display of your current interviews, including options to reschedule on the candidate's behalf:

NOTE: If a candidate selects "No Dates or Times Work," the Recruiter does not receive a notification, nor will the candidate appear on Recruiting Self-Schedule Roster Report. It is recommended to actively monitor your candidates and follow up with those who don't book timely.

Search Edit Recruiting Self-Schedule Calendar in the Workday search bar and search by the Name you entered above. 

NOTE: The fields that can be edited depend on whether the calendar is currently in use. If the calendar is not attached to a Job Requisition, all fields can be edited. 

If the calendar is attached to a Job Requisition, only the following items can be edited from this page:

• Name.
• External Name.
• Earliest Visibility (Days).
• Latest Visibility (Days).
  
• Reschedule Lock (Hours).
• Schedule of Time Blocks: End Date.
• Maximum Number of Participants per Time Slot.
• Confirmation Message.
• Add/Remove Time Blocks.

Depending on the desired changes, you may need to detach the Interview Calendar from the Job Requisition to make your updates. To do this, click the More Actions (...) next to the Job Requisition, select Assign Recruiting Self-Schedule Calendars, and click the X next to the calendar you wish to remove.

• NOTE: You cannot remove a calendar from a Job Requisition if a candidate has signed up for a time slot. 

If a candidate needs help scheduling, the Recruiter can schedule a time on their behalf. Navigate to the candidate profile Interview tab and click Schedule:

If a candidate has already scheduled and needs help rescheduling or canceling, the Recruiter can choose a new time or cancel on their behalf. Navigate to the candidate profile Interview tab and click Reschedule or Cancel: