Create and Manage Recruiting Self-Schedule Calendar

You can either enter Create Recruiting Self Schedule Calendar in the Workday search bar, or click the More Actions (...) on the Job Requisition, click Assign Recruiting Self-Schedule Calendars, then select Create Recruiting Self-Schedule Calendar.

• 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)
  • When candidates are moved into the associated Stage, Workday will deploy all calendars of that same Type attached to the Job Requisition.
  • If you're planning multiple interview rounds for your recruitment, consider using Stages accordingly. For example, setting up a Screen calendar for phone interviews, and then moving candidates to Screen - Phone Screen. This leaves the Interview Stage and calendar type available for subsequent interview rounds.
  • Because UW-Madison uses the Assessment Stages for our external integrations (i.e. Skillsurvey, HireRight), we do not recommend using that candidate Stage 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: Ignore for now, only used when inactivating a calendar.
• 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 dictate what the candidate can see based on the date they access Workday, in relation to the specific Recruiting Self-Schedule Calendar's date range. 
  • 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 7th to schedule their interview, they will see any available dates starting January 9th (1/7 + 2) through January 17th (1/7 + 10)
• 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 AM on the first Monday, but 10 AM on the second Monday, etc.) consider creating multiple Schedules of Time Blocks, each one week in length. 

• Start/End Date: Enter as appropriate. For ease of use, it's recommended to have the Start Date be the Sunday of the week of your interviews. 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. This message is not saved in the candidate profile, so it is recommended to follow up with full details in another message.
• 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 PM - 3 PM for thirty minute interviews, but later want to extend the Block to 5 PM. If anyone has already scheduled within the original Time Block, you would need to add a second Block to account for these times.

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:

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

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.