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How do I make room bookings in calendar integration plus?

Updated

Note 

  • Upgrade from Basic to Plus
    Have you upgraded your calendar integration from the Basic to the Plus version? Please reconnect your calendars to use all Plus features seamlessly.
  • The application statuses must be created first and the Appointment feature must be enabled there.
  • Application statuses can only be changed if a corresponding status transition exists.

Required permission in all variants: Edit application

Book a room

Proceed as follows:

  1. Select one or multiple applications (e.g., open a single application, use the application basket for mass processing, or select multiple applications in a job opening’s application list).
  2. Perform a status change to an application status with appointment (e.g., Invite to first interview). The Change Application Status form is displayed.
  3. In the Appointment section, enter/enable the following fields/options:
    • Applicant chooses appointment
    • Participants
    • Duration/Time zone
    • Location
    • Date/Time
      If calendars are connected, you can check availabilities here.
    • Room
      The status icons explain the availability of the rooms in the selected time period.
      Status of rooms
      = room is free and can be booked.
      = room is occupied in this period.
      = status unknown; please wait while availability loads.
  4. When inviting multiple applicants, there are two options:
    • Individual appointment per applicant = No: All applicants come at the same time.
    • Individual appointment per applicant = Yes: Each applicant receives an individual time slot. If Time and Duration are set above, individual appointments are prefilled and distributed consecutively.
      Note
      Want to specify different times than initially selected? Reset the values, select No, edit the appointment times, then select Yes again. 
  5. Select a correspondence template with appointment placeholders. The placeholders are filled per recipient with the appointment data entered above.
  6. Optional: Enter a comment (can also be sent to colleagues).
  7. Click Perform status change. The applications are moved to the target status, the selected correspondence is sent, and all participants including you as the organizer receive the appointment in their calendars.

Attention
The appointment appears automatically in the calendars of the participants. It does not need to be confirmed separately, and no additional email is sent.

Text of the appointment in the calendars:

Note This text is provided by d.vinci and cannot be edited.

Subject: Appointment Invitation: Salutation First name Last name
Application: Salutation First name Last name (Link)
Time: Month Day, Year at x:xx AM/PM
Location:
Organizer: First name Last name (mailto:organizer)
Job Opening:
Application Date: Day/Month/Year
Application Status:
Note: The leading system for changes to this appointment is d.vinci. Manual changes to the appointment are not transmitted to d.vinci and may be lost with the next update. Link to the appointment: Link

Check room booking

Open the application, then open the Activities tab. In the Appointments section, you can check in which room the accepted appointment () will take place. If the room has been reserved due to a parallel booking by another user, its availability will be marked via the icon. In this case, you can reschedule the appointment by clicking the icon.

Check availabilities of internal participants

With the calendar integration enabled, you can view participant availability in advance.

Requirements for using this feature:

In the Appointment section, proceed as follows:

  1. Choose the participants and enter all other appointment data.
  2. As soon as at least one internal participant has set up their calendar connection, click Check availabilities. You can already see the number of connected calendars on the button (e.g., 1/4).
  3. The Check Availability window opens. Availabilities are displayed per week:
    • You might see a notice listing participants whose availability could not be checked due to missing calendar connection.
    • The availability of all loaded rooms and the rooms created for the appointment location is checked by the system. The detailed availability of individual rooms is indicated via the status icons during the invitation step (see above).
    • Use the arrows at the left/top edge of the calendar to change the displayed time (left) or week (top).
    • A legend in the top-left corner explains the color scheme.
  4. Select a time slot within the calendar and click it again to confirm your selection.
  5. Continue with the status change.

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