If the Interview Planner is not visible or not working correctly, it is usually because the email or calendar link has not been fully set up. In this article, we explain step-by-step how to activate, configure, and use the scheduler.
💡 What & Why
By scheduling interviews directly through Robin, you work faster and prevent errors such as double bookings. The candidate receives automatic updates and is immediately moved to the correct stage in Robin, ensuring your pipeline and dashboards are always up-to-date.
⚙️ Prerequisites: Link Email
Before you can link your calendar, you must first link your email address to Robin.
Important: The email address you use in Robin must be the same as the address of the calendar you want to link. Do you have a different address in Robin? Change this first in your profile settings.
👉 More explanation about email integration can be found here: Email integration in Robin
🛠️ Step-by-Step: Linking your Calendar
Start the link: Go to Calendar Settings.
Choose your provider: Select Google or Microsoft.
Authorize: Follow the steps to grant Robin access to your calendar.
Confirmation: You will see a success message once the link is active. The Interview Planner will now be visible in your dashboard.
🎨 Configuring the Planner Editor
Once your calendar is linked, you can personalize your preferences in the Planner Editor:
1. Basic Settings
Title & Duration: Name the meeting and determine the length (e.g., 45 min).
Location: Teams or Google Meet is automatically chosen based on your calendar. For physical appointments, enter the address yourself.
Description: Add extra information for the candidate or colleagues.
2. Availability
Calendar Check: Determine which calendar bookings should go into and which calendars Robin should check for double bookings.
Time Slots: Set your fixed availability per day and add any exceptions.
3. Participants & Booking Options
Add Colleagues: Add extra participants; Robin automatically takes everyone's availability into account.
Buffer Times: Set rest time before and after the interview (e.g., 15 min to wrap up or prepare).
Limits: Determine how far in advance candidates can schedule and set a maximum number of interviews per day.
4. Communication (Extra module)
Note: This is only available if this module has been purchased.
Branding: Add your company logo to the confirmation email.
Email Texts: Customize the title and content of the invitation.
🚀 Output & User Experience
Once the planner is live, all you have to do is share your unique link or activate the planner in the contact flow. The candidate chooses a time, and Robin does the rest: the invitation is sent, the calendar is blocked, and the candidate's status automatically changes to 'Matched'.
⚠️ Important points of attention
Synchronization: Changes in your Google or Outlook calendar are immediately processed in the planner's availability.
Feedback: The flag at the bottom left in the Scheduler is a system function. Do you want to give real feedback to our team? Send an email to [email protected].