When the Interview Planner is not visible or not working properly, it is usually because the email or calendar integration has not been fully configured. In this article, we explain step-by-step how to activate, configure, and use the planner.
🚀 How it works
By scheduling interviews directly through Robin, you work faster and prevent errors like double bookings. The candidate selects a time slot, receives automatic updates, and their status in Robin is immediately moved to the correct stage, keeping your pipeline and dashboards up to date.
⚙️ Prerequisites: Connect your email
Before you can link your calendar, you must first connect your email address to Robin.
Important: The email address you use in Robin must be exactly the same as the address of the calendar you wish to connect. If you use a different address in Robin, please update it first in your profile settings.
🛠️ Step-by-step: Connect your calendar
Start the connection: Navigate to Calendar Settings.
Choose your provider: Select Google or Microsoft.
Authorize: Follow the on-screen steps to grant Robin access to your calendar.
Confirmation: You will see a success message once the connection is active. The Interview Planner will now become 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 its length (e.g., 45 min).
Location: Microsoft Teams or Google Meet is automatically selected based on your calendar. For in-person meetings, manually enter the address.
Description: Add additional details for the candidate or your colleagues.
2. Availability:
Calendar check: Determine which calendar bookings should land in, and which calendars Robin should check for double bookings.
Time slots: Set your fixed daily availability and add any exceptions.
3. Participants & Booking options:
Add colleagues: Include extra participants; Robin automatically considers everyone's real-time availability.
Buffer times: Set breathing room before and after the interview (e.g., 15 min to prepare or run late).
Limits: Define how far in advance candidates can schedule and set a maximum number of interviews per day.
4. Communication :
Branding: Add your company logo to the confirmation email.
Email texts: Customize the subject line and content of the invitation.
✨ Output & User experience
Once the planner is live, all you need to do is share your unique link or activate the planner in your outreach workflow. The candidate picks a moment, and Robin handles the rest: the invitation is sent, your calendar is blocked, and the candidate's status automatically updates to 'Matched'.
🛑 Limits & Important notes
No calendar support via IMAP: Please note that an email account connected via a generic IMAP/SMTP connection does not support calendar functionality. The IMAP protocol is strictly designed for reading and sending emails and physically cannot transmit calendar data or events.
Required providers: To use the Interview Planner, your account must be connected through a provider that natively includes a calendar backend (such as Google/Gmail, Microsoft/Office 365, iCloud, or Exchange).
Synchronization: Any changes made in your Google or Outlook calendar are instantly reflected in the planner's availability.
Feedback flag: The small flag icon in the bottom left of the planner is a system function. If you want to submit feedback or an issue to our support team, please email [email protected] directly.
❓ FAQ
I connected my email via IMAP, why can't I access my calendar? IMAP is strictly an email-only protocol for receiving and sending messages. It has no technical concept of calendars or events. To use the planner, you must connect your account using the specific Google or Microsoft integrations.