It is possible to schedule a Live Meeting involving multiple internal users by using the multi-user mode of the Calendar Manager.
To use this functionality, the Calendar Manager must be configured for the users involved, so that the system can automatically match their availability. From the user profile, each user can connect their calendar, define their availability (days and time slots), and configure additional settings such as the maximum number of invitations and rescheduling attempts.
Selecting the scheduling mode
By accessing a job position or the candidate search, it is possible to select one or more candidates and open the “Actions” menu. Within the “Live Meeting” section, different scheduling options are available, including Calendar Manager and Calendar Manager multi-user.
At this stage, you can choose the multi-user mode to schedule a meeting involving multiple participants..
Meeting configuration
After selecting the multi-user mode, a dedicated screen opens to configure the meeting participants.
In this screen, it is necessary to define the host, who is the owner of the meeting. The host can be either a recruiter or a manager and does not necessarily have to be the same user each time.
In addition to the host, it is possible to add internal participants divided into required and optional users. Required users must be available for the meeting to be scheduled, while optional users can be invited but are not considered in the availability calculation.
Availability management
The system automatically checks the availability of the host and required users and proposes to the candidate only the time slots in which all participants are available.
The candidate receives a communication containing a link to a dedicated page, where they can view the available time slots and select their preferred date.
Participant limits
The maximum number of participants in a meeting is 5 and includes the host, the candidate, and up to 3 internal users (required and/or optional). External participants can be added only if this limit has not been reached.
Changes and rescheduling
Once scheduled, the meeting can be rescheduled using the dedicated function. If it is necessary to modify the participants, the meeting must be deleted and created again.
If a meeting has already been scheduled, it is still possible to create a new one; the system will keep track of the activity history.
Feature availability
This functionality is also available in Core Search, where it is possible to schedule a meeting for a single candidate, while from a job position it is possible to manage scheduling for multiple candidates.
It is important that all involved users, except optional ones, have the Calendar Manager correctly configured. Optional users can still be added even without an active configuration.
The multi-user Calendar Manager is available for users with Office 365 as their provider and is not supported for Google Workspace.