Table of Contents
- How to Create a Team Template
- Preview the Template
- Share the Template Link
The team templates are built to facilitate Panel Interviews (group of interviewers) and Round-Robin Scheduling. Setting up team templates is very similar to ‘creation of Individual Templates’ except for the Team Member section, where you must add the participating team members with an active connected calendar with Sense Scheduler.
★ How to Create a Team Template
You can create team templates using Panel Interviews (group of interviewers) or Round-Robin Scheduling.
► What is a Panel Interview:
The panel interview is used when two or more people interview a candidate simultaneously. This approach is particularly useful for recruiters and hiring managers who wish to efficiently assess a job applicant's qualifications and suitability for a position by bringing together a group of interviewers to interview the candidate simultaneously.
► Creation of Panel Interview Template:
Follow the below-mentioned steps to create a Panel Interview Team Template:
- Log in to Sense.
- Navigate to Sense Scheduling (Meetings).
- On the left navigation panel, click Team Templates.
- Click Create Template to create a new template.
- Select a Panel Interview event type and click Next.
The Panel Interview Template creation is divided into five sections:
[A] Event Information
- Fill in the Event Information, such as Event Name, Description, Duration, Future Limit, Buffer Time, etc., and click Continue.
- Event Name: Shows the name of the Meeting.
- Description: Shows the description of the Meeting, for example - the agenda or a summary of the meeting.
- Location/Meeting Link: Shows the Location or the Link for the Meeting. You can select either 'In-person Meeting' or 'Virtual Meeting'.
Duration: Shows the length of the event/meeting, for example - 30 minutes, 60 minutes, etc.
- Min. Booking Notice: The minimum amount of time the event/meeting must be planned in the future.
- Min Cancel Notice: The minimum amount of time before the event/meeting starts that an attendee can cancel the meeting. Attendees will be unable to cancel events after the cancellation notice period expires, and they will have to reach out to the host to cancel the event.
- Future Limit: The amount of time into the future events/meetings can be booked. For example, if you set your future limit to 4 weeks, you allow attendees to see your calendar up to 4 weeks in advance.
- Buffer Time: Shows the minimum amount of time between two events/meetings to be booked. This helps to avoid overlaps in two meetings. For example, if you set your buffer time to 15 minutes, then your second meeting slot will be visible at 15 minutes buffer to attendees.
Extended Availability: It offers extended availability to attendees if no available times are within the originally configured future limit.
➠ Example: Suppose your original Future Limit is set to four weeks, and your Extended Availability is set to two weeks. There are no slots available in the initial four weeks (Future Limit) on your calendar; then, in this scenario, you allow your attendees to see the extended availability for another two weeks.
- Cancellation Policy: A message will be displayed to attendees if they try to cancel the meeting. They'll be asked to provide a cancellation reason.
[B] Team Members
The Team Members section allows you to add multiple interviewers with their availability slots.
- On the left side panel, search and add the required number of interviewers.
- Use the role column to manage the roles (Host, Required, and Optional) of your added interviewers.
On the right side panel, you can view the availability slots for the added interviewers. You can use the drop-down option to change the booking conditions, such as
- Calendar availability within working hours: This displays calendar availability slots for all required interviewers (including the host) during their designated working hours. For example, if any of the required interviewers or host has a meeting at a certain time, that specific time will not be shown. Only times when all interviewers and the host are working and available will be displayed.
- Based on working hours: This option is utilized when your required interviewers have limited calendar availability, and you want to select a time just based on working hours. This option will override any currently booked meeting on the required attendee's calendars and just display all overlapping time slots based on their working hours.
- If necessary, you can use the Edit Team Working Hours functionality to edit and update the working hours for your selected interviewers. ➥ Important: Please note that if you edit and update the team working hours for your interviewers, it will only apply to the respective template. Editing team working hours in team templates does not override their default working hours.
- Click Continue.
You can set up Reminders to be sent to both hosts and attendees. Sense recommends setting up at least two reminders before interviews with candidates to reduce the no-show rate.
You can choose between email and SMS reminders.
- Email reminders: They can be sent to both hosts and attendees.
- SMS reminders: These can only be sent to attendees. When using SMS reminders, Sense will attempt to deliver the reminder message using the host's Messaging phone number when the host has access to Sense Messaging. For hosts that do not have access to Sense Messaging, Sense will use the default Engage SMS phone number to send the reminders.
➥ Important: By default, there will be one reminder created. You can edit the default one or can create new one with following instructions.
Follow below mentioned steps to create a new reminder:
- Click + Create Reminder.
- Select the desired reminder timing, and reminder type (Email/SMS).
- Select the required recipients, such as Event Host, Event Attendees, or both Host and Attendees.
- Add a Subject line to your reminder. You can use the variables, such as [Attendee Name], [Host Name], [Event Name], [Event Date & Time], etc., to make your reminders more effective.
- Fill in the Email Message section. The system will display the default generated message, and you can edit and customize it according to your needs. You can use the variables, or add attachments to make your reminders more informative.
- Click Save.
- Once the reminder is created, you can use the Delete or Edit options shown on the right-side of each reminder to delete or update the reminder.
- Click Continue.
[D] Custom Questions
By default, the Sense scheduler will always ask the attendee for their name, email, and cell phone number. If you wish to add additional questions, you can add them in the custom questions page, and the attendee will be required to answer all the questions to book the event.
Follow below mentioned steps to add a new question:
- Click + Add Question.
- Add Question Text and Question Type. Click + Save Additional Question.
- Use the Delete option on the right side of each question to delete the additional question.
- Click Continue.
[E] Other Options
The other options tab allows you to customize the URL link for the template, and to select a brand when there is more than one brand for the agency.
- You can customize the last part of the custom page link to be a meaningful description that would make the most sense to the attendees.
Select a Brand (Only available when there is more than one brand for the agency).
➥ NOTE: By default, the Sense scheduler will be set up to use the primary brand setting.
- In the 'SMS Confirmation' section, switch the toggle ON if you wish to send SMS confirmations to attendees.
- Click Save and Finish.
► What is Round Robin Scheduling:
- In a Round-Robin scheduling, candidates are interviewed by one person out of a group. Through Round-Robin Scheduling, meetings can be distributed equally among participants or optimized to maximize availability. This feature helps attendees find a suitable time slot among many participating hosts using a single scheduling template.
- Round-robin scheduling is best suited for situations where multiple hosts perform similar functions and can accept events interchangeably.
➠ Round Robin Scheduling Modes
- Optimize for availability - This option offers every time slot when any one of the participants is available. As a result, attendees can see many options/slots available.
- Optimize for equal allocation of work - This option optimizes for equal allocation of work between the participants in the team template. Participating hosts that have a greater number of events assigned to them will not be assigned events/meetings until the other participants in the team template get more events/meetings assigned to them and catch up to the other participants. This could result in the attendees seeing fewer available time slots on the booking page.
► Creation of Round Robin Template:
The Round Robin Template creation is divided into six sections:
- Team Members
- Event Information
- Booking Flow
- Custom Questions
- Other Options
[A] Team Members
- Select Round Robin Scheduling Mode of your choice, and add the details of team members and their work hours. Click Continue.
- Follow the same steps mentioned in ‘How to create Individual Templates’ for Event Information, Booking Flow, Reminders, Custom Questions, and Other Options.
★ Preview the Template
Once the template is created, click on the preview button on the bottom left-hand side of the screen to preview the attendee's user experience. Check for the branding, time availability, and custom questions to ensure they fit your requirements before sharing the link with an attendee.
★ Share the Template Link
- Navigate to the Team Templates.
- Click Copy Link on the template that you wish to share with your attendees. You can share the template link with the attendees in three ways.
- Full URL: This method is best suited for sharing the template via email or Chatbot.
- Short URL: This method is best suited for sharing the template via SMS. Using short URLs in Sense Messaging will improve deliverability and reduce the length of the message.
- Embedded button: This method will copy a "Meet with me" button with the URL link embedded into it. The hosts can paste these into an email signature or send it as a regular email.