Table of Contents
Overview
Sense Scheduler allows you to configure cancellation and rescheduling reasons to improve consistency and efficiency in the scheduling process. Administrators can create tailored reason sets based on roles and actions, helping users select accurate reasons and supporting deeper insights through analytics.
Key Features
- Role-specific configuration: Admin can create separate preset reason lists for Hosts/Interviewers (recruiters) and Attendees (candidates).
- Action-specific categorization: Cancellation and rescheduling reasons are configured and managed separately.
- Custom context fallback: If none of the preset reasons apply, users can select My reason is not listed here and provide additional context.
- Universal application: Configured reasons apply across all templates and direct scheduling flows in Sense Scheduler.
Availability
This feature is enabled by default for all agencies. If an agency does not provide specific reasons, the system will only display the My reason is not listed here option to users.
Configuration Path
To set up or modify reasons, the admin should navigate to:
Attendees: Admins > Configurations > Scheduler Settings > Reschedule/Cancellation Reasons > Attendees tab
Host: Admins > Configurations > Scheduler Settings > Reschedule/Cancellation Reasons > Host tab
Notification Logic
For direct scheduling, rescheduling, and cancellation emails are designed to include the selected reason by default, ensuring all users are informed. For template-based meetings, the notifications must be configured with the listed variables to populate them.
- Candidate Cancellations: The reason and the initiator are automatically shared in direct scheduling if the agency config is not enabled. For templates, this is based on whether the variable is configured with hosts and interviewers.
- Recruiter Cancellations: To manage candidate experience (e.g., in rejection scenarios) in direct scheduling, recruiters can prevent their cancellation reasons from being sent to candidates. This is controlled via the agency configuration: scheduler_product_hide_host_cancel_reason_to_candidate.
Template Variables
New variables have been introduced to support automated communications. Once configured as mentioned above, these variables dynamically populate based on the action performed and the user who triggered it:
- Cancellation Initiated By
- Reschedule Initiated By
- Reschedule reason
- Cancellation Reason (existing variable)
Below is how cancellation and reschedule reasons look on the candidate's end:
Below is how request reschedule reasons look on the recruiter’s end: