Calendar Integration Overview

Integrating a calendar allows recruiters and hiring managers to schedule interviews and assign scorecards based on availability. When an interview is scheduled, open times appear automatically. Recruiters can share available time options with the candidate, and once a time is selected, the interview is added directly to the calendar.

Note:

If your calendar is not syncing correctly or you’re unsure which email service you use, contact your IT team for assistance.

In this article:
Calendar Integration Overview
Bulk Calendar Overview
Calendar Integration Settings
Integrate your Calendar
Calendar Invite Notifications
Considerations
Additional Resources

Calendar Integration Overview

Calendar integration allows you to schedule interviews and assign scorecards based on your availability. Team members can view your open time when scheduling interviews. If enabled in a job requisition, candidates can also self-schedule based on your availability. To learn more, refer to Self-Schedule Screening Interviews.

Bulk Calendar Overview

Bulk Calendar Connect allows an IT admin to integrate employee calendars with ClearCompany in one step. Once connected, recruiters and hiring managers can schedule interviews using real-time availability. ClearCompany partners with Cronofy to provide this calendar functionality. To learn how to use bulk calendar integration, review the related articles:

• Bulk Calendar Connect - Overview
• Bulk Calendar Connect - Google (Workspace/G-Suite)
• Bulk Calendar Connect - GraphAPI
• Bulk Calendar Connect - Microsoft Exchange Calendars
• Integrating Your Microsoft Exchange Calendar With Cronofy
• Bulk Calendar Connect - Troubleshooting Calendar Sync Errors

Calendar Integration Settings

If your organization uses Bulk Calendar Connect, you can control how calendar events appear in ClearCompany. Settings include:

• Whether events marked as Free display as available.
• Whether event titles are visible.

  Note: The Free/Busy setting is enabled by default. Only organizations using Bulk Calendar Connect can disable it. Settings apply organization-wide and cannot be changed for individual users.

Event Visibility Settings

When scheduling interviews in ClearCompany, administrators can configure:

1. Default setting: Controls whether events marked as Free or Busy appear as available or unavailable.
2. Optional security setting: Controls whether full event titles appear in ClearCompany.
3. If both settings are disabled, events display only as Busy without showing event titles.

• In this example, the Free/Busy setting is enabled, and the optional security setting that restricts event names is disabled:

  

• In this example, both the "Free/Busy" setting and the optional security setting are enabled: 

  

Modifying Calendar Settings

IT admins with permission can update calendar settings by navigating to: Tools > Setup > Calendar Integrations.

1. The option to sync events marked as Free can be turned on or off at any time.
2. In order to update the event detail security setting, the calendar integration must first be disabled. 
   • Then edit the Restrict Data setting and re-enable the calendar integration. Re-enabling ensures data is handled securely between ClearCompany and Cronofy.
     • Enablement steps: Google (G-Suite)
     • Enablement steps: MS Exchange/Office 365

Integrate your Calendar (Individual)

If your organization does not use Bulk Calendar Connect, you can integrate your calendar individually.

Set up your calendar

1. Select your profile icon in the upper-right corner of the application. Click My Account.
2. On the Account details page, select Accounts.
3. Click Integrate My Calendar. If you do not see this option, your organization uses bulk integration. Contact your IT admin for assistance.
4. A new browser tab will open. Follow the prompts to:
   • Choose your calendar provider
   • Complete the integration process
     
5. When the integration is successful, your calendar information will appear on the page.
     

Please Note:

It may take a few minutes for the integration to appear on your Dashboard and in Interview scheduling.

Possible Errors

Below are common issues and how to resolve them.

• Popup blockers: Your browser or email settings may block the integration window. Disable pop-up blockers for ClearCompany and try again.
• Incorrect calendar type: Confirm you selected the correct calendar provider. If unsure whether you use Outlook or another provider, contact your IT team.
• Firewall Restrictions: Your organization’s firewall may block calendar access. Contact your IT team to confirm.
• Calendar sharing settings: Calendar integration may fail if sharing permissions are not enabled. Verify that calendar sharing is turned on.
• Outlook calendar integration issues: If your Outlook calendar does not connect successfully, ask your IT team to verify Microsoft 365 permissions. Admin consent may be required.

---

Calendar Invite Notifications

Propose 1-1 Screen

• The candidate receives an email with a link to select a time.
• After selecting a time, they can add the event to their calendar.
• A follow-up email includes an ICS file for the selected time.
• Calendar reminders follow the candidate’s default calendar settings.

Depending on the candidate’s email and calendar configuration, the event may be added automatically after accepting the invite.

Self-Scheduling

• The candidate receives an email with a link to available times.
• The candidate selects a time.
• The candidate receives an email with an ICS file for the selected time.
• Calendar reminders follow the candidate’s default settings.

Multi-Interviewer

• The scheduler can add reminders when scheduling (for example, two hours before, one day before, or two days before).
• The candidate receives an email with an ICS file.
• The candidate must accept the invite for it to appear on their calendar.
• ClearCompany reminders are sent if configured.
• Default calendar reminders also apply.

---

Considerations

Microsoft Teams out-of-office behavior

• Setting your status to Out of Office in Microsoft Teams updates your presence. However, it does not create a calendar event.
• Cronofy determines availability based on calendar events marked as Busy or Out of Office, not presence status alone.
• If your Teams status does not create a corresponding calendar event, that time will not appear as blocked in ClearCompany.

Best practice

To ensure your time appears unavailable in ClearCompany, create a calendar event marked as Busy or Out of Office.

For Google Calendar, setting Out of Office creates a calendar event automatically and blocks time as expected.

Additional Resources

Bulk Calendar Connect - Overview
Self-Schedule Screening Interviews
Integrate your Virtual Meeting Provider for Virtual Interviews