The Group Event is how we schedule our candidates for phone interviews. The recruiters call the candidate within the window. I’d like to make the Group Event also be a shared event. Round Robbin allows one candidate to rotate through the hosts (we’ve done this before, but at the time it was only the tradition setting where we’d set a timeframe for a call and an interval of time). So I’d like to do a Group Event + Round Robbin Event. Is this possible and if so what is the workaround to get to it?
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Is it possible to have a Group Event that is also a Round Robbin Event?
Best answer by David
Hi
I can’t say for sure, but Its definitely a request we can pass along to our product team to review!
In the meantime, here is one thing that we can try to at least capture the core of the request:
- Setup a Group event to allow your clients to book times accordingly, this can be setup either under one of the recruiters OR by setting up a new account whose purpose is to only host these meetings.
- With our workflows feature, you can use the Send an reminder to someone else option. (Alternatively, you can use the automatic forwarding rules in your email service directly: Send notifications to multiple email addresses)
- Anytime a user books an event, you can configure this workflow to send an email to each recruiter notifying them of the invitee
- From there, the only manual work would be distributing the invitees for the day
This would still allow users to book slots, but there would need to be some manual work done that would normally be handled via round robin
Alternatively, you can use our Zapier integration to automatically add leads to a Google or Excel Sheet. From there, your recruiters would just need to check the sheet each day and assign the users to themselves.
Apologies there isn’t a more direct way to do this - but let me know if you have any questions!
This topic has been closed for replies.
Hi
This is a great question, but unfortunately there isn’t a way to do a Round Robin Group event. The only event type you can merge with Round Robin is Collective. Can you tell me a bit more about the workflow though? I’m still trying to wrap my head around how this would work.
I’ve also reached out to my peers in recruiting here at Calendly to see if they’ve got any suggestions. We do a similar type of interview where a candidate gives us a time they’re available and then we slot interviewers into that block. So if someone says they’re available from 1-3, we’ll have Interview A 1-1:25, Interviewer B, 1:30-1:55, and so on, but I think it’s a fairly manual process right now.
Hey Jillian, thanks for the response. To try and explain the workflow better, we have 3 part time recruiters and every day 2 of them work while 1 is off. What we want to do is use the Group Event so we can call as many candidates as we like in a designated period of time (right now we do 3 in 30 minutes). The Round Robbin part is ideal so one person can reach out to all new candidates and if every recruiter’s calendar is part of the Round Robbin then the phone interviews can be dispersed evenly. Right now we have each recruiter reaching out to only the new candidates assigned to their job postings with their own private Group link which works well for them, but for the person who is off that day it is a very manual process to determine who should be reaching out to them and whose link should be used. The Group + Round Robbin seems ideal for this scenario but given this, does it lead you to any other suggestions? I might have some questions about the suggestion you’ve made after I see your reply. Thank you!
Hi Adam,
Got it. I think!
The part that’s remaining problematic is the group aspect... if I’m following correctly. Basically you want to be able to say “Candidate, please pick an 30 minute slot. We’ll call you in that window and talk for ~10 minutes.” 3 people would pick from that time (10 minutes per) and an available recruiter would be assigned to that 30 minute window. Does that track? I wish I could say it was feasible, but alas… it is not.
It sounds like you might have tried doing a traditional Round Robin before - so 10 minute blocks and available recruiters are assigned. Can you elaborate on why/how that didn’t fit the need? I wonder if we can help you explore a solution around that.
Yes, Jillian, you got it. Do you think its something that may become available in the future or is it too specific of a request? Yes, we have tried the traditional Round Robbin before. The reason why it does not work for our setup is because we are recruiting for extremely entry level positions, and often we get applicants who are really not that interested so we have a lot of people who schedule calls that never answer thus freeing up the time. The beauty of the Group event is that if call #1 out of 3 doesn't answer, we just move right on to the next one. If that person answers, we now have more time to talk to them if needed. Rather than having a set 10 minutes where we cant just move forward and call the next person, because that next person is expecting a call at 3:10PM for example, not “any time between 3 and 3:30” like the Group event is set up for. With the Group event we are also looking at moving to 4 calls in a 30 minute window due to how many people we expect not to answer. Hope thats not too confusing!
Hi
I can’t say for sure, but Its definitely a request we can pass along to our product team to review!
In the meantime, here is one thing that we can try to at least capture the core of the request:
- Setup a Group event to allow your clients to book times accordingly, this can be setup either under one of the recruiters OR by setting up a new account whose purpose is to only host these meetings.
- With our workflows feature, you can use the Send an reminder to someone else option. (Alternatively, you can use the automatic forwarding rules in your email service directly: Send notifications to multiple email addresses)
- Anytime a user books an event, you can configure this workflow to send an email to each recruiter notifying them of the invitee
- From there, the only manual work would be distributing the invitees for the day
This would still allow users to book slots, but there would need to be some manual work done that would normally be handled via round robin
Alternatively, you can use our Zapier integration to automatically add leads to a Google or Excel Sheet. From there, your recruiters would just need to check the sheet each day and assign the users to themselves.
Apologies there isn’t a more direct way to do this - but let me know if you have any questions!
Hey David, thank you for this response. I’ll consider doing this and seeing if its worth the time/effort the manual work takes. If I have any questions about it I’ll reach back out.
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