Overview
The Calendar & Scheduling module provides tools for managing availability, creating events, and enabling candidates to book appointments. It supports individual scheduling, team scheduling, and high-volume meet queues for enterprise hiring.Key Components
Schedules
A Cal Schedule defines recurring availability:| Setting | Description |
|---|---|
| Working Hours | Default available hours per day |
| Time Zone | Schedule time zone |
| Buffer Time | Minimum gap between events |
| Booking Window | How far in advance bookings can be made |
| Duration | Default event duration |
| Availability Rules | Custom rules for specific dates |
Availability
Availability windows define when someone is available for bookings:- Recurring patterns (e.g., Monday-Friday 9AM-5PM)
- Date-specific overrides (e.g., unavailable Dec 25)
- Multiple availability blocks per day
- Time zone-aware scheduling
Events
An Event represents a scheduled meeting or appointment:| Field | Description |
|---|---|
| Title | Event name |
| Description | Event details |
| Start/End Time | When the event takes place |
| Location | Physical location or video link |
| Hosts | Event organizers |
| Status | Scheduled, completed, cancelled |
Event Hosts
Events can have multiple Hosts:- Round-robin assignment across team members
- Priority-based host selection
- Availability-aware host matching
Bookings
Bookings represent confirmed appointments:Booking Flow
- Available slots are calculated based on host availability
- Candidate selects a preferred time slot
- Booking is confirmed and both parties are notified
- Event is created in the calendar system
- Reminders are sent before the event
Booking Attendees
Each booking tracks its attendees:- Candidate information
- Host information
- Attendance status
- Notes and feedback
Meet Queues
Meet Queues are designed for high-volume scheduling scenarios:| Feature | Description |
|---|---|
| Queue Enrollment | Candidates join a queue for the next available slot |
| Auto-Assignment | System assigns candidates to hosts automatically |
| Priority | Queue priority based on application stage or urgency |
| Capacity | Configure maximum queue size |
| Wait Time | Track and display estimated wait times |
Queue Enrollment
Candidates are enrolled in meet queues:- Manually by an admin
- Automatically via automations (e.g., reaching an “Interview” stage)
- Self-enrollment through booking links
Google Calendar Integration
Firstwork integrates with Google Calendar for:- Syncing availability from Google Calendar
- Creating events in Google Calendar
- Detecting conflicts with existing events
- Sending calendar invitations
Public Booking Pages
Create public booking pages for candidates:- Embeddable on career pages
- Customizable branding
- Multiple event types (phone screen, in-person, video)
- Automatic time zone detection
Integration with Hiring Flows
Calendar scheduling integrates with the hiring process:| Stage | Calendar Feature |
|---|---|
| Phone Screen | AI Caller scheduling |
| Interview | Self-service booking page |
| Group Interview | Meet queue enrollment |
| Orientation | Batch event scheduling |