Scheduling an Appointment with a Candidate or Contact

Learn how to schedule an appointment with a candidate or contact, and how to update one after it's created.

Appointments you create in Bullhorn are tracked against the record, and Bullhorn emails you an invitation so you can add the event to your calendar. You can also invite other attendees directly from Bullhorn.

There are two types of appointment invitations:

• Internal: Sent to you, the Bullhorn user who created the appointment, with a link to open the appointment record in Bullhorn. You always receive this invitation, regardless of your Notify Attendees setting.

• External: Sent to everyone else you invite. It only includes the Subject and Description — no link back to Bullhorn.

Only the owner of an appointment can edit or delete it. Don't forward appointment invitations from your email inbox to add attendees — edit the appointment in Bullhorn instead, and Bullhorn sends the new attendee an invite once you save.

Before You Begin

Always update an existing appointment from Bullhorn rather than from your email client. You can access any appointment from the Related Appointments section on its associated record, or from within your email.

Scheduling an Appointment

1. On the candidate or contact record, from the Select an Action drop-down, select Add Appointment.

2. Complete the Subject, Attendees, and Type fields.

   • Type the name of each candidate or contact directly into the Attendees field.

   • If you're scheduling an interview and want it to count toward interview reporting, set the Type to Interview.

   • Toggle Notify Attendees to control whether attendees receive an invite. You'll always receive one, regardless of this setting.

3. Toggle Visibility to Private if you only want the appointment to display for invited attendees.

   Private appointments still notify attendees by email, but won't appear on their calendars.

4. Use the picker to select the date and time.

5. Complete the Communication Method and Location fields.

6. If needed, add a Description. This displays to everyone who receives the invitation.

7. Set a Reminder to receive an email before the appointment.

8. Choose an Appointment Repeats pattern, if the appointment recurs:

   • Interval-based — for example, every two weeks.

   • Calendar-based — for example, every 15th of the month.

9. Complete the Reference fields to link the appointment to the relevant records. To add another attendee instead, see step 2.

10. To attach a file, drag and drop it into the Attachments section, or click to browse for one.

11. Click Save.