Calendar FAQ

What are the different calendar statuses?

The calendar status for users can be found under the ATS section of the Settings page. See below status list for details.

• Not Invited - The user has not been invited to use the calendar integration.
• Pending - The calendar integration invite is in the process of being sent to the user.
• Invited - A calendar integration invite has been sent to the user.
• Active - The invited user has set up their calendar integration.
• Not Connected - The invited user’s calendar integration is not able to connect. The user will also receive a notification asking them to reconnect their calendar.
  • Not Connected status most often occurs when a user has changed their calendar credentials.

What happens to a user's calendar integration if the user is deactivated?

If a user is deactivated in Automation through the Bullhorn sync, the calendar integration is automatically deactivated, the calendar booking link is removed, and their calendar is unsynced.

If an automation is created for sending calendar invite links, will it validate that a user has valid calendar invite?

No, there is no validation logic that checks if a calendar integration is active. As a result, a user would be sent a blank [null] calendar link.

Can the calendar tool be sent to a third party, for example a hiring manager, to use for scheduling interviews?

No, because the calendar is synced to the Bullhorn User, meetings scheduled would be synced to the Bullhorn User’s calendar and in this example, not the hiring manager’s calendar.

If client level calendar settings are changed, will it update users' existing calendar settings?

No, changes at the client level only apply to new calendar integrations created and will not update calendar settings retroactively.

How can a user's calendar integration be removed?

Calendar integrations can be deactivated from within Bullhorn Automation from the Bullhorn page located under Settings. To remove a calendar integration, select the bullhorn user and click the Remove button to the right of the Send Invite button next to the Calendar Status.

What happens when a calendar integration is removed, is the email account data deleted?

When a calendar integration is removed, the user’s email account information is moved to a deletion queue. Typically, the email account and its data are purged within 72 hours of being moved into the queue.

What email providers are supported by the calendar integration?

For client users, the calendar can integrate with a wide range of email providers including Gmail, Microsoft Office 365, Microsoft Outlook, and Microsoft Exchange. However, only Gmail and Microsoft are supported for use with the auto schedule feature by the end user (candidate, sales contacts, etc).

Do existing 3rd party calendar links need to be removed in Automation before inviting users to the calendar feature?

No, if a user has an existing calendar link in the Add Your Calendar Booking Link field, the link will be replaced with their new Bullhorn Automation calendar link after they’ve been invited and activated the calendar integration.

Does a user need to update their calendar settings in order to update their availability?

No, although the calendar settings can be used to change available days/hours, the integration also checks the user’s native calendar (Gmail, Outlook, etc) in order to further determine availability. This means a user could block time directly on their native calendar and the calendar feature will update accordingly within minutes.

What if a calendar owner (recruiter/sales contact) loses their calendar link, can it be resent?

Yes, if a recruiter loses the link, it can be regenerated and sent by using the Send Invite button inside Bullhorn Automation. This will not change or deactivate their calendar integration, it will simply regenerate the invitation for them so that they can reconnect.

Why is nothing loading on the calendar booking page url for an active calendar link?

If a calendar schedule option is not loading when using an active calendar link, check if the browser pop-up blocker is enabled.

What language does the calendar feature support?

The calendar feature supports the following languages:

• English
• French
• Spanish
• German
• Swedish
• Simplified Chinese
• Japanese

How is the calendar's language determined?

The calendar's language is automatically set, based on the contact’s browser language setting. When a contact accesses the calendar, it will detect the language preference from their browser and set the calendar interface to display that language. If a different language is needed, you can choose to manually change the calendar's language using the drop-down provided underneath the scheduling window.

What happens is a Candidate or Sales Contact tries to use a calendar link that is no longer valid?

If the calendar link is no longer valid, the Candidate or Sales Contact will be routed to the configured company’s website per the Calendar Settings. Additionally, if the calendar owner no longer has an active calendar link but the backup owner via the Owner Assignment Rules does, then the backup owner’s calendar schedule will display instead.

In this example, Mandy Fig’s calendar is not active. As a result, backup owner Ben Carter’s calendar is displayed instead:

If the company-wide calendar settings are changed, will it update users' existing calendar settings?

No. Changes at the company level only apply to new calendar integrations created and will not update calendar settings retroactively.

Do existing third party calendar links need to be removed before inviting users to the calendar feature?

No. If a user has an existing calendar link in the Add Your Calendar Booking Link field, the link will automatically be replaced with their new Bullhorn Automation calendar link once they activate the calendar integration.

Do I need to update my calendar settings in order to update my availability?

No. Although the calendar settings can be used to change available days/hours, the integration also checks your native calendar (Gmail, Outlook, etc) in order to further determine availability. This means you can block time directly on your native calendar, and your availability will update accordingly within minutes.

What phone number formats does the calendar scheduling question support?

The calendar supports US and international phone numbers, and accepts formats with spaces, dashes, periods, or without any separators. Examples: 111-222-3333, +11112223333, 111.222.3333, etc.

Will the meeting show up in the ATS Planner or Candidate/Contact records? 

No. The appointment will only be added to the calendars of the meeting participants.

Why are some appointments tracking while others are not?

This is often due to individual settings, such as duplicate email addresses, email forwarding rules, or the platform used to send invitations.

Can Bullhorn Automation track appointments created in Microsoft Teams?

Appointments sent via Microsoft Teams may not track consistently. Sending invitations directly from Outlook is recommended for better integration.

What happens if SPF records are misconfigured?

Misconfigured SPF records can cause authentication failures, impacting appointment tracking. Ensure SPF records include all relevant email relay domains.