Calendar User Management

Bullhorn Automation’s calendar integration feature allows recruiters to efficiently schedule meetings with Candidates and Sales Contacts without the need for third-party tools.

Inviting Users

When Automatically send invites to new Bullhorn users is enabled, then new users are invited to integrate their calendars.

Users can be manually invited to integrate their calendar from the ATS Page.

  1. Navigate to Settings > ATS (Bullhorn/Salesforce/etc.)
  2. Check the box(es) of users to invite.
    • Single-select and Multi-select functionality is supported.
  3. From the Select an Action drop-down click Send Calendar Invites.
  4. Click Yes on the Are you sure? pop up to confirm.

The Calendar Status automatically updates from Not Invited to Invited.

Calendar Statuses

You can check a user’s Calendar Status under the ATS section of the Settings page. The following statuses may be shown for each user:

  • 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 user has set up their calendar integration.
  • Not Connected: The invited user’s calendar integration is unable to connect. The user will also receive a notification asking them to reconnect their calendar.
    • This status most often occurs when a user has changed their calendar credentials.

Accepting the Calendar Invitation

When a calendar invitation is sent, the user will receive an email from Herefish Notifications letting them know they have been invited to use the feature and providing a link to register.

Registration Steps

  1. Click the Register button in the email.
  2. The calendar sign-up page will open with your email address prepopulated. Click Sign Up to continue.
    • If you need to use a different email address, you can change it at this time.
  3. On the next screen, select your email provider.
  4. Select the email account you want to provide calendar access to.
  5. You will be prompted to allow Bullhorn Automation to access the email account. Click Allow to continue.
    • The calendar integration requires read, edit, and delete access in order to schedule, reschedule, and cancel meetings.
  6. Your personal Calendar Settings page will open, where you can reconfigure the calendar settings based on your preferences.

We recommend bookmarking this page for easy access should you need to make changes

  1. You will receive an email confirming that your calendar integration is now active and ready to use!

Personal Calendar Settings

Each user has a personal Calendar Settings page. Here you can reconfigure the calendar settings.The settings here apply only to your calendar, and do not affect the company-wide default calendar settings. Click the Edit button to edit your settings.

Your calendar link can be copied for manual use, such as adding it to your email signature.

The following calendar settings can be found here:

  • Meeting Title: Enter the name you’d like for your event.
  • Location: Enter where or how both parties will connect at the booked meeting time.
  • Duration: Define how long your event will be.
  • Minimum Booking Notice: Set the minimum amount of advanced notice that is required to book an event.
  • Minimum Cancellation Notice: Set the minimum amount of advanced notice needed to cancel an event.
  • Require Phone Number: When enabled, schedulers will be required to provide their phone number as part of the booking process.
  • Meeting Buffer: Add extra time before and after your booked event to ensure you have enough time to prepare or wrap up from the event. If you have a 30 minute call and set a 5 minute buffer a schedule opening will only appear if there is 40 minutes available in your calendar.
  • Availability: Provide your hours of availability on specific days of the week.
  • Timezone: The timezone that you would like to view events on your calendar.

Expand the Advanced Link Settings to adjust the following settings:

  • Company Page URL: The link on your company site where you would like your calendar to display.
  • Your Calendar Name: Your unique calendar identifier.
  • Your Calendar Link: The link you can share directly with invitees if you want them to directly go to picking a specific date and time.