Connecting calendars and email

Relevant for: Recruiters

How do I connect calendars and email to Recruiting?

Go to 'Settings' > 'Recruiting' > 'Candidate communications'. On the 'Interview scheduling' tab, click 'Connect calendars' to connect your company calendars once for the whole organization. On the 'Email accounts' tab, connect your mailbox to sync candidate emails to Leapsome.

• Calendars: Recruiters schedule interviews from the interviewers' real availability, candidates can book a time through a link, and interviews are added to everyone's calendars automatically.
• Email: Candidate conversations appear on the candidate profile for everyone with access, not only in one recruiter's inbox. You can send and reply from Leapsome, attach files, and track opens and clicks.

Table of Contents:

• How do I connect calendars for interview scheduling?
• How do I connect a mailbox?
• What should I keep in mind?
• Who can connect calendars and email?

How do I connect calendars for interview scheduling?

1. Go to 'Settings' > 'Recruiting' > 'Candidate communications' > 'Interview scheduling' and click 'Connect calendars'.
2. A Google Workspace or Microsoft 365 administrator completes the authorization. It covers the whole organization, so interviewers don't need to connect their own calendars.
3. Once connected, the page shows the connected domain, the date, and 'Personal availability readiness'.
4. Optional: under 'Enterprise conferencing', connect Zoom, Google Meet, or Microsoft Teams to add video links to interviews. You can connect one provider at a time. To switch, disconnect the current one first.

• Leapsome only reads free / busy times.
• Interviewers can set their own interview hours under 'Interview availability' in their personal settings. (Clicking on their name in the top-right part of the page > 'Personal settings'). Otherwise, weekdays from 9:00 to 18:00 are used.
• A new video conferencing connection can take a few minutes to reach every interviewer.

To learn how to schedule, see Scheduling interviews.

How do I connect a mailbox?

1. Go to 'Settings' > 'Recruiting' > 'Candidate communications' > 'Email accounts'. You can also start from the 'Emails' tab on a candidate profile.
2. Click 'Connect Google' or 'Connect Microsoft' and authorize access.
3. Your mailbox appears under 'Connected mailboxes' with its status.

On the same tab, admins can turn on 'Enable email tracking by default' and set a 'Default email address for candidate communications'. That address is used for automated emails and offer letters.

• You always connect your own mailbox, the one you're logged in with.
• Only emails received after you connect are synced. Older emails aren't imported.
• Leapsome only stores emails with candidates who have an active application, and the content is encrypted.

To learn how to send emails, see Emailing candidates.

What should I keep in mind?

• Until calendars are connected, the 'Schedule interview' window only offers 'Set date and time manually' and 'Request candidate availability', and it points recruiters to this settings page.
• Candidates get a calendar invitation, and their response shows on the interview. Interviewers are notified when a candidate books, reschedules, cancels, or declines.
• If the default sender mailbox is disconnected, automated emails are sent from 'Leapsome notifications'.
• If a mailbox connection expires, its status changes to 'Error'. Reconnect it to fix this.
• The settings page and authorization screens may name the providers Leapsome uses for calendar and email sync.

Who can connect calendars and email?

• Connecting calendars and video conferencing requires permission to manage ATS integrations.
• The 'Email accounts' settings require permission to manage ATS integrations and to access ATS email sync.
• Connecting your own mailbox requires access to ATS email sync, plus permission to manage candidates or ATS integrations.
• Sending from someone else's mailbox and tracking opens and clicks each need their own permission. You can find them in 'Settings' > 'Employees' > 'Feature access matrix'.

For details, see Hiring team roles and permissions.