The screening team uses the tool Calendly to schedule mentor interviews.

Before Orientation: The Screening team uses a Calendly function called “Round Robin” to provide interview slots for attendees during orientation. The day of orientation, the Screening Orientation Captain will ensure the Calendly Round Robin link is active and has enough available slots for interview sign-ups.  frame.. The Calendly Round Robin link continues to stay on/active after each orientation.

During Orientation: Event Staff provide the Calendly link via Zoom throughout orientation. During break, orientation facilitators will emphasize the importance of signing up for an interview using the link or QR code provided on the orientation PowerPoint and in the Zoom chat. Event Staff will help as needed.

After Orientation: Orientation captains will use the Calendly backend to check the number of attendees that have signed up for interviews with each screener. When a mentor signs up for an interview, both the screener and the mentor applicant will get an email, and their Outlook calendars will automatically update to include the appointment. The Senior Volunteer Screening Manager will be in charge to check the Calendly Actions event lists daily and troubleshoot any sign-ups that did not sync with their respective mentor application. 

Salesforce and Calendly: Calendly automatically adds appointments to Outlook and automatically updates on Salesforce through the Salesforce/Calendly integration. After an interview, screeners must update Salesforce to mark the interview as "approved". If someone other than the application owner is covering the interview, mark the interview status as “approved”.  If an applicant does not answer during their scheduled interview time, the screener is responsible for updating their interview status to 'Need to Reschedule" in real time. If an applicant reaches out stating they are rescheduling and actively reschedule for a new date/time, that new interview date/time will be updated on Salesforce via the Salesforce/Calendly integration.

What are potential implications of Calendly for the screening pipeline? This screening tool puts more responsibility on the mentors to not only schedule the interview, but to keep the interview appointment. If the mentor applicant does not receive our day after email, they will not be able to re-schedule their interview without further screener intervention. Additionally, applicants will now have more control over canceling or rescheduling their appointments. Screeners must coach applicants through the importance of completing the interview promptly.