Appointment scheduling wizard
The appointment scheduling wizard lets you check other people’s availability within your Umantis solution, both when creating one or more appointments for a job or when updating an existing appointment. You do not have to look for appropriate times in Outlook for each user individually, since the wizard checks the availability of other Applicant Management users in their Outlook calendars.
In this way, the appointment scheduling wizard can provide useful support in scheduling appointments.
Prerequisites and settings in Umantis
Important notes:
- The new interface (internal) is a prerequisite for using the appointment scheduling wizard in your Umantis Applicant Management solution.
- To access the Outlook calendars of the responsible individuals, the administrator must have login data that he can use to connect to the Mail Exchange Server. This is a prerequisite for access to Outlook calendars. The Mail Exchange Server should allow incoming external requests. In order not to completely enable Exchange, you can also just enable the Umantis-IP range for these calls:
- Data center Switzerland: 93.190.76.152/29
- Data Center Germany: 213.198.99.208/28
- Your Umantis Applicant Management solution sends and receives requests and responses using the HTTPS protocol, which uses port 443 by default. Therefore, port 443 on the Mail Exchange Server should be open so that it can accept HTTPS requests for access to the Outlook calendars.
- This function is currently only supported in Outlook 365 (via Exchange Server). The cloud version of Outlook 365 is not supported.
- The "Visibilities" are based on Outlook. This means that the availability of a person cannot be checked if this person has completely blocked his/her Outlook calendar.
Use this data and navigate to “Interfaces > Third-party systems > Settings for appointment scheduling wizard”. Then fill out the following fields under “Basic information about the interface”:
- Exchange Server address
- (
The following addition may be required as a URL extension of the Exchange Server Address: /EWS/Exchange.asmx)
- Username
- Password
Please note that this data must be entered correctly in order for the “Check availabilities” button to appear.
Use
Once setup is complete, you can use the appointment scheduling wizard to create new appointments for a job or update existing appointments. The following is a step-by-step example of how to schedule an appointment with the wizard:
1. In the job view, navigate to the Appointments tab and click on “Add new appointment”.
- The following screen appears:
- Here you will find the responsible individuals listed for this job. The responsibilities for this job can be modified in the job description.
- Invite: Here you can modify the (pre-populated) email addresses of the responsible individuals, or enter additional ones.
- Optionally invite: Alternates are listed in this field, and new ones can be entered here.
2. Click “Check availabilities”.
- Enter the start date and end date or the time period for which you want to check availabilities.
- The following screen appears:
- The selected individuals’ availabilities will now be displayed:
- Green: All participants are available
- Yellow: Not all participants are available
- Gray: No participants are available
- To use one of the appointments, click on the appropriate (green or yellow) field and specify the length of the appointment in the dropdown menu.
- The color scheme (green, yellow or gray) for the availability status is only displayed for those persons who are registered as users in your applicant management solution. For people who are not registered as users in the system but belong to the same organization, calendars can also be checked using e-mail IDs, but color coding is not possible in this case.
3. Once you have selected an appointment and specified its length, it will then appear under “Fixed appointments”:
4. In the bottom section, you can modify and send out an appointment invitation for the responsible individuals:
- Send appointment invitation: Indicate here whether you want to send an appointment invitation to the people selected under “Invite” and “Optionally invite”.
- Subject: Enter an optional subject line for the appointment invitation. If you do not enter a value, the title of the appointment will be filled in as “Subject”.
- Message (HTML): Modify the message, then click “Save”.
Please note that the appointment is not booked until after the invitation email has been sent out.- ‘”Confirm the settings you want to use for the appointment by clicking “Save”.’”
- You can also use the appointment scheduling wizard when updating existing appointments (/Recruiting/Courses/ID/ID/Basics/Edit).
Errors and causes
“Check availabilities” button is not displayed
- The “Check availabilities” button is only displayed if values have been entered in the settings for the interface. Note that the system does not check here whether the entered settings are actually correct.
- The appointment scheduling wizard is only fully supported in connection with the new interface (2018).
- The interface is not set up correctly. Work with your IT manager to check the Mail Exchange Server settings and modify the interface settings in Umantis if necessary.