Taleo Scheduling Center User Guide - · PDF fileTaleo Scheduling Center User Guide January...

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Taleo Enterprise Edition 7.5 SP11

Taleo Scheduling CenterUser Guide

January 2010

User Guide Taleo Scheduling Center i

Confidential Information

It shall be agreed by the recipient of the document (hereafter referred to as "the other party") that confidential information disclosed by Taleo through its documents shall be retained in confidence by the other party, and its respective employees, affiliates and/or subsidiaries, pursuant to the following terms and conditions:

For the purpose herein, the term "Confidential Information" shall mean the following:

1. Any information, know-how, data, process, technique, design, drawing, program, formula or test data, work in process, business plan, sales, suppliers, customer, employee, investor or business information contained in a document, whether in written, graphic, or electronic form; or

2. Any document, diagram, or drawing which is either conspicuously marked as "Confidential", known or reasonably known by the other party to be confidential, or is of a proprietary nature, and is learned or disclosed in the course of discussions, demonstrations, or other collaboration undertaken between the parties.

© 2010 Taleo Corporation. Do not reproduce without the written permission of Taleo Corporation.

User Guide Taleo Scheduling Center ii

Table of Contents

Confidential Information ..................................................................................... i

Technical RequirementsTechnical Requirements ..................................................................................1-1

Detailed Description ...................................................................................1-1Impacts .....................................................................................................1-1

Getting StartedGetting Started ..............................................................................................2-1

Taleo Scheduling Center ............................................................................2-1Employer Function .....................................................................................2-2Candidate User .........................................................................................2-2Candidate Permission ...............................................................................2-2Read-Only User .........................................................................................2-3Mark Arrived/No Show User .......................................................................2-4Schedule Appointments User .......................................................................2-4Manage Timeslots User ..............................................................................2-5Administer Calendars User .........................................................................2-5Administrator ............................................................................................2-5Create Calendar User Type .......................................................................2-6Calendar Owner ........................................................................................2-7

User Guide Taleo Scheduling Center iii

CalendarsWorking with Calendar Roles ..........................................................................3-1

Calendar Role ...........................................................................................3-1Granting Users a Calendar Role .................................................................3-1Editing Calendar Roles ...............................................................................3-2Removing Calendar Roles ...........................................................................3-2

Working with Calendars .................................................................................3-4Calendar ..................................................................................................3-4Calendar List Filtering ................................................................................3-4Active Calendar .........................................................................................3-5Inactive Calendar ......................................................................................3-5Changing Calendars ..................................................................................3-5Choosing the Display Language ..................................................................3-6Displaying Date Information .......................................................................3-6Moving Between Months in a Calendar .......................................................3-6Searching for Active Calendars ...................................................................3-7Searching for Inactive Calendars .................................................................3-7Displaying Active Calendars ........................................................................3-7Displaying Inactive Calendars .....................................................................3-8Multiple Calendars per Requisition .............................................................3-8Creating a New Calendar ..........................................................................3-8Modifying a Calendar ................................................................................3-9Modifying Calendar Languages ..................................................................3-9Activating a Calendar .................................................................................3-9Inactivating a Calendar ............................................................................3-10Adding a Calendar to the Calendar List .....................................................3-10Removing a Calendar from the Calendar List .............................................3-11Scheduling Horizon ..................................................................................3-11Modifying the Scheduling Horizon .............................................................3-12Marking and Tracking Candidate Appointment Attendance .........................3-12

Working with Timeslots .................................................................................3-13Locked Timeslot .......................................................................................3-13Adding Timeslots .....................................................................................3-13Removing a Timeslot ................................................................................3-13Removing All Timeslots .............................................................................3-14Locking a Timeslot ...................................................................................3-14Unlocking a Timeslot ................................................................................3-15Selecting the Allowed Number of Appointments per Timeslot .......................3-15Editing a Timeslot ....................................................................................3-15

Working with Days .......................................................................................3-16Locked Day .............................................................................................3-16Locking a Day .........................................................................................3-16Unlocking a Day ......................................................................................3-16

User Guide Taleo Scheduling Center iv

InvitationsWorking with Candidate Invitations .................................................................4-1

Appointment Management on Behalf of a Candidate ....................................4-1Accessing the Taleo Scheduling Center on Behalf of a Candidate ..................4-1Scheduling an Appointment on Behalf of a Candidate ..................................4-2Rescheduling an Appointment on Behalf of a Candidate ...............................4-2Cancelling a Scheduled Appointment on Behalf of a Candidate .....................4-3Declining an Invitation on Behalf of a Candidate ..........................................4-3

Working with Invitations ..................................................................................4-5Invitation Email ..........................................................................................4-5Reminder Email .........................................................................................4-5Phase .......................................................................................................4-6Sending an Invitation Manually ...................................................................4-6Sending an Invitation by Changing the Status of a Candidate ........................4-7Sending an Invitation Automatically during the Workflow ...............................4-7Cancelling an Invitation ..............................................................................4-8Cancelling an Unscheduled Invitation ..........................................................4-8Blocking an Invitation .................................................................................4-9Assigning a Calendar to a Requisition .........................................................4-9

Scheduling StatusWorking with Statuses ....................................................................................5-1

Candidate History Log ................................................................................5-1Viewing the Scheduling Status of a Candidate in the Candidate File ...............5-1Viewing the Scheduling Status of a Candidate in the Candidates List ..............5-1Adding the Scheduling Status Column to the Candidates List .........................5-2Viewing the Scheduling Status of a Candidate in the Tracking History .............5-2

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Technical Requirements

• Technical Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

User Guide Taleo Scheduling Center 1-1

Technical Requirements Technical Requirements

Technical Requirements

Detailed DescriptionFollowing is a list of minimum requirements for running Taleo Scheduling Center.

• Pentium 4, 2 GHz, 768 MB RAM

• 256 MB RAM available memory recommended for better performance

• Microsoft® Windows® Vista or XP SP2

• Microsoft Internet Explorer 6+

• Adobe Reader, version 5 or higher

• Passport 2.0

The default browser configuration when it was installed is the only one supported. For instance, the following options are not supported:

• Disabled MIME type support

• Increased security settings

• Disabled JavaScript support

• Input Method Editors

• Customized content type encoding/code pages

• Accessibility options

• HTTP 1.0

Impacts• Update

• Enhancement functionality is not available until updated Passport file is accessed.Correct Passport File detail:Version 1.2.2.10Located: http://svn.dev.rsft.net/techconsulting/vendors/branches/taleoschedulingcenter/passport/certified/1.2.Other_TaleoSchedulingCenter.xml

• Integration

• 508 accessibility is not supported.

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Getting Started

• Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1


Getting Started Getting Started

Getting Started

Taleo Scheduling CenterThe Taleo Scheduling Center is a module used with Taleo Recruiting to handle automated and high volume scheduling of candidates.

Detailed Description

The Taleo Scheduling Center is a module used with Taleo Recruiting to handle automated and high volume scheduling of candidates. This add-on scheduling functionality allows users to schedule any number of screening functions for Candidates, including but not limited to:

• Job Fair or Campus Appointments

• Mass Recruitment Events

• Interviews

The Taleo Scheduling Center facilitates the scheduling of these functions through the creation and management of Calendars, which are populated with Timeslots, into which Candidates can schedule appointments.The Taleo Scheduling Center sends follow-up invitations (triggered through CSW) and reminder emails and records status messages in the candidate file each time a candidate performs a scheduling activity. The Taleo Scheduling Center displays a calendar view for users showing the resulting timetables of which invites are scheduled for each time slot on each day. The Taleo Scheduling Center sends email messages to candidates requesting them to schedule an appointment. It also sends emails confirming appointments and reminding candidates about their scheduled appointments.

The Taleo Scheduling Center screening service is available in two types of integration:

• Self-service: This integration type is supplied with all applications. In this type, an initial invitation email is sent to the candidate. Emails sent at the different phases of the workflow are controlled through candidate permissions set at the calendar level. The employer (recruiter) will be able to manage the appointments of a candidate only if the candidate has logged in to the Taleo Scheduling Center at least once.

• Proctored: This integration type is optional and must be activated by Taleo Support. In this type, no initial invitation email is sent to the candidate. Emails sent at the different phases of the workflow are controlled through candidate permissions set at the calendar level. The employer (recruiter) can manage the appointments of a candidate even if the candidate has not logged in to the Taleo Scheduling Center.

Although two types of integrations exist for the Taleo Scheduling Center, both types are configured, activated and used the same way.

Benefits

• The Taleo Scheduling Center eliminates significant amounts of manual work to schedule candidates for various purposes, including handling confirmations and reminders, and candidate rescheduling and cancellations. It can help to accelerate the recruiting process, allowing your most promising candidates to schedule themselves for the next step in the process. Its



functionality can begin booking appointments for candidates even before your staff has had a chance to view all the submissions. It is ideal for volume recruiting activities such as job fairs, campus interviews and new location openings.Extensive features provide clarity on sourcing and hiring, thereby catalyzing continuous improvement in recruiting.

• The Taleo Scheduling Center eliminates the long and costly process of “Telephone Tag.” Recruiters and candidates communicate online efficiently and at their convenience through the application and invitation process. Because it automates so many parts of the recruitment process, the Taleo Scheduling Center can allow your staff to spend less time on clerical tasks and to devote more time to higher-value tasks.

Employer FunctionAn employer function is a task an employer, a recruiter or a hiring manager, not a candidate, can perform in the Taleo Scheduling Center.


For an employer to be allowed to use the Taleo Scheduling Center, a role for the calendar must be granted to the user by a Taleo Scheduling Center Administrator, an Administer Calendars user or a Calendar Owner. Depending on the type of role the employer is granted for the calendar, functions the employer can perform will differ. Employers can be granted the following Calendar roles:

• Read-Only

• Mark Show/No Show

• Manage Timeslots

• Schedule Appointments

• Administer Calendars

• Calendar Owner

Candidate UserA Taleo Scheduling Center Candidate user is a candidate that has received an invitation to book an appointment.


During a requisition process, a candidate can receive an invitation to book an appointment. Candidates can access the Taleo Scheduling Center only if they have received an email with an invitation to book an appointment. Candidates can book an appointment, schedule later or decide they are no longer interested.

Candidate Permission The candidate permission set for the calendar determines the level of access a candidate will have when signing in to the Taleo Scheduling Center.




A system administrator can set for a calendar the access level candidates will have when accessing Taleo Scheduling Center. Permissions are linked to the calendar, not to the candidate. When a candidate signs in to the Taleo Scheduling Center, the candidate is granted the permission level set for the calendar being used to manage appointments.

There are three levels of permission an administrator can set for a calendar.

• Full: when signing in to the Taleo Scheduling Center, the candidate will be able to fully manage their appointments i.e. cancel, reschedule, book, decline.

• None: For the Self-service integration type, the candidate will only receive an initial invitation. When signing in to the Taleo Scheduling Center, the candidate will only be able to view his or her pending invitations. User will be unable to manage appointments. For the Proctored integration type, no invitation email is sent to the candidate.The recruiter or employer with a Schedule Appointments or an Administer Calendars users, the Calendar Owner or the Administrator will need to manage candidate appointments. Candidate will receive a reminder email confirming the appointment booked by the recruiter or the employer.

• Only Cancel Appointments: when signing in to the Taleo Scheduling Center, the candidate will only be able to cancel his or her appointments.The recruiter or employer with a Schedule Appointments or an Administer Calendars role, the Calendar Owner or the Administrator will need to manage candidate appointments.

Benefits

• Provides the ability for Administrators to force recruiters to manage appointments for a specific requisition.

• Allows recruiters and employers to book appointments at their convenience.

• Impact on Taleo Scheduling Center User Guide Documentation

Read-Only UserA Taleo Scheduling Center Read-only user is a user that can only view information in the Taleo Scheduling Center.


A Read-only user can only view information on calendars, permissions and timeslots in the Taleo Scheduling Center. This type of user can access the system to track candidate attendance to interviews.

A user is granted a read-only user permission by a Taleo Scheduling Center Administrator, a Calendar Owner or an Administer Calendars user in the Taleo Scheduling Center for a specific calendar.

The same user can have different permissions for different calendars.

Benefits

• Allows any employer to view system information.



Mark Arrived/No Show UserA Taleo Scheduling Center Mark Arrived/No Show user is a user that can only indicate if a candidate has arrived or not for an appointment.


The Taleo Scheduling Center has a level of access which allows a user to read data in the System and to record whether candidates reported for their appointments or were “no-shows.” These users may be greeters or reception desk workers who are employed by the Recruiter’s company. A user that has been granted a Mark Arrived/ No Show permission has all the permissions of a read-only user and can also mark in the calendar if a candidate has arrived or not shown to an interview.

A user is granted a Mark Arrived/No Show user permission by a Taleo Scheduling Center Administrator, a Calendar Owner or an Administer Calendars user in the Taleo Scheduling Center.


Benefits

• Allows tracking if a candidate has arrived or not to an appointment.

Schedule Appointments UserA Taleo Scheduling Center Schedule Appointments user is a user that can manage appointments and decline invitations on behalf of a candidate.


The Taleo Scheduling Center has a Schedule Appointments level of access which allows an employer or a recruiter to decline an invitation, to schedule, reschedule and cancel an appointment on behalf of a candidate. A user that has been granted a Schedule Appointments permission has all the permissions of a Read-Only and Mark Arrived/ No show user.

A user is granted a Schedule Appointments permission by a Taleo Scheduling Center Administrator, a Calendar Owner or an Administer Calendars user in the Taleo Scheduling Center.

To manage appointments on behalf of a candidate, the user granted a Schedule Appointments permission must have access to the Staffing WebTop for a specific calendar.

For the Self -service integration type, to be able to manage appointments on behalf of a candidate, the candidate must first log in to the Taleo Scheduling Center via the initial invitation email to activate communication between Taleo Scheduling Center and Taleo Enterprise Edition.

For the Proctored integration type, the recruiter (employer) can manage the appointments of the candidate, even if the candidate did not log in to a Careers section.


Benefits

• Allows a user to manage appointments and invitations on behalf of a candidate.

• Impact on Taleo Scheduling Center User Guide Documentation.



Manage Timeslots UserA Taleo Scheduling Center Manage Timeslots user is a user that can manage timeslots, days and the number of appointments available per timeslots.


The Taleo Scheduling Center has a Manage Timeslots level of access which allows a user to lock and unlock days or timeslots, delete timeslots in a calendar as well as setting the number of appointments available per timeslots. A user that has been granted a Manage Timeslots permission has all the permissions of a Read-Only, Mark Arrived/ No show and Schedule Appointments user.

A user is granted a Manage Timeslots permission by a Taleo Scheduling Center Administrator, a Calendar Owner or an Administer Calendars user in the Taleo Scheduling Center.

The same user can have different permissions for different calendars

Benefits

• Allows a user to manage days or timeslots in a calendar.

• Allows a user to manage the number of appointments available in a timeslot.

• Allows an Administrator to delegate tasks to other users.

Administer Calendars UserA Taleo Scheduling Center Administer Calendars User is a user with all permissions for a specific calendar.


A Taleo Scheduling Center Administer Calendars user is a user with managing rights for a specific calendar i.e, edit the calendar, manage timeslots and days, grant and revoke permissions to other users. However, an Administer Calendars user cannot create calendars, revoke the rights of a Calendar Owner or of a Taleo Scheduling Center Administrator.

A user is granted the Administer Calendars permission by a Taleo Scheduling Center Administrator in the Taleo Scheduling Center.

Benefits

• Allows an administrator to delegate administrator tasks for specific calendars.

• Allows a user to manage efficiently candidate appointments.

Administrator A Taleo Scheduling Center Administrator is a user that has been granted the Administrator user type for Taleo Scheduling Center.




The Taleo Scheduling Center has an Administrator level of access which allows a user to manage email and location templates as well as managing calendar imports. The Administrator can grant calendar roles to other users for the ownership or the access to calendars. A user that has been granted the Administrator user type has all the permissions of a user that has been granted the Read-Only, Mark Arrived/ No Show, Manage Timeslots, Schedule Appointments and Administer Calendars Calendar role.

A Taleo Scheduling Center Administrator does not necessarily have Administrator rights for the Staffing WebTop or the Administrator WebTop.

The administrator is the only user that can assign ownership of a calendar to a user.

A user is granted the Administrator user type by a Taleo Enterprise Edition Administrator in the Administrator WebTop.

Benefits

• Allows a user to create calendars.

• Allows user to manage email and location templates

• Allows a user to grant permissions to users.

• Allows user to import calendars

• Allows a user to grant calendar ownership

• Allows a user to efficiently manage candidate appointments.

Create Calendar User Type Allows users to create calendars while restricting the access to the Administrative area.


Users with this user type will be able to create calendars via the Add New Calendar link in Scheduling Center. Users granted this permission will automatically be assigned the Calendar Owner type permissions (although the creator does not have to be the owner).

Users will still need to be assigned permissions to other calendars they do not own or create.

Users granted the Create Calendar permission can choose another Calendar Owner or remain the Calendar Owner, however the Create Calendar user will always be treated as a Calendar Owner permission type allowing them to go back to the calendar after creation.

This permission should be used to grant users the ability to create calendars rather than granting users Administration rights.

Benefits

• Allows administrators to grant users access to calendar creation without granted them full Administrators rights.

This new permission has no impact on the Scheduling Center.



Calendar OwnerA calendar Owner is a user with an Administer Calendar permission for a calendar.


A calendar Owner has the same permissions as an Administer Calendar user i.e manage timeslots and days in a calendar and grant permissions to other users for the calendar. The calendar Owner is granted the ownership of a calendar by a Taleo Scheduling Center Administrator. The Calendar Owner permission can be revoked only by an Administrator.

Benefits

• Allows the Taleo Scheduling Center Administrator to grant an Administer Calendar permission to a user and avoid that another user revokes the permission.

• Allows a Taleo Scheduling Center Administrator to delegate tasks to other users.

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Calendars

• Working with Calendar Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

• Working with Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

• Working with Timeslots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13

• Working with Days . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16


Calendars Working with Calendar Roles

Working with Calendar Roles

Calendar RoleA calendar role is the right of a user to perform a task in the Taleo Scheduling Center.


Roles are granted to users by an Administrator or Create Calendar user type when the calendar is created or by the Calendar owner or an Administer Calendars user. The role a user is granted is for a specific calendar. Before a role can be granted to a user, the user must first be granted access to the Taleo Scheduling Center by a Taleo Enterprise Edition Administrator. The users must try (but will not succeed) at least once to connect to the Taleo Scheduling Center for the administrator to be able to grant them a role. A user will only be able to successfully connect to the Taleo Scheduling Center once he or she has been granted a Calendar Role by an administrator.

A Calendar Owner, an Administer Calendar user and an Administrator can grant the following types of permissions:

• Read-Only

• Mark Arrived/ No Show

• Schedule Appointments

• Manage Timeslots

• Administer Calendars

Ownership of a calendar can only be granted and revoked by a Taleo Scheduling Center Administrator.

User Roles are granted for a specific calendar.

Example: A user may have a Read-Only role for one calendar and an Administer Calendars role for another calendar.

Benefits

• An Administrator can delegate tasks to other employees.

Granting Users a Calendar RolePrerequisite

To be granted a calendar role, user must have tried at least once to connect to the Taleo Scheduling Center, otherwise the name of the user will not appear in the zone user drop down list.

User granting a Calendar Role must be a Administrator or Create Calendar user type, or the Calendar Owner.

Taleo Enterprise Edition > Scheduling Center

Steps

1. In the Calendars page, click Modify next to the calendar name for which you wish to grant user permissions.



2. In the Update Calendar page, click Add/Modify Calendar Permissions.

3. In the Assign Users and Permissions to Calendars page, select a Zone User from the drop down list.

4. From the Calendar Role drop down list, select a permission for the Zone User.

5. Click Create Permission.

Result

The Update Calendar page will refresh and display currently assigned Calendar Roles, with the role newly created included in the listing.

Editing Calendar RolesUsers are granted permissions for a specific calendar.

Prerequisite

User must be an Administrator or a Create Calendar user type, or the Calendar Owner .

Taleo Enterprise Edition > Scheduling Center

Steps

1. In the Calendars page, click Modify located on the same row as the name of the calendar for which you wish to grant user permissions.


3. In the Assign Users and Permissions to Calendars page, click the Calendar Permission Role next to the User name.

4. From the Calendar Role drop down list, select a new permission for the user.

5. Click OK.

Result

The newly assigned Calendar role appears in the list of the Update Calendar page.

Removing Calendar RolesPrerequisite

User must be an Administrator or a Create Calendar user type or a Calendar Owner user.

Taleo Enterprise Edition > Scheduling Center > Scheduling Center

Steps

1. In the Calendars page, click Modify located on the same row as the name of the calendar for which you wish to grant user permissions.


3. In the Assign Users and Permissions to a Calendar page, click Remove located on the same row as the user name you wish to remove.

4. Click Yes to confirm calendar permission deletion.



Result

The Currently Assigned Permissions page refreshes, with the name of the user previously deleted removed from the listing.


Calendars Working with Calendars

Working with Calendars

CalendarA calendar is the graphical representation of time from which candidates can choose a date to book an appointment.


A calendar is created in Taleo Scheduling Center to allow candidates to choose a date to book an appointment for an interview that will be carried out either in person or by phone.When creating a calendar, the administrator must choose the location where the appointment will take place. The In person type of interview is the default type, however, the recruiter can choose Phone interview for when interviews are carried out by phone. Only a Scheduling Center Administrator or a user with the Create calendars and access Scheduling Center user type permission can create a calendar. Once it is created it must be assigned to a requisition in the Staffing WebTop. The calendar must also be assigned to a phase of the requisition for a candidate to be able to book an appointment.Taleo Scheduling Center displays all appointments for a calendar regardless of the integration type used. Although the same calendar can be associated to both integration types on a single requisition, this is not recommended.

Benefits

• Provides the ability for Administrators or Manage Timeslots, Administer Calendar users or Calendar Owners to choose the dates for which a candidate can book appointments.

• Provides the ability for Administrators to choose a calendar from several calendars when assigning phases in a requisition process.

Calendar List FilteringCalendar lists in Taleo Scheduling Center can be filtered to reduce the number of calendars displayed in the list.


Calendar lists can be filtered to display the calendars that are relevant to the user. Search fields correspond to the name of the columns displayed in the calendar list. Search fields can be used individually, or in conjunction with one another to refine the list. Sorting can be performed on:

• Calendar ID: when a calendar is created, an ID number is given to the calendar. A recruiter can use the ID search field to display one calendar provided the exact ID number is given. The Calendar ID search field is case sensitive.

• Calendar Name: the recruiter can use a name or part of a name of a calendar to search for calendars. The Calendar Name search field is not case sensitive.

• Location: the recruiter can use a location or part of the name of a location to search for calendars. The Location search field is not case sensitive.

• Owner: the recruiter can use the name of a owner or part of a name of an owner to search for calendars. The Owner search field is not case sensitive.



For more information on this feature, see the recording http://bit.ly/tfNwm.

Benefits

• The list of calendars is manageable for customers who have large lists of calendars

Active CalendarAn active calendar is a calendar which can be used in a requisition for candidates to book appointments.


A calendar must be Active before any appointments can be entered into the calendar by a candidate. Only an administrator user, and administer calendar user or the owner of the calendar can change the status of a calendar.

Benefits

• Provides the ability for Administrators to make available calendars during the creation of a requisition.

Inactive CalendarAn inactive calendar is a calendar which cannot be chosen in a requisition process.


A calendar in the Inactive status will not be displayed to candidates. However, a Recruiter can add or manage time slots in an inactive calendar. Only an Administrator user, Administer Calendars user or the Owner of the calendar can change the status of a calendar.

Benefits

• Provides the ability for Administrators to retain data related to calendars that are no longer used.

Changing CalendarsEmployers can navigate from one calendar to another.

Prerequisite

Employer must be signed in to the Taleo Scheduling Center.

Steps

1. In the New Calendars page, click the name of a calendar.

2. In the upper left-hand section of the Scheduling Calendar page, click the arrow of the Calendar field.

The drop down box will not be displayed if the list contains 25 or more active calendars.

3. In the displayed drop down list, select a calendar.

http://bit.ly/tfNwm



Result

The selected calendar will be displayed.

Choosing the Display LanguageTaleo Scheduling Center user interface is available in several languages.

Prerequisite

User must be signed in to the Taleo Scheduling Center.

Steps

1. In the Taleo Scheduling Center Calendars page, select required display language from the drop down Language list.

Result

The user interface refreshes in the chosen language.

Displaying Date InformationAvailable dates and booked appointments can be displayed for each individual date.

Prerequisite


Steps

1. In the Calendars page, click the name of a calendar.

2. In the Scheduling Calendar page, click on an date of the calendar.

Result

The schedule for the selected date is displayed.

Moving Between Months in a CalendarThe current month is displayed by default, however previous and subsequent months are available.

Prerequisite


Steps

1. Click to display the next month.

2. Click to display the previous month.

Result

The next or previous month is displayed.



Searching for Active CalendarsPrerequisite

User must be logged in to the Taleo Scheduling Center.

Active Calendars must displayed in the Calendars page.

Steps

1. In the Calendars page, type a keyword or the name of a calendar in the Search for active calendars field.

The search is performed only on the Calendar Name column.

2. Click Go.

Result

Active calendars containing the keyword or the name will be displayed.

Searching for Inactive CalendarsPrerequisite

User must be logged in to the Taleo Scheduling Center.

Inactive Calendars must displayed in the Calendars page.

Steps

1. In the Calendars page, type a keyword or the name of a calendar in the Search for inactive calendars field.

2. Click Go.

Result

Inactive calendars containing the keyword or the name will be displayed.

Displaying Active CalendarsActive calendars are displayed by default in the Calendars page. However only the active calendars for which the employer has been granted a role are displayed.

Prerequisite


Inactive Calendars must be displayed in the Calendars page.

Steps

1. In the Calendars page, click Show Active Calendars.

Result

All active calendars for which the employer has been granted a role are displayed.



Displaying Inactive CalendarsActive calendars are displayed by default in the Calendars page. Only inactive calendars for which the employer has been granted a role will be displayed.

Prerequisite


Active Calendars must be displayed in the Calendars page.

Steps

1. In the Calendars page, click Show Inactive Calendars.

Result

All inactive calendars for which the employer has been granted a role are displayed.

Multiple Calendars per Requisition Multiple Calendars can be assigned to a requisition.


When a user adds invitation phases in a requisition and assigns a calendar to the phase, it is possible to choose from more than one calendar. Therefore, several invitations can be sent during the requisition process each with a different calendar. Although it is not recommended, calendars can be associated to both integration types on a single requisition.

Benefits

• Provides the ability for Staffing WebTop users with the appropriate permissions to assign different calendars to different invitation phases.

Creating a New CalendarCalendars can be created for phone or in person interviews.

Prerequisite

User must be an Administrator or a Create Calendar user type or have been granted the Create Calendars user permission.

Steps

1. In the Calendars page, click Add New Calendar.

2. In the top section of the Create Calendar page complete the fields as required.

3. In the bottom section of the Create Calendar page choose the required languages.

4. Complete each set of field boxes for each selected language.

5. Choose which language will be the primary locale.

6. Click Save.



Result

The new calendar will appear in the calendar drop down list of the Calendars page of the Taleo Scheduling Center.

Next Step

Adding a calendar to a requisition.

Modifying a CalendarOnce created, a Calendar can be edited.

Prerequisite

User must be an Administrator or Create Calendar user type, or have been granted the Administer Calendar calendar role.

Steps

1. In the Calendars page, click Modify located on the same row as the calendar you wish to modify.

2. In the Update Calendar page, modify the fields as required.

3. Click Save.

Result

The calendar will appear in the calendar drop down list of the Calendars page of the Taleo Scheduling Center.

Modifying Calendar LanguagesCalendars can be created to be displayed in different languages.

Prerequisite

User must be an Administrator or a Create Calendar user type, or have been granted the Administer Calendar calendar role.

Calendar must be created.

Steps

1. In the Calendar page click Modify next to the calendar name you wish to modify.

2. In the Update Calendar page, scroll down to the listings of languages.

3. Select the check boxes of the languages in which you wish to display the calendars.

4. Complete each set of field boxes for each selected language.

5. Click Update.

Result

The language drop down list of the calendar will include all selected languages.

Activating a CalendarA calendar can be activated i.e. it will appear in the Calendar page for active calendars.



Prerequisite

User must be an Administrator or Create Calendar user type, or have been granted the Administer Calendar calendar role.

Steps

1. In the Calendars page, click Modify located on the same row as the calendar you wish to activate.

2. In the Update Calendar page, select the Active Calendar check box.

3. Click Update.

Result

The Calendar will be active, therefore available to be used to book an appointment in both types or integrations.

Inactivating a CalendarA calendar can be inactivated i.e. it will no longer appear in the Calendar page displaying active calendars.

Prerequisite

User must be an Administrator or a Create Calendar user type, or have been granted the Administer Calendar calendar role.

Steps

1. In the Calendars page, click Modify located on the same row as the calendar you wish to activate.

2. In the Update Calendar page, select the Inactive Calendar check box.

3. Click Update.

Result

The Calendar will be inactive, therefore unavailable to be assigned to a requisition.

Adding a Calendar to the Calendar ListBefore a new calendar can be assigned to a requisition, it must be added to the Calendars List in Taleo Enterprise Edition.

Prerequisite

A user must have administrator rights for the Administrator WebTop to perform this task.

User must know the calendar ID number given when the calendar is created in the Taleo Scheduling Center.

Taleo Enterprise Edition > Administrator WebTop > Setup >Global Setup > Fields > Selections

Steps

1. Click the Large Selections tab.

2. In the Custom tab, find the entry for Scheduling-Center-Calendar-Id and click on the number of Number of Elements for this row...



3. In the Selection List, click New.

4. In the Selector Editor page, complete the Fields.

5. From the drop down box, change the language.

6. Translate the name in the selected language.

7. Repeat translation for each language of the list.

8. Click Done.

Result

The selected calendar will now appear in the Calendar List of Taleo Enterprise Edition.

Removing a Calendar from the Calendar ListIf a calendar is removed from the Calendar list, it will not be possible to assign the calendar to the requisition.

Prerequisite


Taleo Enterprise Edition > Setup >Global Setup > Fields > Selections

Steps

1. Click the Large Selections tab.

2. In the Custom tab, find the entry for Scheduling-Center-Calendar-Id and click on the number of Number of Elements for this row...

3. In the Calendar List, click the check box of the calendar name you wish to delete.

4. Click the trash can icon.

Result

The selected calendar will no longer appear in the Calendar List of Taleo Enterprise Edition.

Scheduling HorizonThe scheduling horizon represents how long in advance the candidate may book an appointment on a calendar.


When creating a calendar or when editing a calendar, the Administrator can choose how long in advance the candidate may book an appointment on a calendar. The default scheduling horizon value is 14 days in advance. The scheduling horizon can be set to 60, 90 or to a maximum interval of 180 days.The scheduling horizon can be edited once appointments have been made on the calendar.

The Scheduling Horizon is applied to every locale version of the calendar.



Benefits

• Allows users to create one single calendar for a requisition that will have multiple hiring events occurring over time.

Modifying the Scheduling HorizonAllows administrators to select how long in advance a candidate can schedule an appointment.

Prerequisite

User must be an Administrator or a Create Calendar user type or have the edit privileges (if editing).

Steps

1. In the Calendars page, select Modify from the Settings column.

2. In the Update Calendar page, select a value for the Scheduling Horizon dropdown.

3. Click Update.

Result

The Scheduling Horizon i.e. how long in advance candidates can book appointments for this calendar, is modified to the selected value.

Marking and Tracking Candidate Appointment AttendanceAn employer with the appropriate candidate role can add to a calendar if the candidate has arrived or not shown up to an interview.

Prerequisite


Steps

1. In the Calendars page, click Modify located on the same row as the name of the calendar you wish to perform tracking.

2. In the Scheduling Calendar page, double click the date of the interview you wish to track

3. In the list of appointments, select the check box next to the candidate you wish to track.

4. Click Mark Arrived or Mark No Show accordingly.

5. Click Done.

Result

The attendance of a candidate is marked in the calendar. The employer can view if a candidate has arrived or not for an appointment.

The attendance of the candidate is indicated in the Candidate list in Taleo Recruiting, provided the Appointment Status column is configured. The appointment status is also indicated in the candidates profile.


Calendars Working with Timeslots

Working with Timeslots

Locked TimeslotA locked timeslot is a period of the day candidates are unable to book appointments.


Locked timeslots are identified in the Scheduling Calendar page by a padlock. The Owner of a calendar, the administrator or a user with a Manage Timeslots role has the option to lock a timeslot. This means that the system will not allow candidates to make appointments in that timeslot. Existing appointments already scheduled remain unchanged. Candidates may cancel or reschedule out of them, but no one can schedule an appointment into a locked timeslot.

Benefits

• Provides the ability for Administrators to choose at what time of the day they wish to have appointments.

Adding TimeslotsTimeslots must be added in a calendar for candidates to book appointments.

Prerequisite


Employer must have been granted the appropriate role to add timeslots.

Steps

1. In the Calendars page, under the Calendar Name column, click the name of a calendar.

2. Click Add Timeslot

3. In the Add Timeslot page complete the fields as required.

4. Click Add Timeslot.

Result

A new timeslot is added in the calendar for the chosen date.

Removing a TimeslotA recruiter can remove a timeslot for a given day.

Prerequisite

User must be logged in to Taleo Scheduling Center.

User must be a Taleo Scheduling Center Administrator or a User with Administer or Manage Timeslots for the Calendar being edited.

Timeslots must be free of any scheduled appointments.

Steps



1. In the Scheduling Calendar page, click on the Appointments link.

2. Click Remove next to a timeslot.

Result

Application refreshes and the timeslot is removed from the calendar. Timeslot will no longer be available to candidates to book appointments.

Removing All TimeslotsA recruiter can remove all timeslots for a given day.

Prerequisite

User must be logged in to Taleo Scheduling Center.

User must be a Taleo Scheduling Center Administrator or an Administer or Manage Timeslots user for the Calendar being edited.

Timeslots must be free of any scheduled appointments.

Steps

1. In the Scheduling Calendar page, click on the Appointments link.

2. Click Remove All Timeslots.

Result

Application refreshes and all timeslots are removed from the calendar. Timeslots will no longer be available to candidates to book appointments.

Locking a TimeslotLocking a timeslot will avoid having candidates booking appointments during that time of the day.

Prerequisite

The employer must be signed in to the Taleo Scheduling Center.

The employer must have been granted the appropriate role to add timeslots.

The timeslot must be created and unlocked.

Steps

1. In the Calendars page, select a calendar name from the Calendar List

2. In the Scheduling Calendar page, click a date in the calendar (the same day or in the future).

3. Click Lock above the timeslot you wish to lock.

Result

A small padlock will be displayed beside the locked timeslot. Candidates will no longer be able to book appointments for that timeslot. However, any appointments that have been previously scheduled for that timeslot will remain.



Unlocking a TimeslotUnlocking a timeslot will allow candidates to book appointments during that time of the day.

Prerequisite

The employer must be signed in Taleo Scheduling Center.

The employer must have been granted the appropriate role to unlock timeslots.

The timeslot must be created and locked.

Steps

1. In the Calendar page, select a calendar name from the Calendar List

2. In the Scheduling Calendar page, click a date in the calendar with a padlock (the same day or in the future).

3. Click Unlock above the timeslot you wish to unlock.

Result

The padlock icon will disappear. Candidates will able to book appointments in that timeslot.

Selecting the Allowed Number of Appointments per TimeslotSelecting the number of appointments per timeslot will allow the user to manage the time required for each interview.

Prerequisite


Employer must have been granted the appropriate role.

Steps

1. In the Calendars page, click the name of a calendar.

2. In the Scheduling Calendar page, click a date (the same day or in the future).

3. Click the appointments link of a timeslot.

4. From the drop down list, select the number of appointments that may be scheduled within this timeslot.

5. Click OK.

Result

The selected number of appointments available for the timeslot will be displayed.

Editing a TimeslotTimeslots cannot be modified once they have been created. To modify a timeslot, remove the timeslot and add a new one.


Calendars Working with Days

Working with Days

Locked DayA locked day is a day during which candidates cannot book appointments.


Locked days are identified in the Scheduling Calendar page by a padlock. In the calendar display, locked days are displayed in red. The Owner of a calendar, the administrator or a user with a Manage Timeslots role has the option to Lock an entire day, inclusive of all the timeslots within a specific day. This means that the system will not allow candidates to make appointments. Existing appointments already scheduled remain unchanged. Candidates may cancel or reschedule out of them, but no one can schedule an appointment into a locked day.

Benefits

• Provides the ability for Administrators to choose the dates for which a candidate can book appointments.

Locking a DayLocking a day will allow an employer to choose on which days they do not wish to have candidates booking appointments.

Prerequisite


Employer must have been granted the appropriate role to lock days.

Steps

1. In the Calendars page, select a calendar name from the Calendar List

2. In the Scheduling Calendar page, click a date in the calendar (the same day or in the future).

3. Click Lock Day to lock the displayed day.

Result

A padlock will appear beside the date in the Scheduling Calendar page.The day will be displayed in red in the calendar. Candidates will no longer be able to book appointments on that day. However, any appointments that have been scheduled on that day will remain.

Unlocking a DayUnlocking a day in a calendar will allow candidates to book appointments on that day.

Prerequisite


Steps

1. In the Calendar page, select a calendar name from the Calendar List


Calendars Working with Days

2. In the Scheduling Calendar page, click a date appearing in red in the calendar (the same day or in the future).

3. Click Unlock Day to unlock the displayed day.

Result

Date will no longer appear in red in the calendar display. Padlock will be removed. Candidates will be able to book appointments on that day.

BP(A|S)

Invitations

• Working with Candidate Invitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

• Working with Invitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5


Invitations Working with Candidate Invitations

Working with Candidate Invitations

Appointment Management on Behalf of a CandidateAn appointment can be scheduled, canceled or rescheduled by a recruiter or an employer on behalf of the candidate. An invitation to book an appointment can also be declined on behalf of the candidate.


Schedule Appointments, Administer Calendars, Owners or Administrator users can book, reschedule or cancel appointments on behalf of a candidate through the candidate user interface of the Taleo Scheduling Center.

If using the Self-service integration type of the Taleo Scheduling Service, the candidate must have logged in to the Careers Section at least once and created a Profile before a user granted with the appropriate role can manage the appointments of the candidate.

If using the Proctored integration type of the Taleo Scheduling Service, appointments can be scheduled for candidates that did not log in to the Career site.

Recruiters or employers must manage the appointments of candidates granted with the None or Only Cancel Appointments permission.

Recruiters and employers can also manage the appointments of candidates granted the Full permission.

Benefits

• Provides the ability for employers and recruiters to manage appointments for candidates at their convenience.

Accessing the Taleo Scheduling Center on Behalf of a CandidateA recruiter or an employer must first access the Taleo Scheduling Center on behalf of a candidate to be able to manage the appointments of a candidate.

Prerequisite

Employers or recruiters must have access to the Staffing WebTop.

Employers or recruiters must be the Administrator, the Owner of the calendar, or have been granted the Administer Calendars or Schedule Appointments role.

For the Self-service integration type, the candidate must first log in to the Taleo Scheduling via the initial invitation e-mail to activate communication between the Taleo Scheduling Center and Taleo Enterprise Edition.The candidate must have a profile in the Careers section of Taleo Enterprise Edition.

Taleo Enterprise Edition > Staffing WebTop > Candidates tab

Steps

1. In the Candidate list, select the name of a candidate.

2. In the Candidate File, select the Screening tab.



3. Under the Taleo Scheduling Center section, click Most Recent Request Details

4. In the Result page, click More Details

Result

The Invite History page is displayed.

Scheduling an Appointment on Behalf of a CandidateAn employer or a recruiter can schedule an appointment on behalf of a candidate.

Prerequisite

Employer must first access the Taleo Scheduling Center on behalf of the candidate.

Steps

1. In the Invite History page of the candidate, click Schedule or Decline Invitation.

2. In the Open Invitations page of the Taleo Scheduling Center, click Schedule Appointment next to the appointment to book.

The name of the candidate and the name of the user logging in on behalf of the candidate is displayed in the Open Invitations page.

3. In the Schedule your appointment page, select an appointment.

4. Click Schedule Selected Time.

5. In the Appointment Confirmed page, click continue.

6. Click Done

Result

An appointment is scheduled and the candidate will receive a reminder e-mail confirming the appointment only if the candidate permission for the calendar is Full.

The Link under the Actions list in the Invite History page in the Staffing WebTop will change to Reschedule or Cancel Invitation.

Rescheduling an Appointment on Behalf of a CandidateAn employer or a recruiter can reschedule an invitation to book an appointment on behalf of a candidate.

Prerequisite

The employer must first access the Taleo Scheduling Center on behalf of the candidate.

Steps



2. In the Open Invitations page of the Taleo Scheduling Center, click No longer Interested next to the appointment to book.



3. In the Cancel Appointment confirmation page, click Yes.

4. Click Done.

Result

The appointment is scheduled and the candidate will receive a reminder e-mail confirming the appointment only if the candidate permission for the calendar is Full.

Declined is indicated in the Actions list of the Invite History page of the candidate file in the Staffing WebTop.

Cancelling a Scheduled Appointment on Behalf of a CandidateA recruiter or an employer can cancel, on behalf of a candidate, an appointment scheduled by the candidate or on behalf of the candidate.

Prerequisite

The employer must first access the Taleo Scheduling Center on behalf of the candidate.

Steps

1. In the Invite History page of the candidate, click Reschedule or Cancel Invitation.


2. In the Open Invitations page of the Taleo Scheduling Center, click Cancel Appointment next to the appointment to cancel.

3. In the Cancel Appointment confirmation page, click Yes.

4. Click Done.

Result

The Link under the Actions list in the Invite History page of the Staffing WebTop will change to Reschedule or Cancel Invitation.

Declining an Invitation on Behalf of a CandidateAn employer or a recruiter can decline an invitation to book an appointment on behalf of a candidate.

Prerequisite

Candidate must first log in to the Taleo Scheduling via the initial invitation e-mail to activate communication between Taleo Scheduling Center and Taleo Enterprise Edition.

Candidate must have a profile in the Careers section of Taleo Enterprise Edition.

Employer must first access the Taleo Scheduling Center on behalf of the candidate.

Steps





2. In the Open Invitations page of the Taleo Scheduling Center, click No longer Interested next to the appointment to book.

3. In the Decline Invitation confirmation page, click Yes.

4. Click Done.

Result

The recruiting process for this candidate is ended.

Declined is indicated in the Actions list of the Invite History page of the candidate file in the Staffing WebTop.


Invitations Working with Invitations

Working with Invitations

Invitation EmailAn invitation email is an email sent to a candidate during a hiring process.


An Administrator can add invitation phases to the Candidate Selection Workflow through the CSW tab of the Administrator WebTop. When a candidate reaches these invitation phases during the hiring process, an email is sent to the candidate with an invitation to book an appointment. An Administrator or a recruiter logged to the Staffing WebTop can also send invitation emails manually.

Benefits

• Provides the ability for an administrator or a recruiter logged in to the Staffing WebTop to send automatically an invitation to a candidate during the requisition process. The Administrator must configure the CSW tab in the Administrator WebTop and then an invitation is automatically distributed when a recruiter (or employer) selects the appropriate step/status.

• Provides the ability for Recruiters or Employers logged in to the Staffing WebTop to manually send, at any time, an invitation to book an appointment to a candidate.

Reminder EmailA reminder email is sent to a candidate when an appointment is scheduled or rescheduled.


Reminder emails are sent to candidates a few days prior to an appointment booked either by the candidate or on behalf of the candidate. Reminder emails are sent automatically by the system.

Depending on the access level granted to the candidate for the calendar being used for the appointment management, the reminder email will not display the same information.

• Full: reminder email will include information on scheduled appointments and will contain a link to access the Taleo Scheduling Center and allow candidates to manage their appointments.

• None: reminder email will only include information on scheduled appointments, but no link to the Taleo Scheduling Center will be displayed as the candidate is not allowed to manage his or her appointments.

• Only Cancel Appointments: reminder email will include information on scheduled appointment and a link to the Taleo Scheduling Center will be displayed allowing the candidate to cancel scheduled appointments.

Benefits

• Allows a candidate granted the permission Full to manage his or her appointments in the Taleo Scheduling Center.

• Allows a candidate granted the permission None to view his or her appointments in The Taleo Scheduling Center and be reminded of appointments.



• Allows a candidate granted the permission Only Cancel Appointment to view and cancel his or her appointments in the Taleo Scheduling Center and be reminded of appointments.

PhaseA phase is an Administrator configured point in the hiring process where an invitation to book an appointment is sent to a Candidate.


The Phase allows the Administrator WebTop Administrator to associate the Workflow, Step and Status that will Trigger a follow-up appointment and further configure which appointment invitation will be distributed. A requisition can include up to 10 phases. However, to avoid confusion it is recommended to use only 2 or 3 phases per requisition.The appropriate invitation will be automatically distributed based on the Calendar ID association selected by the Recruiter in the Screening tab.

Benefits

• Provides the ability for a User to associate multiple calendars to the same requisition.

• Provides the ability for Administrators to schedule interviews at different steps/statuses of the requisitions.

• Provides the ability for the Candidate to schedule multiple appointments on the same requisition.

• Impact on Taleo Scheduling Center User Guide Documentation

• Phase• Creating a New Phase.• Activating or Deactivating a Phase• Adding an invitation Phase to the CSW tab• Adding a Calendar to a Requisition

Sending an Invitation ManuallyA user can send an invitation to a candidate by requesting the Taleo Scheduling Center screening service for this candidate.

Prerequisite

The candidate must be matched to a requisition.

A screening service must be requested for this candidate.

The Taleo Scheduling Center Screening Service integration type must be enabled for the requisition

The candidate calendar permission must be Full.

Taleo Enterprise Edition > Staffing WebTop > Candidates Tab

Steps

1. Under the Candidates tab, in the Candidates list, select a candidate (or use Search to find the desired candidate).

2. In the More Actions drop down list, select Request a Screening Service.



3. In the Request a Screening Service dialog box, select from the drop down list, the integration type of the Taleo Scheduling Center screening service you wish to trigger.

Only the integration types used in the requisition will be displayed.

4. Add a comment, if necessary.

5. Click Done.

Result

The candidate will receive an email with an invitation to book an appointment.

Sending an Invitation by Changing the Status of a CandidateA user can send an invitation to a candidate by changing the status of the candidate in a requisition. When changing manually the status of the candidate to a different phase of the requisition, the candidate will receive an invitation to book an appointment.

Prerequisite

The candidate must be in a candidate selection process.

Phases must be created for this requisition in the Administrator WebTop.

Staffing WebTop > Candidates tab

Steps

1. Under the Candidates tab, select the check box of a candidate.

2. In the More Actions drop down box, select Change Status.

3. In the Action dialog box, select the Status from the drop down box.

4. Add comments if necessary.

5. Click Apply.

6. Click Done.

Result

An invitation to book an appointment is sent to the candidate for the chosen phase of the requisition.

Sending an Invitation Automatically during the WorkflowSystem administrators can automatically trigger Passport screening services such as Scheduling Center when a candidate reaches a certain step or status within a candidate selection workflow. Triggering automatically an invitation during the workflow process can be used to send an invitation to several candidates at a time, by changing the status of the candidate to a determined step or status triggering the invitation.

Prerequisite

The Taleo Scheduling Center screening service must be configured.


Taleo Enterprise Edition > Administrator WebTop > Integration >Screening Services List

Steps



1. In the Screening Services List, select the required integration type of Taleo Scheduling Center.

2. Select the CSW tab.

3. Select the workflow, step and status combination that will automatically trigger the screening service. The workflows, steps and statuses available are the ones configured in the Taleo zone.

4. In the Action drop down list, select Send Scheduling Center Invitation.

5. In the Statuses Usage tab, click Add... to add new statuses. (Passed and Qualified are statuses that can be associated to screening.

6. Click the check box located on the same row as Taleo Scheduling Center Invitation.

7. Click Save.

8. Click Done.

Result

An invitation will be automatically sent to the candidate at the selected step of the requisition.

Cancelling an InvitationAn employer can cancel the invitation to book an appointment sent to a candidate.

Prerequisite

The candidate must not have scheduled an appointment.


Steps

1. Double click the name of a candidate.

2. Select the Screening tab.

3. Click Most Recent Request Details.

4. In the Results section, click Details.

5. Click Cancel Invitation.

Result

Candidate can no longer book an appointment.

Next Step

Blocking invitations.

Cancelling an Unscheduled InvitationIt is possible to cancel an invitation to book an appointment if the appointment has not been booked yet.

Prerequisite

An appointment for the invitation must not be scheduled.

Steps

1. Access the Taleo Scheduling Center.



2. Find the name of the candidate for which you wish to cancel an unscheduled invitation.

3. Log in to the Staffing WebTop.

4. Under the Candidates tab, double-click on the candidate’s name.

5. In the Candidate File, select the Screening tab.

6. Under the Taleo Scheduling Center section, click Most Recent Request Details.

7. In the Results section, click More Details.

8. In the Invite History page, click Request Cancellation.

Result

The candidate’s invitation to book an appointment will be cancelled.

Blocking an InvitationAn invitation to book an appointment can be prevented from being sent during the requisition process.

Prerequisite

The candidate must not have scheduled an appointment for the invitation.

Staffing WebTop > Candidates tab

Steps

1. Click the name of a candidate.


3. Click Most Recent Request Details.


5. Click Block.

Result

All invitation phases of the requisition are blocked and will no longer be sent to candidates.

Assigning a Calendar to a Requisition A requisition can use different calendars when sending invitations to candidates. Although the same calendar can be associated to both integration types on a single requisition, this is not recommended.

Prerequisite

The Taleo Scheduling Center must be enabled in the Administrator WebTop.

Calendars must be created in the Taleo Scheduling Center by an Administrator user of the Taleo Scheduling Center.

Staffing WebTop > Requisition section

Steps

1. Under the Requisitions panel, click Create Requisition.



2. The first page of the Requisition Wizard displays. Select the type of job requisition you wish to create from the selections that are presented. Click Next.

3. In the Create Requisition window, select the Screening tab.

4. Scroll down until you find the listing for the Taleo Scheduling Center integration types.

5. For each Calendar ID, click the search button to display the listing of calendars.

6. Select the calendar to assign to the requisition.

7. Repeat steps 5 and 6 for each required calendar ID.

8. Click Done.

Result

The pop-up window closes and the Calendar ID field should display the name of the calendar previously selected. Also, make sure the check box alongside the Calendar ID field is checked.

BP(A|S)

Scheduling Status

• Working with Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1


Scheduling Status Working with Statuses

Working with Statuses

Candidate History LogThe Candidate History Log is the Taleo Scheduling Center page where it is possible to view the scheduling status of a candidate.


The Candidate History Log displays a list of the scheduling activities of a candidate.

Benefits

• Allows users to view the invitations of a candidate for a specific requisition.

Viewing the Scheduling Status of a Candidate in the Candidate FileAll the activities of a Candidate can be viewed from the Candidate file.

Prerequisite

To view the status of a Candidate, the candidate must already be in a candidate selection process.


Steps

1. Double click the name of a candidate.


3. Click Most Recent Request Details under the integration type used to manage the appointments of the candidate.


5. Click View History.

Result

The Activity Log of the candidate is displayed.

Viewing the Scheduling Status of a Candidate in the Candidates ListAll the activities of a Candidate can be viewed from the Candidates list.

Prerequisite

The Scheduling Status column in the Candidate List must have been added to the list format.


Result

The Scheduling Status of a candidate is displayed in the Scheduling Status column of the Candidates list.


Scheduling Status Working with Statuses

Adding the Scheduling Status Column to the Candidates ListTo view the scheduling status of a candidate in the Candidates List, the Scheduling Status column must be added to the Candidates list.

Prerequisite

The Scheduling Status column must have been added to a list format by an Administrator in the Administrator WebTop.

Taleo Enterprise Edition > Staffing WebTop > Staffing WebTop > Candidates tab

Steps

1. In the Candidates list, click the calendar icon.

2. In the List Format Selector page, choose from the List Format drop down list, a list format including the Scheduling Status.

3. Click Done.

Result

The Scheduling Status column will be displayed in the Candidates list.

Viewing the Scheduling Status of a Candidate in the Tracking HistoryAll the activities of a Candidate can be viewed from the tracking history of the Taleo Scheduling Center.

Prerequisite


Steps

1. In the Scheduling Calendar page, select the name of a Calendar.

2. Click the name of a scheduled candidate.

Result

The Activity Log of the candidate is displayed. The information under the What column is the scheduling status.

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