REASON: Calendar is fully booked for available times
SOLUTION: Check “Scheduled Events” tab in Calendly
If SEVERAL interviews are scheduled:
If Event Calendar is set to “One-to-One”: make sure Event Calendar is changed to In-Person “Group” ASAP– If not using “Group” Event Calendar, immediately address this with the client to explain WHY we stack interviews and provide them with resources to explain stacked interviews/hiring binder/best practices
If Event Calendar is set to “Group”: Check “Max Invitees” limit (shown at the bottom of the first section, “What Event is This?” of the Event Calendar) and Increase “Max Invitees” limit AFTER addressing the situation with the client, encouraging at LEAST 10 interview times, and ideally allowing up to 30.
If NO interviews are scheduled:
Check Event Calendar – OR – within the “Availability” tab (found at the top of the Calendly account) for “Date Overrides” to see if future dates are blocked out relative to the “Days Out” available to schedule (shown in the second section, “When Can People Book This Event?” of the Event Calendar)
Check the connected calendar from the top right account menu section “Connected Calendars” – Temporarily disable the calendar selected under “Check for Conflicts” and refresh the scheduling page to view the results
Address the concern via phone or email to client to explain that their calendar events are blocking out times from being available to book – make sure to send snapshots of the offending calendar as well as the message they are receiving on the front end
Check that no other Event Calendars are set and scheduled over the same time frames as the Event in question – Multiple event calendars cannot occupy the same times within a single Calendly account – in order to fix this, either:
Stagger Event Calendar times if there are multiple positions set up (IE: House Cleaning, Spanish, & Office Calendars) using 15 minute “Durations” (IE: Cleaning starts a 1pm with 15 min duration, Spanish starts at 1:15pm with 15 min duration, & Office starts at 1:30pm with 15 min duration).
Purchase another Calendly “Seat” or create another account to isolate each Calendar – *Note: Must use a different email Calendar to connect to both accounts*
“This Event is Not Active” Message
Check Calendly for active Event Calendars
If appropriate Event Calendar is turned “On”:
If appropriate Event Calendar is turned “Off” and:
Event Type is “One-to-One”:
Immediately call the customer to explain the situation and that you will be turning the calendar back on to prevent a poor user experience for applicants and potentially locking/banning their account on Indeed due to negative feedback from a poor user experience
Event Type is “Group”:
Immediately check the “Billing” section of the account to ensure that the customer is either wrapped under the WootRecruit account as a Seat – OR – the customer has purchased an active Calendly Professional subscription
If customers subscription with WootRecruit is at $399 p/mo for the Base plan: Call the customer immediately to address the situation and add them as a User withing the WootRecruit Calendly account
If customer manages their own Calendly subscription, call them immediately to upgrade to Calendly Professional to unlock the necessary features
Calendly container missing completely
If on the main domain (wootrecruitcom.wpengine.com):
Immediately edit the WordPress page
Scroll down to the Calendar Body container
Check to see if there are 1 or 2 “Code Block” columns
If there’s only 1 “Code Block” column, click to edit the Code Block element
Scroll down and modify the visibility, adding small, medium, and large screen options, ensuring all 3 are highlighted in blue.
Save the container as well as the page
Reload the calendar page to make sure the updated settings have saved on both computer view and mobile view (by using the “Inspect” option on Google Chrome
If on the subdomain (hire.wootrecruitcom.wpengine.com):
Take a snapshot of the page and address the issue with management to inspect the Avada Templates and ensure everyone’s calendars are not affected
Calendly works but only showing availability a couple days out
The calendar may have been previously blocked out if the first available day to schedule was further out than when the applicant scheduled COMBINED with limited availability due to the event setting “How far out can people book this event”.
Address the issue with the customer and check that there are more than enough days staggered throughout the week to schedule without constraint (IE Monday, Wednesday, Friday, up to 20 max invitees per time slot is ideal)
Once you’ve made adjustments, make sure the connected calendar is not blocking out any dates – If it is, disable the calendar under “Check for Conflicts” within the Calendly settings.
Nobody is showing up to the interviews
Ask the following first before going any further:
“When you say nobody is showing up, did literally 0 people show up?” (if Yes:)
Check Indeed postings to make sure ads are posted in the correct cities
Make sure the Cities and States are correct for their location (IE: posted in Phoenix, MD, NOT Phoenix, AZ)
Check to make sure correct time zone is listed in Calendar Events AND main profile
Check Calendly settings under “Where will this event be?”
Check to make sure the correct address is listed
Copy/paste the address into google maps and see what comes up.
If customer pages are on the Main Domain (wootrecruitcom.wpengine.com):
Check the directions page on front end to make sure the listed address, directions button, and google maps photo all point back to the same location – click on the button and photo to make sure they are working properly
If customer pages are on the Sub Domain (hire.wootrecruitcom.wpengine.com):
Check the directions page on front end to make sure the listed address, directions button, and google maps all point back to the same location – click on the button to make sure they are working properly
If wrong address, edit the page custom fields under “Information”
Modify the 3 custom fields for the following:
Interview Location
Directions Button URL (see explanation here on how to modify the button URL)
Google Maps HTML code (see explanation here on how to modify the code)
If In Person Directions are not showing at all
Check the custom field “Interview Type” within the “Company Page – Information” custom group
Make sure the custom field “Interview Type” is set to “In Person” to reflect the appropriate calendar event
(If No:) “Let’s take a look at the last few weeks. How many interviews did you have scheduled? Exactly how many people showed up for the interviews during that time?”
If 50% or more showed up
Explain to the client that this is perfectly normal
Ask: “Are you currently getting the results you need?”
If Yes:
“Great! Then we should continue to focus on the results we’re getting, not the numbers – that way you’re not wasting any time on things that aren’t drive you more business and making you money so you can focus on more important things, like improving processes and marketing”
If No:
Ask: “Ok. How many people are you needing to hire month to month?” “How many employees/techs do you currently have”
NOTE FOR QUICK REFERENCE: The number of interviews per day (if interviewing 5 days a week) should be the same or more than the number of hires they are looking to make per month (IE: 2 hires per month = 2 interviews per day x 5 days per week) – IF AND ONLY IF THEY HAVE A GREAT JOB, GREAT ONBOARDING PROCESS, AND GREAT CULTURE!
If Less than X per day: “Ok. So let’s make sure we’re focusing on driving more people to your door and increasing the volume that are scheduling. (Reference the conversion chart here on which steps to improve results)
If More than X per day:
“Ok. I’d love to get an idea if the people who ARE showing up are a good fit?”
“What is it that doesn’t make them a good fit?”
“Are you noticing about 1 out of 5 being a good fit, or is it more like 1 out of 10?”
“Is the person doing the interviews and talking with the applicants fully aligned with your company’s mission and vision?
“How well do you feel that person is portraying your vision to the applicants”
