Enhancements to Event scheduling and automated reminders

• Default Off

• Self-service

This release improves the experience of Scheduling interviews in Events and provides additional controls for the access of Schedules.

Additionally, RSVP reminders available in Scheduling are now extended to Event member sign-up flow.

Users

Event coordinators, Hiring Managers, Customer Admins

Requirements

Events 2.0 should be enabled

Value

• A new permission ‘perm_view_schedule_events’ is introduced that grants view-only access to schedule details. This is critical for organizations that require Hiring Managers (HMs) to see schedules for capacity planning but not modify them. HMs can now directly access live schedule views, view filled slots, and see interview capacity, thereby ensuring timely information and leading to improved capacity planning. This eliminates the need for event coordinators to manually export individual schedules and share them offline.

• Configurable auto-reminders are automatically sent to team members with pending RSVPs. This eliminates the manual workload for event coordinators to send manual reminders and get RSVPs.

• The new scheduling process saves time and makes it easier to create interview panels. It stops the page from scrolling on its own when you add more panels. The interviewer list now shows which team the interviewer is on and what panels they're already part of. This helps when deciding who to assign.

Impact on existing workflows

• For users granted view-only access (perm_view_schedule_events) but not full management access (perm_schedule_events), the following elements are hidden or disabled:

  • Create Schedule isn't visible.

  • Actions column (for Edit, Delete, and more) is hidden or disabled.

  • The schedule name hyperlink is removed so the user can't click the schedule name to edit it.

  • Edit Schedule, Clone Schedule, Cancel Schedule, Mark/Unmark default schedule, Assign Slot, and Update meeting details actions are unavailable.

  • Add Now for interviewer-less schedules is disabled or not visible.

• When adding multiple panels in the scheduling view, the page no longer automatically scrolls to the bottom, streamlining the process.

• The search interface now displays metadata (Event team and Event panel assignment) next to an interviewer's name. This panel assignment visibility is currently provided for Fixed panel types.

• The system automatically manages RSVP reminders. If an event is canceled or archived, all scheduled auto-reminders are automatically canceled. If a team member is removed, they don’t receive the reminder. Reminders aren't sent if the member has already accepted or declined the invite.

Initial setup

• To configure view-only access to schedule details, read Configure read-only Event schedule access.

• To configure Event creation fields and auto reminders, read Configure Event fields and RSVP reminders.