Content

General info

This epic focuses on integrating Microsoft Bookings with RockenTalent’s onboarding process to streamline interview scheduling between candidates and internal employees. The goal is to make the process intuitive and efficient, allowing candidates to easily select a convenient interview slot while automatically updating CRM and Outlook calendars for internal employees. This implementation will include API integration, automated calendar entries, and note creation in the CRM, along with a customized email template for appointment confirmations.

Initial request for the task:

Problem:

To get people on to our plattform, recruiters schedule Microsoft Teams Meetings with the applicants, to finish their profile and explain how our platform is working.

Therefore, they go through their applicants with status “Interview”, to see which candidates have filled out our Online-Interview questions. They call them an schedule the interview.

However, they afterwards have candidates that have already scheduled an interview via teams and candidates that still need to get a teams call scheduled with the status “interview”.

This makes it very time consuming for recruiters to find candidates they have to schedule a teams meeting with.

Solution:

Add a new Status for Applicants (German: Terminiert / English: Scheduled).

The Recruiters will set that status after they scheduled a meeting.

Enabling them to search for people that still need to get a teams call scheduled.

Task:

Add a status German: Terminiert / English: Scheduled in the Profiles, which will be automatically set for the profiles after status Interview (only) when the Recruiter sets up an interview for a call using

RT-4170
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Получение подробных данных проблемы…
СТАТУС

Switching to another status (supposedly Rejection or Active) afterwards happens manually.

Deliverable:

Setting up a meeting for Profiles in status Interview switches it to status Terminiert / Scheduled. Switching to the next status is a manual action.

[Profile] Implementation of Microsoft Bookings for Initial Interview Appointments with Internal Employees (RockenTalent Onboarding):

Implement Microsoft Bookings to manage initial interview appointments for RockenTalent onboarding. This allows all employees to offer available times and candidates to easily book them. Microsoft Bookings should be configured with Outlook to show directly available times and automatically create a note in the candidate’s profile in the CRM. Standard bookings should be possible between 08:00 and 17:00, with times being individually adjustable. Additionally, appointments should automatically be entered in the CRM calendar of the internal employees and in the candidate’s calendar. The title of the entry should be: "Onboarding | Rocken® | mit (deutsch) with (English) Employee Name".

A pop-up should appear as soon as the candidate submits the interview form, explaining the next steps and allowing them to select a date and time. After selecting the date and time, the candidate should be directed to a page with three example vacancies. The onboarding session should be configured to last 30 minutes.

Tasks:

1. Design A Page in the Interview, where a Interviewtime can be chosen, using Microsoft bookings

   1. Slot is 30 Minutes

   2. Create a pop-up that appears as soon as the candidate submits the interview form.

   3. The pop-up should explain the next steps and allow the candidate to select a date and time for the interview via Microsoft Bookings,

   4. After selecting the date and time, redirect the candidate to the last interview page with three example vacancies.

2. API Integration with CRM

• Connect Microsoft Bookings to the CRM via API. (https://learn.microsoft.com/en-us/graph/booking-concept-overview )

• Ensure appointment details are automatically synced with the CRM profiles and outlook account of of the respective employee.

  • Using the email from their CRM account

3. Automate CRM Notes and Calendar Entries

   1. Implement a function that automatically creates a note in the candidate’s profile in the CRM for each appointment booking.

   2. Ensure the note contains relevant information such as date, time, and type of interview.

   3. Implement the automatic creation of calendar entries in the CRM calendar (Taskmanager) of internal employees.

   4. Ensure the calendar entry title is: "Onboarding | Rocken® | mit (deutsch) with (English) Employee Name".

4. Email Template

   1. This Email Template should be used for the Outlook Entry:

      1. English:https://mc.sendgrid.com/dynamic-templates/d-56dbc027bcbd4fd2b57212d49040b7ce/version/e3caf890-904c-4a70-a946-40668dbbb555/editor

      2. German: https://mc.sendgrid.com/dynamic-templates/d-dc328b129c2046d99922fd93ce8e92f0/version/88634224-a450-4848-895f-909f08d54948/editor

   2. Please add the correct placeholders to the Emailtemplate:

      1. Date / Datum

      2. Time / Uhrzeit

      3. MS-Teams Link

Epic ticket:

User stories

• Story 2.2.10.1. RT. Profile. Design Interview Scheduling Page with Microsoft Bookings
• Story 2.2.10.2. RT. Profile. Pop-up Implementation for Interview Scheduling
• Story 2.2.10.3. API Integration of Microsoft Bookings with CRM
• Story 2.2.10.4. RT. Profile. Automate CRM Notes and Calendar Entries
• Story 2.2.10.5. RT. Profile. Customized Email Template for Interview Confirmation
• Story 2.2.10.6. RT. Profile. Automatic Status Update to "Scheduled" After Microsoft Teams Interview Setup
• Story 2.2.10.7. RT. Profile. Search Functionality for Candidates Needing a Teams Meeting
• Story 2.2.10.8. RT. Profile. Manual Override for Status Change in Candidate Profiles
• Story 2.2.10.9. RT. Profile. Notification System for Scheduled Interviews

Visual design

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