Key Features
Explore Guide's key features and workflows for maximum coordination power
60 articles
Scheduling basics
Core scheduling workflows
- Send Self-schedule requests in GuideSending self-schedule requests saves you a ton of time by eliminating the back and forth with candidates.
- Using "Flexible meetings" (whitelists) when schedulingFlexible me
- Scheduling interviews as Private in Google
- Sending Follow-up Reminders for Availability Requests
- Rescheduling interviews in Guide
- Resending Interview Calendar Event Invites (ICS Files) to a Candidate
- When "Google Calendar event is out of sync with Guide"
- Sending Reminders for Candidate Availability RequestsLearn how to follow up with candidates after sending an availability request in Guide.
- Requesting Availability: Suggested WindowsHow to suggest specific windows for the candidate to submit availability within.
- Requesting Availability: Manually Input Candidate AvailabilityManually input a candidate’s availability directly into Guide so automations can begin matching to the right interviewers.
- How Guide Determines Interviewer AvailabilityGuide reads Google Calendar in real time and follows each event’s availability setting.
- Scheduling tasks for manually scheduled interviewsGuide creates the task automatically after at least one interview is successfully scheduled. There is no additional setup or task-creation step.
- Bulk actions on the scheduling task dashboard (change status)The scheduling tasks dashboard lets you select multiple tasks and change their status in one step.
Scheduling requirements
Setting up your interview requirements
- Using Interviewer Tags and "Smart Match" Interviewer SelectionUse Guide's powerful tags and Smart Match feature to select the best interviewers every time, without the manual work.
- Enabling Interview Plan Templates (Multi-Template Mode)Enable this feature when multiple recruiters manage the same jobs and each needs their own set of interview requirements.
Advanced scheduling
Advanced scheduling workflows and features
- Adding multiple interviewers from the same pool (or set of alternates)
- How to Reschedule an Interview After a Scorecard is SubmittedAfter a scorecard is submitted in Greenhouse, Greenhouse no longer allows Guide to update that interview. You can still reschedule it from Guide by replacing the existing Greenhouse interview.
- Deleted Greenhouse scheduled interview still appearing in Guide
- Using Scheduling Queues In GuideUnderstand how candidate scheduling tasks are routed to a queue and how coordinators can manage them in Guide.
- Setting Up Your Secondary Availability Calendar in GuideLearn how to add a secondary Google Calendar (like a PagerDuty on-call calendar) to Guide to check interviewer availability across multiple calendars.
- Handling Confidential Roles & Candidates in GuideLearn how Guide treats confidential roles and candidates, and what access limitations exist for coordinators today
- Understanding 'Spread Across Days' and 'Limit Per Day' in SchedulingWhen you configure a scheduling request with more than one interview, learn how to control how Guide's scheduling algorithm distributes interviews across days.
- Scheduling Debriefs with AriaAria can automatically propose, schedule and keep a debrief up to date as your panel interviews are booked and changed.
- Round-Robin Auto-Assignment for Scheduling QueuesGuide's auto-assignment feature allows scheduling tasks to be automatically distributed to coordinators the moment a task lands in a queue - no manual triage required.
- Include recruiters and hiring managers in debriefsGuide can automatically add the job's recruiter and hiring manager to internal debriefs, even when they were not scheduled as interviewers.
- Candidate interview remindersGuide can send candidates an automated email reminder before their scheduled interviews. The reminder is branded to your organization, lists the interviews coming up that day, and links the candidate…
- Setting an Executive Assistant (EA) as the POC for Executive InterviewersLearn how to set an EA to an exec interviewer's scheduling preferences and how Aria uses this feature to route conflict outreach and availability confirmations to the right person (the…
Candidate Portal
Templating candidate portals, interview requirements and emails
- Candidate Portal: TemplatesA convenient way to manage the company or department information, branding, and interview plans shared with your candidates in their guides.
- How to update the candidate portal interview plan ✏️
- Customizing the interview plan for an individual candidateCustomize the pre-defined interview plan for an individual candidate
- Changing a candidate's portal statusLearn more about what the candidate's Guide status is, and why you should use it.
- Updating a candidate portal to the "Offer Extended" stateShare news and details of an offer with your candidates and update their guide to reflect this celebratory milestone.
- Updating a candidate portal to the "Rejected" StateNotify your candidate that they are no longer being considered for the role.
- Updating a Candidate Portal to the "Hired" StateSend your candidates an update on the great news. They've been hired and will soon be joining your team.
- Overriding candidate details from your ATS
- Guide Candidate SurveysSurvey candidates throughout the interview process to collect honest feedback and a valuable NPS score
- Adding Prep Content For Each Stage Within your Candidate PortalHow to manage candidate portal prep content content globally using portal templates, or per job.
- Best Practices for Building Job-level Candidate Prep Content 📋How to effectively create candidate prep content at the job level or stage level within your candidate portals
- How Stages Work Between Greenhouse Jobs and Guide Candidate PortalsHow to update candidate portal stages in your interview plan and unlock the right prep content to candidates at the right time
Interviewer Training Paths
How to set up and use Guide's automated training paths for interviewers
Slack Communications
Quickly take actions in Guide that help you communicate with your team via Slack
- Creating Candidate-Specific Slack Channels in GuideCreate candidate-specific Slack channels that include recruiters, coordinators and interviewers — all from within Guide
- How to Share a Candidate's Schedule into an Existing ChannelQuickly share a candidate's full interview schedule into an existing Slack channel
Reporting & Metrics
Get to know Guide's reporting dashboards and features
- Reporting Dashboards & Metrics OverviewA high-level introduction to Guide’s reporting dashboards — including Scheduling, Interviewers, Training, and Surveys.
- Adoption ReportThe Adoption report shows how much of your interview scheduling happens in Guide. It compares the interviews Guide scheduled against every interview scheduled into your ATS, and expresses Guide's share…
- Understand Aria PerformanceThe Aria report helps recruiting teams understand how often Aria assists with scheduling and how often users approve its proposed automations.
Interviewer Portal
Give your interviewers access to their most important interview-related info.
Booking Links
Use booking links to easily book meetings with prospects or others not yet in your ATS
- Enabling Job-specific Booking linksAutomate the scheduling of your outbound sourcing calls, and auto-sync candidate details back to your ATS.
- Setting the ATS Source for Guide Booking LinksYou can configure a default “source” value to be applied when candidates are created in your ATS using Guide's Job-specific Booking Links
- Job-specific Booking LinksStreamline scheduling within your sourcing workflow
Aria, AI RC Agent
Learn how Aria works to help you automate your workflows
- Aria Overview: Everything You Need to Know for a Successful LaunchLearn how to configure and launch Aria to automate time consuming click-based workflows
- Configuring & Editing Your Aria Stage AutomationsSet up or change your Aria stage change automations in advance rather than waiting for Aria to configure them for you.
- Aria 2.0: How to Get the Best ResultsA guide for launching Aria with clear settings, useful review points, and strong candidate communication.
- How to Configure Org-wide Aria Settings (Admin Guide)This article walks admins through configuring org-wide Aria defaults before rolling Aria out to your team
- Configure conflict-resolution drafting guidance for AriaWhen Aria 2.0 handles a scheduling task, it can draft Slack messages to interviewers whose calendars block a proposed interview time. Conflict resolution drafting guidance lets your organization tell Aria…
- Task assignee for self-schedule stage automation
- Aria interviewer invite edits on draft schedulesDuring an Aria scheduling conversation, coordinators can ask Aria to change interviewer invite content on draft interviews before the schedule is released. Aria can apply a saved interviewer invite template…
- How to prompt Aria for the best resultsA short reference for recruiting coordinators and teammates delegating scheduling work to Aria.
- How to write effective instructions for AriaAria works best when your organization’s scheduling preferences are explicit. Saved instructions give Aria context that cannot be inferred from calendars, interview plans, or templates alone.
- Compose Aria chat messages with voiceVoice input lets you dictate a message in the Aria chat composer, then review or edit the transcription before sending it.
- Aria supports @mentions in conflict resolution messagesWhen Aria generates Slack outreach for scheduling conflicts, it references recruiters, executive assistants, VPs, and interviewers by name. Aria uses the best available identity for each person so drafts are…