Using AI Assistant Call Scheduling Link

Thanks to recruiter feedback, we’ve added a call scheduling link that helps candidates book time directly on your calendar.

This feature makes it easier to connect with candidates who are ready to move forward — no extra coordination needed.

1. Connect Your Calendar

Before turning on call scheduling, ensure your calendar is connected in Vivian.

The video walks through:

• Linking your calendar provider
• Managing availability
• Reviewing your connected calendar settings

Note: Calendar setup works the same for all scheduling features in Vivian. For more support on managing your calendar integration, see the support article,” Setting up a calendar integration and using the scheduling feature.”

2. Turn On AI Assistant Call Scheduling

Once your calendar is connected, you can control scheduling directly in your Profile.

1. Go to your Profile in Vivian.
2. Scroll to the Calendar Settings section.
3. Toggle ON the setting to allow the AI Assistant to share your scheduling link
4. You can turn this setting off or on anytime.

Note: When enabled, the AI Assistant will send your scheduling link only after a candidate is marked “Ready to Submit.”

3. Custom Calendar Link Set Up

For recruiters who already use a scheduling tool such as Calendly or Microsoft Bookings, you can now add that custom link for the AI Assistant to share with candidates.

4. How Scheduling Works

• Time window: When the AI Assistant shares your scheduling link, candidates will only see time slots between 10 AM–4 PM in your time zone. This differs from the default 9 AM–5 PM range in your general calendar setup.
• Smart rules: Built-in buffer times and conflict detection prevent overlapping meetings.
• Reminders: Candidates receive a reminder 1 hour before their scheduled call.
• Seamless integration: Once your calendar is connected, scheduling runs automatically — no new steps required.

5. Tips

• Keep your calendar availability up to date to ensure accurate booking times.
• If your calendar becomes disconnected, reconnect it before toggling scheduling back on.
• To stop scheduling temporarily, simply toggle the feature off in your Profile
   

FAQs

• Can I change the call scheduling hours?

  No. Call scheduling for the AI Assistant is automatically limited to 10 AM–4 PM in your time zone to ensure consistency and prevent after-hours bookings.

• When will candidates receive the scheduling link?

  The AI Assistant only sends your scheduling link after a candidate is marked “Ready to Submit.” This ensures calls are reserved for qualified, submission-ready candidates.

• Where do scheduled calls appear?

  Scheduled calls appear directly on your connected calendar provider. Once your calendar is integrated, no additional setup is required.