Calendar Integration
Overview
Skillsheet integrates with Cal.com to provide a seamless scheduling experience for recruiters and candidates. Instead of juggling back-and-forth emails to find a time, you can send candidates a booking link and let them pick a slot that works for both of you. Skillsheet handles the setup through an auto-configuration wizard so you can start scheduling within minutes.
Why Cal.com
Cal.com is an open-source scheduling platform that supports complex availability rules, multiple calendar connections, and team scheduling. Skillsheet uses Cal.com because it offers:
- Multiple calendar support — Connect Google Calendar, Outlook, Apple Calendar, or any CalDAV provider.
- Customizable event types — Phone screen, technical interview, final round, and any other event you need.
- Team scheduling — Find availability across multiple interviewers automatically.
- Timezone handling — Candidates see available times in their own timezone.
- Embed-friendly links — Booking links work in emails, messages, and candidate portals.
Auto-Configuration Wizard
Skillsheet provides a setup wizard that creates and configures your Cal.com account automatically. This eliminates the need to manually create a Cal.com account and link it back to Skillsheet.
What the Wizard Does
- Creates a Cal.com account linked to your Skillsheet email.
- Connects your primary calendar for availability checking.
- Creates default event types for common recruiting scenarios.
- Generates your personal scheduling link.
- Configures reminder settings.
Run the Auto-Configuration Wizard
4 stepsOpen calendar settings
Go to Settings > Integrations > Calendar.
Start the wizard
Click Set Up Calendar.
Follow the prompts
The wizard opens. Follow the prompts:
- Step 1: Confirm your email address and timezone.
- Step 2: Connect your calendar provider (Google, Outlook, or other).
- Step 3: Set your default working hours and availability.
- Step 4: Review the default event types created for you.
Complete the setup
Click Complete Setup.
Tip
The wizard takes about two minutes. Once complete, your calendar integration is fully active.
Step-by-Step Manual Setup
If you prefer to configure the integration manually, or if you already have a Cal.com account:
Connect Your Calendar Provider
Connect an Existing Cal.com Account
5 stepsOpen calendar settings
Go to Settings > Integrations > Calendar.
Begin connection
Click Connect Existing Cal.com Account.
Enter your API key
Enter your Cal.com API key (found in your Cal.com account under Settings > Developer > API Keys).
Connect
Click Connect.
Verify the connection
Skillsheet verifies the connection and imports your event types.
Set Your Availability
Set Your Availability
6 stepsOpen availability settings
After connecting, click Edit Availability.
Define working hours
Define your working hours for each day of the week.
Add blocked dates
Add any blocked dates (vacations, company holidays, focus time).
Set minimum booking notice
Set a minimum booking notice — the shortest lead time a candidate can book (e.g., 24 hours).
Set buffer between events
Set a buffer between events — time padding between back-to-back interviews (e.g., 15 minutes).
Save your availability
Click Save Availability.
Create Event Types
Event types define the kinds of meetings candidates can book. Skillsheet creates three defaults, but you can customize them:
Info
- Phone Screen — 30 minutes, phone or video call.
- Technical Interview — 60 minutes, video call.
- Final Interview — 45 minutes, video call.
To create a custom event type:
Create a Custom Event Type
4 stepsOpen event types settings
Go to Settings > Integrations > Calendar > Event Types.
Add a new event type
Click New Event Type.
Configure the settings
Configure the settings:
- Name — What the candidate sees (e.g., “Portfolio Review”).
- Duration — Length of the meeting.
- Location — Phone, Zoom, Google Meet, or in-person address.
- Description — Instructions or context shown to the candidate.
Save the event type
Click Save.
Creating Scheduling Links for Candidates
Scheduling links let candidates self-book interviews at times that work for you.
From a Candidate Profile
Schedule from a Candidate Profile
5 stepsOpen the candidate profile
Open the candidate’s profile.
Start scheduling
Click Schedule Interview.
Select the event type
Select an Event Type from the dropdown.
Generate the link
Skillsheet generates a personalized booking link for that candidate.
Link is pre-filled
The link is pre-filled with the candidate’s name and email.
From the Pipeline View
Schedule from the Pipeline View
3 stepsRight-click a candidate card
In any position’s pipeline, right-click a candidate card.
Select scheduling option
Select Send Scheduling Link.
Choose event type and delivery
Choose the event type and delivery method (email or copy link).
Sending Scheduling Invites
You can send booking links directly to candidates via email from within Skillsheet.
Send a Scheduling Invite
4 stepsGenerate a scheduling link
Generate a scheduling link as described above.
Send via email
Click Send via Email.
Review the pre-filled email
Skillsheet opens an email composer pre-filled with:
- The candidate’s email address.
- A message template with the booking link embedded.
Send the invite
Edit the message if needed, then click Send.
The candidate receives the email and can click the link to choose an available time slot. Once they book, the event is added to both your calendar and theirs.
Automatic Reminders
Skillsheet configures automatic reminders for scheduled interviews to reduce no-shows.
Default Reminder Schedule
Info
- 24 hours before — Email reminder sent to both recruiter and candidate.
- 1 hour before — Email reminder sent to both parties.
- 15 minutes before — Browser notification for the recruiter (if notifications are enabled).
Customizing Reminders
Customize Reminders
4 stepsOpen reminder settings
Go to Settings > Integrations > Calendar > Reminders.
Adjust reminder timing
Add, remove, or adjust reminder timing.
Choose delivery method
Choose delivery method for each reminder: Email, SMS (if enabled), or Browser Notification.
Toggle per event type
Toggle reminders on or off per event type.
Managing Bookings
All scheduled interviews appear in Skillsheet’s Calendar view and on the relevant candidate profiles.
Viewing Upcoming Bookings
- Click Calendar in the left sidebar to see all upcoming interviews.
- Each booking shows the candidate name, event type, time, and location.
- Click any booking to view details or take action.
Rescheduling
- Open the booking you want to change.
- Click Reschedule.
- Choose a new time, or send the candidate a new booking link to self-select.
- The candidate receives a notification about the change.
Cancelling
- Open the booking.
- Click Cancel.
- Enter an optional reason for cancellation.
- Click Confirm Cancellation.
- The candidate is notified automatically by email.
Troubleshooting Calendar Issues
Availability Not Showing Correctly
- Verify your calendar provider is connected and syncing. Go to Settings > Integrations > Calendar and check for a green Connected indicator.
- Make sure your working hours are set correctly in the availability settings.
- If you use multiple calendars, ensure all relevant calendars are selected for availability checking.
Candidates Cannot Book
- Check that the event type is active (not archived or disabled).
- Verify that you have available slots within the booking window. If your minimum notice is 24 hours and all slots in the next 24 hours are full, no times will appear.
- Ask the candidate to try a different browser or clear their cache.
Double Bookings
- Ensure your primary calendar is connected so Cal.com can check for conflicts.
- If you manage availability across multiple tools, make sure all calendars feed into Cal.com’s conflict detection.
Reminders Not Sending
- Check that reminders are enabled in Settings > Integrations > Calendar > Reminders.
- Verify the candidate’s email address is correct on their profile.
- Check your spam or junk folder for test reminders.