Troy Sultan

This guide is intended to help your internal teams understand the rollout of Guide and includes communication templates and best practices for change management

Internal Communications

This guide is intended to help your internal teams (Talent, Recruiting Coordination, Interviewers) understand the rollout of Guide

Internal Communications Toolkit for Rolling Out Guide

Go to Guide

Product Roadmap

Changelog

Quickly get up and running with Guide with simple how-tos

Getting Started

Signing in to Guide

Guide supports Google Single Sign-On (SSO) for fast, secure access.

How to Sign in Using Google

Guide supports Single Sign-On (SSO) through Okta, allowing you to access Guide securely and seamlessly without managing separate passwords.

How to Sign in Using Okta

Personal Account Settings

Set up your candidate-facing user profile for a polished and personalized experience for candidates

My Account: My profile

Define your availability, self-scheduling and flexible meeting rules to ensure smooth scheduling throughout the interview process

My Account: Scheduling Preferences

Control how and where you receive alerts about scheduling activity and candidate messages.

My Account: Notifications

Configure your organizations's default settings to enable end-users for a seamless launch

Organization Settings

Define your company’s visual identity and branding throughout the Guide platform.

Organization Settings: General

View and manage your team directory, user roles and candidate-facing profiles all in one place.

Organization Settings: Users

Customize how internal interview names appear to candidates and control which interviews are shown or hidden in the portal.

Organization Settings: Interview Defaults

Control default scheduling behavior for your team, including who handles tasks, how meetings are treated, and how calendar visibility works

Organization Settings: Scheduling Defaults

Configure global preferences for how the candidate portal displays interview and team information

Organization Settings: Candidate Portals

Enable automations that help your team respond faster and avoid dropped balls in the scheduling process

Organization Settings: Automations

Use blocked dates to define company-wide holidays or blackout periods where no interviews should be scheduled.

Organization Settings: Blocked Dates

Improve email deliverability and brand image by configuring a custom domain for sending emails through Guide

Organization Settings: Configuring a Custom Email Domain

Setting default calendars provides your schedulers with a fallback, so they don’t have to create or select calendars when sending invitations. Using a Google Group allows you to grant everyone the necessary permissions at once.

Setting up your default calendars for interviewer and candidate invites

Configuring the optimal notification preferences

Notification preferences

Manage Guide messages with a Gmail filter

Learn how Slack reminders work in Guide, who receives them, and how to manage notifications.

Managing Slack Notifications in Guide

How to filter candidate or system emails from Guide using Gmail filters

Filtering email notifications from Guide

Adjust settings for your interviewers in Guide

Interviewer Settings

Understand how interviewer titles and photos are set, and what happens when syncing from connected systems like Slack

Editing Interviewer Profiles

Learn how Guide sets and updates interviewer location and time zone, and how this helps with scheduling and room logistics.

Managing Interviewer Location and Time Zone

Learn how to set limits on the number of interviews an interviewer can be scheduled for—individually or across your company.

Adjusting Interviewer Load Limits

Learn how to manage interviewer availability, including how to pause interviewers during time off and reinstate them when they return

Pausing and Unpausing Interviewers

Explore Guide's key features and workflows for maximum coordination power

Key Features

Scheduling requirements

Use Guide's powerful tags and Smart Match feature to select the best interviewers every time, without the manual work.

Using Interviewer Tags and "Smart Match" Interviewer Selection

Enable this feature when multiple recruiters manage the same jobs and each needs their own set of interview requirements.

Enabling Interview Plan Templates (Multi-Template Mode)

Scheduling basics

Sending self-schedule requests saves you a ton of time by eliminating the back and forth with candidates.

Send Self-schedule requests in Guide

Using "Flexible meetings" (whitelists) when scheduling

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"

Choosing between auto-assignment vs. shared queues, and setting triage logic for coordination workflows.

Task Queues & Ownership Rules

Learn how to follow up with candidates after sending an availability request in Guide.

Sending Reminders for Candidate Availability Requests

How to suggest specific windows for the candidate to submit availability within.

Requesting Availability: Suggested Windows

Manually input a candidate’s availability directly into Guide so automations can begin matching to the right interviewers.

Requesting Availability: Manually Input Candidate Availability

Advanced scheduling workflows and features

Advanced scheduling

Adding multiple interviewers from the same pool (or set of alternates)

How to Reschedule Interviews once a scorecard has been completed within Greenhouse

How to Reschedule an Interview After a Scorecard is Submitted

Deleted Greenhouse scheduled interview still appearing in Guide

Understand how candidate scheduling tasks are routed to a queue and how coordinators can manage them in Guide.

Using Scheduling Queues In Guide

Learn how to add a secondary Google Calendar (like a PagerDuty on-call calendar) to Guide to check interviewer availability across multiple calendars.

Setting Up Your Secondary Availability Calendar in Guide

Templating candidate portals, interview requirements and emails

Candidate Portal

A convenient way to manage the company or department information, branding, and interview plans shared with your candidates in their guides.

Candidate Portal: Templates

How to update the candidate portal interview plan ✏️

Customize the pre-defined interview plan for an individual candidate

Customizing the interview plan for an individual candidate

Learn more about what the candidate's Guide status is, and why you should use it.

Changing a candidate's portal status

Share news and details of an offer with your candidates and update their guide to reflect this celebratory milestone.

Updating a candidate portal to the "Offer Extended" state

Notify your candidate that they are no longer being considered for the role.

Updating a candidate portal to the "Rejected" State

Send your candidates an update on the great news. They've been hired and will soon be joining your team.

Updating a Candidate Portal to the "Hired" State

Overriding candidate details from your ATS

Survey candidates throughout the interview process to collect honest feedback and a valuable NPS score

Guide Candidate Surveys

How to manage candidate portal prep content content globally using portal templates, or per job.

Adding Prep Content For Each Stage Within your Candidate Portal

How to set up and use Guide's automated training paths for interviewers

Interviewer Training Paths

Learn how Guide handles interviewer completion of training paths

What Happens When An Interviewer “Graduates” from a Training Path?

Quickly take actions in Guide that help you communicate with your team via Slack 

Slack Communications

Create candidate-specific Slack channels that include recruiters, coordinators and interviewers — all from within Guide

Creating Candidate-Specific Slack Channels in Guide

Quickly share a candidate's full interview schedule into an existing Slack channel

How to Share a Candidate's Schedule into an Existing Channel

Get to know Guide's reporting dashboards and features

Reporting & Metrics

A high-level introduction to Guide’s reporting dashboards — including Scheduling, Interviewers, Training, and Surveys.

Reporting Dashboards & Metrics Overview

Give your interviewers access to their most important interview-related info.

Interviewer Portal

Learn how Guide’s Interviewer Portal gives interviewers real-time access to everything they need — right from within the ATS.

Use booking links to easily book meetings with prospects or others not yet in your ATS

Booking Links

Automate the scheduling of your outbound sourcing calls, and auto-sync candidate details back to your ATS.

Enabling Job-specific Booking links

You can configure a default “source” value to be applied when candidates are created in your ATS using Guide's Job-specific Booking Links

Setting the ATS Source for Guide Booking Links

Streamline scheduling within your sourcing workflow

Job-specific Booking Links

Learn how Aria works to help you automate your workflows

Aria, AI RC Agent

Learn how to configure and launch Aria to automate time consuming click-based workflows

Aria Overview: Everything You Need to Know for a Successful Launch

New to Guide or need a refresher? Start here if video is your preferred way of learning

Video Library

Video: Core Scheduling Overview

Video: Recruiter Experience Overview

Video: Request Availability and Creating Scheduling Tasks

Video: Candidate Portal Overview

Video: Booking Links Overview

Video: Reporting & Metrics Overview

Video: Candidate Surveys Overview

Video: Interviewer Portal Overview

Video: Scheduling Interviews

Video: Rescheduling Interviews

Video: Scheduling Debriefs and Prebriefs

Video: Aria, Guide's AI RC Agent

Video: Complex Timezones Scheduling Example

Common questions and practical solutions to get the most out of Guide

Troubleshooting & FAQs

See a full list of tokens supported in Guide and how to use them into your interview communications.

Using Tokens in Guide Email and Calendar Templates

Learn how Guide automatically generates and delivers calendar invites to candidates.

Understanding Candidate Calendar Invites in Guide

Understand how calendar invites are generated and customized for interviewers in Guide

Understanding Interviewer Calendar Invites in Guide

Learn how to track and customize reschedule reasons and view reporting to gather insights.

Managing Reschedule & Decline Reasons

Learn how Guide treats confidential Greenhouse roles and what access limitations exist for coordinators today

Handling Confidential Roles in Guide

Learn how CCs work in Guide, when to use it and how Guide remembers your preferences.

Adding CCs to Candidate Emails

Understand how Guide determines which email and phone number to use when scheduling interviews with candidates.

How Guide Selects Candidate Contact Info

Once a candidate is active, their portal will no longer receive updates to changes made at the Job or Template level. Here's how to resolve!

Resolving out-of-date candidate portal content

Learn how Guide automatically prevents interviewers from being scheduled multiple times in a single interview loop.

Preventing Duplicate Interviewers in the Same Panel

Guide's powerful feedback tool can optionally collect an NPS score during any stage of your process

Understanding Candidate NPS (cNPS)

Learn how Guide automatically logs candidate communications in the ATS activity feed.

Syncing Candidate Communications to your ATS activity feed

It's critical that candidates are receiving your communications with them during the interview process - here are some best practices!

Improving email deliverability for candidates

Clearing your browser cookies for Guide can often help resolve issues

Clearing Cookies for Guide in Chrome

Error: Interviews not syncing from Guide to Greenhouse

Ensure your interviews are set to "Needs scheduling" in Greenhouse

Error: Guide interview won't link to Greenhouse

If you're using Guide's personal scheduling pages to book meetings, you'll need to migrate to the updated version before January 31st.

Migrate to Guide's new scheduling pages before January 31st (mandatory)

A quick summary of how you can help us improve the Guide experience for all our users

How to use your NPS survey results to make Guide better

Customize the Zoom email Guide uses when scheduling interviews on your behalf

How to Set or Override Your Zoom Email in Guide

Learn what permissions Guide requests when connecting to Slack and how they power automation and collaboration features

Understanding Guide’s Slack Permissions

How to clear or edit a candidate’s existing availability when creating a new scheduling request

Clearing Candidate Availability Before Sending a New Availability Request

Ensure a smooth transition when a recruiter or RC coordinator leaves your team by following these recommended steps

Best Practices for Offboarding a User in Guide

Guide now supports the Greenhouse Harvest API V3 - upgrade to take advantage