Overview 

You can use ICS file with Recruiting when you create calendar invitations. An ICS file is a standard calendar file format that works with common calendar tools, including Microsoft Outlook and Google Calendar. 

Recruiting uses ICS files as part of the Interview Scheduling feature. This feature connects scheduling in your applicant tracking system with Microsoft Outlook or Google Calendar. To set up Interview Scheduling 

Why Recruiting uses .ics files 

If Recruiting did not use an ICS file, recipients would receive an email invitation with Accept and Decline buttons. When a recipient selects Accept, the meeting works as expected. However, if the recipient selects Decline, Recruiting may not receive that response. 

After your company connects Recruiting with Outlook or Gmail and enables Interview Scheduling: 

• When you invite a co-worker to an interview using Interview Scheduling, the message includes Accept and Decline options. 
• Recruiting tracks responses and updates the interview status when a co-worker accepts or declines. 
• Candidates continue to receive emails with an attached .ics file. 
• Candidate invitations do not include Accept or Decline buttons because some calendar programs do not send decline responses back to Recruiting. 
• If a candidate needs to cancel an interview, they must email you directly. 

Add an .ics file to Microsoft Outlook 

When you email a meeting invitation, Recruiting includes an .ics file as an attachment. 

To add the invitation to Outlook, recipients will need to: 

1. Open the email with the .ics file attached. 
2. Double-click the .ics file. 
3. Save the file when prompted. 
4. Outlook adds the meeting to their calendar. 
   Note: The invitation does not include Accept or Decline buttons. Ask the recipient to contact you if they need to decline or reschedule the meeting. 
   

Add an .ics file to Google Calendar (Gmail) 

When using Gmail, recipients will need to: 

1. Open the email with the .ics file. 
2. Select Add to Calendar. Gmail automatically adds the event to Google Calendar. 

Relevant articles

• Interview scheduling overview and resources
• Use Interview Scheduling in Recruiting 
• Enable interview scheduling in Recruiting  
• Enable the Interview Scheduling feature in Recruiting for Standard Users  
• Interview Scheduling Status Colors Meaning in Recruiting