With multiple areas throughout Loxo that can be used to schedule meetings, it is easier than ever to get meetings on your calendar or diary. In addition to scheduling meetings, Loxo also supports features for tracking and managing meetings, offering comprehensive tools for meeting lifecycle management such as our AI Notetaker.
*Note: Your calendar must be synced and the candidate or client in Loxo must have at least one email address in order to utilize this feature.
Meeting Scheduling from a profile
If you are reading a response to an email or simply viewing a profile within Loxo, you can quickly schedule a meeting with that person by selecting the "schedule" button.
You will see the option to schedule a Task, Interview, or Meeting. Selecting "Interview" or "Meeting" will open a scheduling window. Note: the profile must have an email address listed in order to schedule an interview or meeting.
If you selected "Schedule Interview," you'll be able to link the meeting to a specific Interview Stage, which is especially helpful should your workflow setup have more than one.
Customize the title of your meeting. This will default to "Interview / Meeting with (Person's Name)" but it might be helpful to add more information here, as this will be what appears on your calendar, as well as your candidate or client calendars, once accepted:
Select the date, start time and duration of the meeting/interview:
Select whether this is a video, in-person, or phone meeting.
Depending on your selection above, Loxo will provide a place for a video call link (you will need to add your "General/Personal Meeting Room link - it will not create a unique URL), an address for an in-person meeting or a phone number:
If a video call, select whether or not to have Loxo's AI Notetaker join the meeting.
You may invite other guests, outside of yourself and the candidate, by typing in the appropriate email address under Guests:
To send a calendar invite to those attending the meeting, ensure that "send invite" is checked. If you do not want an invitation sent, uncheck the box.
Provide a description of the meeting - which will be pulled from email templates:
Linking the scheduled meeting to a job will allow for KPI tracking and specific documentation of the meeting for a job. Note: meetings that are scheduled by opening a profile directly from a Job Pipeline should already be linked to a job automatically.
Hit send to send a meeting request/calendar invite to your candidate
Meeting Scheduling from the Job Pipeline
If you receive a response from an Outreach Campaign, you can quickly confirm a meeting time from within the Job Pipeline, rather than venturing into their profile.
Click on the three dots in the top right corner of the candidate's card:
Select "Schedule interview" or "Schedule meeting" to open the scheduling modal
If you selected "Schedule interview," you'll be able to link the meeting to a specific Interview Stage, which is especially helpful should your workflow setup have more than one.
By default, the title will be "Interview / Meeting with (Person's Name)," but you can customize this as needed. The title entered here is what will be displayed on your calendar, as well as your candidate's or client's calendar:
Set the Date and Time of your meeting.
Select whether this is a video, in-person, or phone meeting
Depending on your selection above, Loxo will provide a place for a video call link, an address for an in-person meeting, or a phone number:
If a video call, select whether or not to have Loxo's AI Notetaker join the meeting.
You may invite other guests, outside of yourself and the candidate, by typing in the appropriate email address under Guests:
To send a calendar invite to those attending the meeting, ensure that "send invite" is checked. If you do not want an invitation sent, uncheck the box.
Provide a description of the meeting - which can be pulled from email templates:
Hit send to send a meeting request/calendar invite to your candidate
Two-Way Calendar Sync
Once a calendar is synced into Loxo, it will be a two-way sync. This means when scheduling in Loxo, Loxo will add the following to your calendar:
Tasks - if selected to do so
Scheduled Meetings
Scheduled Interviews
On the other hand, syncing your calendar will allow Loxo to:
Sync in meetings related to a person and email address within your Loxo database
See your free/busy times for visibility for Loxo's Calendar Links - see below
Reminder - the person and their email address must exist within your Loxo database for scheduled meetings to push back into Loxo. Additionally, it does take a short period of time for meetings to sync, both directions, between Loxo and your calendar.
Loxo's Calendar Links
In addition to manually scheduling meetings or interviews through conversations, Loxo offers Calendar Links to provide time and day options for your recipient to choose from.
Edit or create your templates
Click Settings
Select "My calendar"
Ensure that you have a calendar synced
Set your "Working Hours"
*note that this window will be determined by the Timezone that is set by admin under Settings > General and will apply to the entire team. There is not currently a day of the week setting as well, so weekend availability will show.
Create a new template with the blue + sign:
or edit an existing template with the gear icon:
Name your template for quick recall of it's purpose/use:
Select whether this is a video, in-person or phone conversation and provide the link, address or phone number, as needed:
*Note that users will need to send their general meeting link as Loxo will not create a unique URLs for video calls at this time.
Select the desired duration for this meeting type:
Craft a description for your recipient to see on the emailed invitation and on their calendar once accepted:
Check off "Send invites" for Loxo to automatically send a calendar invitation to your client or candidate and also add directly to your synced calendar:
Click Save!
Sending Your Calendar Links
If you are looking for flexible scheduling, Loxo's Calendar Links allows you to share your availability and have your clients or candidates schedule times based on your availability.
Add a link in a regular email:
Select "Insert" at the bottom of the editor and then "Calendar link"
Choose the template you wish to send:
Copy the URL and make a hyperlink:
Hit Send!
Add a link with Email Templates or Outreach Campaigns:
Select the Calendar Link icon:
Choose the template you wish to send:
Copy the URL and make a hyperlink:
Hit send!