Setting up Shared Calendars for interview scheduling

Last updated: August 2, 2025

Shared calendars help recruiting teams keep their personal calendars organized while ensuring all stakeholders have visibility into scheduled interviews. This guide will walk you through creating shared calendars in Google Calendar and configuring them in Kula for your team to use.

Note: Shared calendar functionality currently works with Google Calendar accounts. Microsoft Calendar support will be available soon.

Why use shared calendars?

  • Keep personal calendars clean: Interviews you schedule for others won't clutter your personal calendar

  • Better team visibility: Hiring managers and interviewers can see relevant interviews without accessing your personal calendar

  • Improved organization: Separate calendars for different roles, departments, or interview types

  • Enhanced availability tracking: Your true availability is accurately reflected

This setup involves two main parts:

  • Creating shared calendars in Google Calendar (Skip if already done)

  • Adding and managing Shared Calendars in Kula

Creating shared calendars in Google Calendar (Skip if already done)

Step 1: Access Google Calendar settings

  1. Open Google Calendar in your web browser

  2. On the left sidebar, look for "Other calendars" section

  3. Click the "+" button next to "Other calendars"

  4. Select "Create new calendar"

Step 2: Configure calendar details

  1. Calendar Name: Enter a descriptive name (e.g: "TA's Shared Calendar" "Engineering Interviews", "Sales Team Interviews", "Manager Rounds")

  2. Description: Add a brief description of the calendar's purpose

  3. Time Zone: Ensure it matches your organization's primary time zone

  4. Click "Create calendar"

Step 3: Set up calendar sharing

  1. In the left sidebar, find your newly created calendar

  2. Click the respective calendar name

Add specific people:

  1. Scroll down to "Shared with"

  2. Click "Add people and groups"

  3. Enter email addresses of team members who need access

  4. Set permission levels for each person:

    • "See only free/busy": Can see when you're busy but not event details

    • "See all event details": Can view full interview information

    • "Make changes to events": Can modify interview details

    • "Make changes and manage sharing": Full administrative access

Note: Only users with "Make changes to events" permission will be able to select and schedule on this calendar within Kula.

Adding and managing Shared Calendars in Kula

Step 1: Connect your Google Calendar to Kula (Skip if already done)

  1. Log into your Kula account

  2. Navigate to Profile Settings → My Integrations

  3. Find Google Calendar integration

  4. Toggle on the Google Calendar integration

  5. You will be prompted to authenticate your Google account - follow the authentication flow

  6. Once completed, your Google Calendar connection will be established

Step 2: Configure shared calendars in Kula

Access scheduling preferences:

  1. Go to Settings → Interviews and scheduling

  2. Find "Scheduling preferences" section

  3. Enable the "Shared Calendar" feature

Add shared calendars for team use:

  1. Click "Add shared calendars"

  2. You'll see a list of calendars you have access to manage (calendars where you have "Make changes" permission in Google Calendar)

  3. Select Calendars: Choose the calendars you want to make available for interview scheduling in Kula

  4. Click "Add Selected Calendars"

Set default calendar (Optional):

  1. From your added shared calendars, you can mark any calendar as "Default"

  2. The default calendar will be pre-selected when users with the required permissions schedule interviews

  3. This streamlines the scheduling process for frequently used calendars

Step 2: Configure Shared Calendars in Kula

Access scheduling preferences:

  1. Go to Settings → Interviews and scheduling

  2. Find "Scheduling preferences" section

  3. Enable the "Shared Calendar" feature

Add shared calendars for team use:

  1. Click "Add shared calendars"

  2. You'll see a list of calendars you have access to manage (calendars where you have "Make changes" permission in Google Calendar)

  3. Click "Add shared calendars"

  4. Choose the calendars you want to make available for interview scheduling in Kula

Set default calendar (Optional):

  1. From your added shared calendars, you can mark any calendar as "Default"

  2. The default calendar will be pre-selected when users with the required permissions schedule interviews

  3. This streamlines the scheduling process for frequently used calendars

Using Shared Calendars for Interview Scheduling

Scheduling an Interview

  1. Navigate to the candidate's profile on a job

  2. Click "Schedule Interview"

  3. In the scheduling interface:

    • Calendar selection: Choose the appropriate shared calendar from the dropdown

    • Interview details: Fill in standard interview information

  4. Complete the scheduling process