Scheduling Preferences - Setting up Shared Calendar

Last updated: February 24, 2026

Kula allows teams to connect and use Shared Calendars to schedule interviews seamlessly. Shared calendars help recruiting teams keep their personal calendars organized while ensuring all stakeholders have visibility into scheduled interviews.

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

You can configure a Shared Calendar using:

  • Google Calendar

  • Outlook Calendar

Before You Begin ensure:

  • You are an Admin in Kula

  • You have the necessary permissions in Google Workspace or Microsoft 365 to create and manage shared calendars

  • Calendar integration is enabled in Settings → Organization Integrations.

  • You can connect one calendar at a time - Google/Outlook.

Google Shared Calendar Setup

Step 1: Create a Shared Calendar in Google

  1. Log in to Google Calendar

  2. In the left panel, click the “+” next to Other calendars

  3. Select Create new calendar

  4. Enter:

    • Calendar Name (Example: Kula Interview Calendar)

    • Description (optional)

    • Time zone

  5. Click Create calendar

Step 2: Share the Calendar to the team/users

  1. Open the calendar’s Settings and sharing

  2. Scroll to Share with specific people

  3. Click Add people

  4. Add users (Recruiters / Hiring Managers)

  5. Assign permission:

    • "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.

Step 3: Add shared calendars to Kula

  1. Connect your Google Calendar to Kula by navigating to Navigate to Profile Settings → My Integrations --> Google Calendar (Skip if already done).

  2. Go to Settings → Interviews and scheduling → Find "Scheduling preferences" section.

  3. Enable the "Shared Calendar" feature.

  4. Click Add Shared Calendar

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

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

  7. Click "Add Selected Calendars".

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Outlook Shared Calendar Setup

Step 1: Create a New Shared Calendar in Outlook

  1. Open Outlook (Web recommended)

  2. Go to Calendar

  3. In the left navigation pane, click Add calendar

  4. Select Create new blank calendar

  5. Enter: Calendar Name (Example: Kula Interview Calendar)

  6. Click Save

Step 2: Share the Calendar to the team/users

  1. Click the three dots ( … ) next to the newly created calendar

  2. Select Sharing and permissions

  3. Enter the email address or contact name

  4. Select the appropriate permission level.

    1. Can view when I’m busy – View free/busy time only

    2. Can view titles and locations – View event names and locations

    3. Can view all details – View full event details (no editing)

    4. Can edit – Create, modify, and delete events (Recommended for recruiters)

    5. Delegate – Full calendar management and receives meeting emails

  5. Click Share

Step 3: Add shared calendars to Kula

  1. Connect your Google Calendar to Kula by navigating to Navigate to Profile Settings → My Integrations --> Outlook Calendar (Skip if already done).

  2. Go to Settings → Interviews and scheduling → Find "Scheduling preferences" section.

  3. Enable the "Shared Calendar" feature.

  4. Click Add Shared Calendar

  5. You'll see a list of calendars you have access to manage (calendars where you have "Edit" permission in Outlook Calendar).

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

  7. Click "Add Selected Calendars".

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Outlook Shared Calendar – Working & Limitations:

When using Outlook Shared Calendar to schedule interviews via Kula, please note the following behavior and limitations:

  1. The Organizer of the calendar invite will always be the Shared Calendar owner, regardless of which user schedules the interview from Kula.

  2. If the Shared Calendar owner is also selected as an interviewer:

    1. They will not appear as an attendee in the calendar invite.

    2. Instead, the owner will receive a Kula email notification confirming that the meeting is scheduled.

    3. Similarly he will receive a email notification for reschedules and cancellations.

  3. RSVP statuses are not tracked in:

    1. Kula.

    2. Outlook native calendar (for Shared Calendar scheduled invites)

  4. Since RSVP don't work for Outlook shared calendar Kula restricts sending:

    1. RSVP automated reminders.

    2. Manual reminders from within 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

Need Help?

If you have questions or need assistance with setup, feel free to reach out to us at support@kula.ai or use the in-app chat for assistance.