[IMP] Recruitment: Update schedule interviews

closes odoo/documentation#13690

Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/recruitment/schedule_interviews.rst

@@ -2,12 +2,14 @@
 Schedule interviews
 ===================
 
-Schedule in-person, virtual, and phone interviews with Odoo through the *Recruitment* app.
-
-An interview can be scheduled in one of two ways: either by the :ref:`recruitment team
+An in-person, virtual, or phone interview can be scheduled in one of two ways through the
+**Recruitment** app, either by the :ref:`recruitment team
 <recruitment/schedule_interviews/recruitment-scheduled>`, or by the :ref:`applicant
 <recruitment/schedule_interviews/applicant-scheduled>`.
 
+With one drag-and-drop, Odoo emails the candidate with a self-service link, the candidate books the
+time slot, and sends the meeting to everyone's calendar. No more back-and-forth emails or calls.
+
 .. _recruitment/schedule_interviews/recruitment-scheduled:
 
 Recruitment team scheduled interviews
@@ -21,27 +23,26 @@ To schedule the interview, navigate to the applicant's card, by first going to t
 :guilabel:`Applications` page for that job position. Then, click the desired applicant's card to
 view their detailed applicant form.
 
-To schedule an phone, virtual, or in-person interview, click the :guilabel:`No Meeting` smart button
-at the top of the applicant's record.
+To schedule an phone, virtual, or in-person interview, click the :icon:`fa-calendar` :guilabel:`No
+Meeting` smart button at the top of the applicant's record.
 
 .. note::
-   The *Meetings* smart button displays :guilabel:`No Meeting` if no meetings are currently
-   scheduled. For applicants who are new to the :guilabel:`First Interview` stage, this is the
-   default.
+   The :guilabel:`Meetings` smart button displays :icon:`fa-calendar` :guilabel:`No Meeting` if no
+   meetings are currently scheduled. For applicants who are new to the :guilabel:`First Interview`
+   stage, this is the default.
 
-   If there is one meeting already scheduled, the smart button displays *1 Meeting*, with the date
-   of the upcoming meeting beneath it. If more than one meeting is scheduled, the button displays
-   *Next Meeting*, with the date of the first upcoming meeting beneath it.
+   If there is one meeting already scheduled, the smart button displays :guilabel:`1 Meeting`, with
+   the date of the upcoming meeting beneath it. If more than one meeting is scheduled, the button
+   displays :guilabel:`Next Meeting`, with the date of the first upcoming meeting beneath it.
 
-Clicking the *Meetings* smart button loads a calendar, showing the scheduled meetings and events
-for the currently signed-in user, as well as the employees who are listed under the
+Clicking the :guilabel:`Meetings` smart button loads a calendar, showing the scheduled meetings and
+events for the currently signed-in user, as well as the employees who are listed under the
 :guilabel:`Attendees` section, located to the right of the calendar.
 
 To change the currently loaded meetings and events being displayed, uncheck an attendee whose
 calendar events are to be hidden. Only the checked attendees are visible on the calendar.
 
 .. image:: schedule_interviews/calendar.png
-   :align: center
    :alt: The calendar view, highlighting how to change the displayed meetings.
 
 To add a meeting to the calendar when in the *Day* or *Week* view, click on the start time of the
@@ -70,19 +71,22 @@ interview.
 After entering in a required name for the meeting, the fields available to modify on the
 :guilabel:`New Event` card are as follows:
 
-- :guilabel:`Meeting Title`: enter the subject for the meeting. This should clearly indicate the
-  purpose of the meeting. The default subject is the :guilabel:`Subject/Application Name` on the
+- :guilabel:`Meeting Title`: Enter the subject for the meeting. This should clearly indicate the
+  purpose of the meeting. The default subject is the :guilabel:`Candidate` name entered on the
   applicant's card.
-- :guilabel:`Start`: start and end date and times for the meeting. Clicking either of these fields
-  opens a calendar pop-up window. Click :guilabel:`Apply` to close the window.
-- :guilabel:`All Day`: tick the box to schedule an all-day interview. If this box is ticked, the
+- :guilabel:`Start`: Configure the start and end date and times for the meeting. Clicking either of
+  these fields opens a calendar pop-up window. Click on the desired date to select it, and then
+  enter the time in the corresponding field. Click :icon:`fa-check` :guilabel:`Apply` to close the
+  window.
+- :guilabel:`All Day`: Tick the box to schedule an all-day interview. If this box is ticked, the
   :guilabel:`Start` field changes to :guilabel:`Start Date`.
-- :guilabel:`Attendees`: select the people who should attend the meeting. The default employee
-  listed is the person who created the meeting. Add as many other people as desired.
-- :guilabel:`Videocall URL`: if the meeting is virtual, or if there is a virtual option available,
+- :guilabel:`Attendees`: Select the people who should attend the meeting. The default attendees are
+  the prospective candidate, and the assigned recruiter for the job position. Add as many other
+  people as desired.
+- :guilabel:`Videocall URL`: If the meeting is virtual, or if there is a virtual option available,
   click :icon:`fa-plus` :guilabel:`Odoo meeting`, and a URL is automatically created for the
   meeting, which populates the field.
-- :guilabel:`Description`: enter a brief description in this field. There is an option to enter
+- :guilabel:`Description`: Enter a brief description in this field. There is an option to enter
   formatted text, such as numbered lists, headings, tables, links, photos, and more. Use the
   powerbox feature, by typing a `/` to reveal a list of options.
 
@@ -119,19 +123,15 @@ window. Enter any of the following additional fields:
     `15` to set the meeting to occur on the fifteenth of every month).
   - :guilabel:`Until`: using the drop-down menu, select when the meetings stop repeating. The
     available options are :guilabel:`Number of repetitions`, :guilabel:`End date`, and
-    :guilabel:`Forever`. If :guilabel:`Number of repetitions` is selected, enter the number of
-    total meetings to occur in the blank field to the right. If :guilabel:`End date` is selected,
-    specify the date using the calendar pop-up window, or type in a date in a XX/XX/XXXX format.
+    :guilabel:`Forever`. If :guilabel:`Number of repetitions` is selected, enter the number of total
+    meetings to occur in the blank field to the right. If :guilabel:`End date` is selected, specify
+    the date using the calendar pop-up window, or type in a date in a MM/DD/YYYY format.
     :guilabel:`Forever` schedules meetings indefinitely.
 
 - :guilabel:`Location`: enter the location for the meeting.
 - :guilabel:`Tags`: select any tags for the meeting using the drop-down menu, or add a new tag by
   typing in the tag and clicking :guilabel:`Create "tag"`. There is no limit to the number of tags
   that can be used.
-- :guilabel:`Appointment`: if an appointment is associated with this meeting, select it from the
-  drop-down menu, or create a new appointment by typing in the appointment name, then clicking
-  :guilabel:`Create & Edit...` from the resulting drop-down men. A :guilabel:`Create Appointment`
-  form loads. Enter the information on the form, then click :guilabel:`Save & Close`.
 - :guilabel:`Privacy`: select if the organizer appears either :guilabel:`Available` or
   :guilabel:`Busy` for the duration of the meeting. Next, select the visibility of this meeting,
   using the drop-down menu to the right of the first selection. Options are :guilabel:`Public`,
@@ -148,7 +148,6 @@ window. Enter any of the following additional fields:
   reminders can be selected in this field.
 
 .. image:: schedule_interviews/new-event.png
-   :align: center
    :alt: A new meeting card with all the details populated, and ready to save.
 
 Send meeting to attendees
@@ -159,25 +158,21 @@ pop-up window, and the meeting details are correct, the meeting can be sent to t
 email or text message, from the expanded event form (what is seen when the :guilabel:`More Options`
 button is clicked on in the :guilabel:`New Event` pop-up window).
 
-To send the meeting via email, click the :icon:`fa-envelope` :guilabel:`Email` button next to the
+To send the meeting via email, click the :icon:`fa-envelope` :guilabel:`EMAIL` button next to the
 :guilabel:`Attendees` field on the expanded meeting form.
 
 A :guilabel:`Contact Attendees` email configurator pop-up window appears. A pre-formatted email,
 using the default :guilabel:`Calendar: Event Update` email template, populates the email body field.
 
-The followers of the job application, as well as the user who created the meeting, are added as
-:guilabel:`Recipients` by default. If needed, add the applicant's email address to the list to send
-the email to the applicant, as well. Make any other desired changes to the email. If an attachment
-is needed, click the :guilabel:`Attachments` button, navigate to the file, then click
-:guilabel:`Open`. Once the email is ready to be sent, click :guilabel:`Send`.
+The applicant, followers of the job application, as well as the user who created the meeting, are
+added to the :guilabel:`To` by default. Make any desired changes to the email.
 
 .. image:: schedule_interviews/email-event.png
-   :align: center
    :alt: Enter the information to send the event via email.
 
-To send the meeting via text message, click the :icon:`fa-mobile` :guilabel:`SMS` button next to
-the :guilabel:`Attendees` field on the expanded meeting form. A :guilabel:`Send SMS Text Message`
-pop-up window appears.
+To send the meeting via text message, click the :icon:`fa-mobile` :guilabel:`SMS` button next to the
+:guilabel:`Attendees` field on the expanded meeting form. A :guilabel:`Send SMS` pop-up window
+appears.
 
 At the top, a blue banner appears if any attendees do not have valid mobile numbers, and lists how
 many records are invalid. If a contact does not have a valid mobile number listed, click
@@ -188,12 +183,11 @@ When no warning message appears, type in the message to be sent to the attendees
 :guilabel:`(smile add)` icon on the right-side of the pop-up window.
 
 The number of characters, and amount of text messages required to send the message (according to
-GSM7 criteria) appears beneath the :guilabel:`Message` field. Click :guilabel:`Put In Queue` to have
+GSM7 criteria) appears beneath the :guilabel:`Message` field. Click :guilabel:`Put in queue` to have
 the text sent later, after any other messages are scheduled, or click :guilabel:`Send Now` to send
 the message immediately.
 
 .. image:: schedule_interviews/send-sms.png
-   :align: center
    :alt: Send a text message to the attendees of the meeting.
 
 .. note::
@@ -206,64 +200,39 @@ the message immediately.
 Applicant scheduled interviews
 ==============================
 
-By default, the recruitment interview stages are **not** set up for applicants to schedule their own
-interviews.
+Coordinating interview times typically requires several email exchanges and can slow the recruitment
+process. Enabling Odoo's self-service scheduling removes that bottleneck: when an applicant is moved
+to an interview stage, the system automatically sends a scheduling link, records the selected slot,
+and updates all relevant calendars.
 
-However, if the :guilabel:`First Interview` or :guilabel:`Second Interview` stages are modified to
-send the :guilabel:`Recruitment: Schedule Interview` email template when an applicant reaches that
-stage, the applicant receives a link to the recruitment team's calendar, and can schedule the
-interview on their own. The recruitment team's availability is reflected in the calendar.
-
-In order for applicants to be able to schedule their own interviews, a :ref:`stage must first be
-modified <recruitment/schedule_interviews/modify-stage>` in the *Recruitment* app.
+This automation is turned off by default. To activate it, assign the :guilabel:`Recruitment:
+Schedule Interview` email template to either the :guilabel:`First Interview` or :guilabel:`Second
+Interview` stage (see :ref:`recruitment/schedule_interviews/modify-stage`).
 
 .. _recruitment/schedule_interviews/modify-stage:
 
 Modify stage
 ------------
 
-To modify either the :guilabel:`First Interview` or :guilabel:`Second Interview` stage, first
-navigate to the main :menuselection:`Recruitment` app dashboard. Next, click on the desired job card
-to navigate to the :guilabel:`Applications` page for that job position.
-
-Hover over the name of the stage, and a :icon:`fa-cog` :guilabel:`(gear)` icon appears in the
-upper-right hand side of the stage name. Click the :icon:`fa-cog` :guilabel:`(gear)` icon, and a
-drop-down menu appears. Then, click on the :guilabel:`Edit` option, and an :guilabel:`Edit: (Stage)`
-form appears.
-
-.. image:: schedule_interviews/edit-stage.png
-   :align: center
-   :alt: The drop-down that appears after clicking the cog.
-
-The :guilabel:`Email Template` field is blank, by default. Using the drop-down menu, select
-:guilabel:`Recruitment: Schedule interview` for the :guilabel:`Email Template` field, then click
-:guilabel:`Save & Close` when done.
+:ref:`Modify <recruitment/modify-stages>` either the :guilabel:`First Interview` or
+:guilabel:`Second Interview` stage so the stage's :guilabel:`Email Template` field is set to
+:guilabel:`Recruitment: Schedule interview`.
 
 .. image:: schedule_interviews/interview-template.png
-   :align: center
    :alt: The Recruitment: Schedule Interview email template populating the Email Template field.
 
 Send email
 ----------
 
-After either the :guilabel:`First Interview` or :guilabel:`Second Interview` stages are
-:ref:`modified to send the <recruitment/schedule_interviews/modify-stage>` :guilabel:`Recruitment:
-Schedule interview` email to the applicant upon moving their applicant card to one of those stages,
-the following email is received by the applicant:
+After configuring the :guilabel:`First Interview` or :guilabel:`Second Interview` stages to
+:ref:`send emails <recruitment/schedule_interviews/modify-stage>`, drag-and-drop the applicant card
+into one of these stages to send the email.
 
-`Subject: Can we plan an interview together for your (Job Position) application?`
+Self-scheduled interview
+------------------------
 
-`Congratulations!
-Your application is really interesting and we'd like to plan an interview with you.
-Can you please use the button below to schedule it with one of our recruiters?`
-
-`Plan my interview`
-
-Schedule interview
-------------------
-
-When the applicant received the email, they click the :guilabel:`Plan my interview` button at the
-bottom of the email. This navigates the applicant to a private online scheduling page, which is
+When the applicant received the email, they click the :guilabel:`Schedule my interview` button at
+the bottom of the email. This navigates the applicant to a private online scheduling page, which is
 **only** accessible through the emailed link.
 
 This page displays the :guilabel:`MEETING DETAILS` on the right side of the screen. This includes
@@ -271,31 +240,10 @@ the format and length of the meeting. In this example. the interview is virtual
 (:icon:`fa-video-camera` :guilabel:`Online`) and the duration is a half hour (:icon:`fa-clock-o`
 :guilabel:`30 minutes`).
 
-First, if there is an option of who to meet with, the user selects who they are scheduling their
-meeting with, by clicking on their icon and name. If only one person is available to interview the
-applicant, this step is not available. If the applicant does not wish to chose an interviewer, they
-can just click :guilabel:`See all availabilities` :icon:`fa-arrow-right`.
-
-.. image:: schedule_interviews/select-interviewer.png
-   :align: center
-   :alt: The first screen seen after clicking 'Plan my interview', where the applicant selects their
-         interviewer.
-
-.. note::
-   If the applicant selects an interviewer, the applicant is shown a :guilabel:`Select a date &
-   time` page, and **only** sees the dates and times that specific person is available. In addition,
-   that interviewer's information (name, email, and phone number) appears on the right-side of the
-   screen, under the heading :guilabel:`OPERATOR`, located beneath the :guilabel:`MEETING DETAILS`.
-
-   If the applicant clicks :guilabel:`See all availabilities` :icon:`fa-arrow-right` instead, or if
-   there are no interviewer options available, the user is navigated to the same :guilabel:`Select a
-   date & time` page, but there is no :guilabel:`OPERATOR` section visible.
-
-Then the applicant clicks on an available day on the calendar, signified by a square around the
-date. Once a day is selected, they click on one of the available times to select that date and time.
+Then the applicant clicks on an available day on the calendar, signified by purple text. Once a day
+is selected, they click on one of the available times to select that date and time.
 
 .. image:: schedule_interviews/select-date-time.png
-   :align: center
    :alt: The calendar screen with dates and times to schedule an interview.
 
 .. tip::
@@ -311,7 +259,6 @@ When everything is entered on the :guilabel:`Add more details about you` page, t
 the :guilabel:`Confirm Appointment` button, and the interview is scheduled.
 
 .. image:: schedule_interviews/confirmation.png
-   :align: center
    :alt: The confirmation page with all the details for the interview displayed.
 
 After confirming the interview, the applicant is taken to a confirmation page, where all the details
@@ -320,4 +267,4 @@ is available, through the :guilabel:`Add to iCal/Outlook` and :guilabel:`Add to
 buttons, beneath the interview details.
 
 The applicant is also able to cancel or reschedule the interview, if necessary, with the
-:guilabel:`Cancel/Reschedule` button.
+:guilabel:`Cancel your appointment` link at the bottom of the confirmation.