Jicoo Connect is a feature that allows you to collect appointments of external people who do not have a Jicoo account and manage their bookings in the same way as team members.
People who connect as external members do not need to register an account to use the service. This function can be used as an intermediary for schedule coordination and shift management.
How to activate the Jicoo Connect
The Jicoo Connect feature can be activated by following the steps below. 1.
1. Click “More” on the side menu, and then click “Integration"
2. Scroll down the list of services and click “Details” of “Jicoo Connect”.
3. Click the “Connect” button
List of externally connected members
Click on the side menu “More” > “Jicoo Connect” to see the list of externally connected members.
Inviting an externally connected member
If no externally connected member exists
1. Click the “Start using” button.
2. Enter the name and e-mail address, select the person in charge, and click “Submit” to invite the externally connected member. “An email requesting availability entry” will be sent to the email address of the external connection member you entered.
When there is more than 1 externally connected member
1. You can invite external connection members by clicking the “Invite external connection members” button.
2. Enter the name and e-mail address, select the person in charge, and click “Submit” to invite the externally connected member. “An email requesting availability entry” will be sent to the email address of the external connection member you entered.
You can also invite externally connected members in Team Management > External Members by clicking on the “Invite External User” button.
How to resend schedule Input Request
You can resubmit an itinerary request by clicking on the Gear symbol > Resend Schedule Input Request.
Clicking “Send” on the screen that appears will resend the schedule entry request to the email address of the externally connected member.
How to display Schedule Input Page
Click on the Gear symbol > Show Schedule Input Page.
If an externally connected member has already entered a booking schedule, the date and time selected by the externally connected member can be viewed.
How to edit Account Settings
This can be done by clicking on the Gear symbol > account settings.
Edit an account information and click “Update”.
How to delete an account
This can be done by clicking on the Gear symbol > delete account.
Click “Delete” on the screen that appears to delete the externally connected member.
Booking pages for externally connected members
Click on “Booking Page” of an externally connected member to access a list of booking pages for externally connected members.
List of booking pages for externally connected members
A booking page is created from the suggested dates entered by the externally connected member.
The link to the booking page is shared with the guest (the person making the booking), and the guest selects the dates to create an MTG between the externally connected member and the guest.
*If the externally connected member has not entered the “Input Availability,” the externally connected member's booking page will not be activated. When the externally connected member enters the “Input Availability,” the externally connected member's reservation page will be activated and the guest (the person making the booking) will be able to accept the booking.
Use Cases
[Use Cases] Streamlining Recruitment and Shift Management with Jicoo Connect
Jicoo Connect is a feature that allows you to collect the availability of external individuals (like hiring managers at client companies or part-time staff) who do not have a Jicoo account, and manage bookings just as you would with your team members. Since external members can use this feature without creating an account, it enables seamless coordination without placing a burden on them.
Here, we will introduce specific ways to use Jicoo Connect for two common scenarios: recruitment and shift management.
Use Case 1: Recruitment (Coordinating Interviews with Client Companies)
In the recruitment industry, coordinating interview schedules by collecting availability from multiple client companies and relaying it to candidates is a very time-consuming task. Jicoo Connect can dramatically streamline this complex scheduling process.
【Common Challenges】
It's a hassle to repeatedly contact hiring managers by email or phone to ask for their availability.
When a single candidate is interviewing with multiple companies, it becomes complicated to manage which schedule belongs to which company.
While waiting for a response from the company, the candidate's availability might change.
【How Jicoo Connect Solves It】
By inviting hiring managers from client companies as "External Members," you can easily create dedicated interview booking pages for each company.
Invite the Hiring Manager From Jicoo Connect, invite the hiring manager of your client company by entering their name and email address. No account registration is required for them.
The Manager Enters Their Availability The manager who receives the invitation email can access a dedicated page to select and enter their available dates and times for interviews.
A Dedicated Booking Page is Created Once the manager enters their availability, a dedicated interview booking page for that company is automatically created and activated.
Share the URL with the Candidate to Finalize the Schedule All you have to do is send the URL of the created booking page to the candidate who is in the selection process. The candidate can then choose a convenient time from the company's available slots to confirm the interview schedule.
【Benefits】
✓ Hiring managers can easily share their interview availability without needing to register for a Jicoo account.
✓ Candidates can book directly from the company's real-time availability, eliminating back-and-forth communication and confirming schedules quickly.
✓ Since a booking page is generated for each company, it's easy to manage schedules for candidates who are interviewing with multiple companies simultaneously.
Use Case 2: Shift Management (Coordinating with Part-time Staff and Freelancers)
Collecting shift preferences from a flexible workforce, such as part-time staff and freelancers, and reflecting them in your booking availability can be a high-cost administrative task. Jicoo Connect also significantly contributes to making shift management more efficient.
【Common Challenges】
It's tedious to compile and manually enter shift requests submitted through various methods like email and chat.
Failing to notice last-minute shift change notifications can lead to double bookings.
You have to check staff availability every time you receive a booking request from a customer.
【How Jicoo Connect Solves It】
By inviting your part-time or freelance staff as "External Members" and having them register their workable hours, you can link shift management directly with your booking system.
Invite Your Staff Invite the staff whose shifts you want to manage as "External Members."
Staff Enter Their Workable Hours (Shifts) Invited staff can access a dedicated page from the link in their email to input the dates and times they are available to work.
Staff Shifts are Automatically Reflected on the Booking Page Based on the schedule entered by the staff, the available booking times for customers are automatically displayed on your booking page.
Automate Booking Reception Customers can choose their preferred time from the available slots when staff are working. When a booking is made, that time slot is automatically filled, preventing any double bookings.
【Benefits】
✓ Staff can easily submit their shift preferences from their smartphones, eliminating the need for administrators to compile and manually enter data. ✓ The staff's latest schedule is directly linked to the booking page, preventing booking errors. ✓ You can also create booking pages linked only to specific staff for certain tasks, allowing for flexible operations.
Use Jicoo Connect to smartly streamline the time-consuming task of coordinating schedules with external parties.