Third-Party Provider:
Please note that the instructions in this article pertain to a third-party provider and as such may not reflect all current settings. Should you have any questions or issues, please contact the third-party provider directly.
Apple iCloud, Google, Office 365, Exchange, and Outlook.com calendars can be integrated into Fountain's scheduling and sessions system. Once the calendar is properly integrated and set up per your preferences, your sessions will be available on your personal email calendar.
▶ Watch the following video for an overview of how to connect to the Fountain calendar:
Connect Your External Calendar
To connect your external calendar, follow the steps below:
Click Calendar located in the top menu bar.
Click Connect Calendar towards the right.
The following authorization page will appear. Choose the email service, then enter the same email associated with your Fountain account. You will need to agree to the Cronofy Terms of Service and Privacy Policy and sign in to your respective email.
When you create Sessions on the Calendar and an applicant books it from a Scheduler Email, a calendar event is automatically created between you (if you were assigned to the session) and the applicant.
If you want to unlink your email calendar, click the gear icon located towards the top right side of the screen, then click Disconnect under Settings.
Smart Availability Management
Connecting your external calendar enables Smart Availability Management when setting up calendar events, helping prevent double bookings during applicant self-scheduling.
How it works and what to keep in mind:
Automatic Conflict Detection: The system cross-references your connected external calendar with existing Fountain bookings. Any open interview availability that conflicts with an external event is automatically hidden from applicants.
Unbooked Slots vs. Existing Bookings: The feature only suppresses unbooked availability to prevent new conflicts. If you schedule an external event over a session an applicant has already confirmed, Fountain will not automatically move or cancel it, you must manually review and reschedule that booking.
Event Titles Are Ignored: The system only registers whether a time block is occupied, not what it is called. Placing a block titled "Free to Interview" or "Open Office Hours" on your external calendar will mark that time as busy and hide it from applicants.
Managing Availability: Always create open interview slots directly within the Fountain calendar, and avoid creating placeholder "available" blocks on your connected personal or work calendar.
Example:
You add availability Monday through Friday from 10:20 am-12:20 pm as the dedicated time for 10-minute interviews.
Your manager adds a meeting to your calendar from 11 am-12 pm.
Six sessions (11 am, 11:10 am, 11:20 am, 11:30 am, 11:40 am, and 11:50 am) will be in conflict.
Five of those sessions are automatically hidden because they were not booked, but 11:10 am was already booked by an applicant so it is still a booked item on your calendar.
It is up to you to resolve this conflict. You can either reschedule with the applicant, or you will need to reschedule the meeting with your manager. You will ultimately have to decide which meeting is the priority.
Learn more about Smart Availability Management and creating calendar events by reviewing this article.
Session Notifications
You can receive a notification whenever a session is booked or canceled. Fountain recommends toggling these notification settings on.
Click your initials icon and then My Profile in the dropdown.
Scroll to Notification Settings, where there are checkboxes that you can toggle on to enable or disable specific notifications. You can receive a notification if a session is declined, booked, or booked within an hour before the start time. You can also enable desktop notifications for incoming messages in the Fountain Message Center.
Click Update Settings, and you're done!
Important Note:
You may have other notification setting toggles based on features you have enabled in your account. For example, you may have a toggle related to a limited-release feature your company has opted into. Learn more about limited-release features here.