> ## Documentation Index
> Fetch the complete documentation index at: https://support.yena.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Colleague calendars and shared interviews

> See who is free, open the candidate from an interview a colleague booked for you, and know what colleagues can and cannot see of your meetings.

When several recruiters work one mandate, the calendar has to answer two questions: who is free, and who is this interview with. Yena answers both without anyone copying names between calendars.

## A day with colleague calendars

Laura is an executive search consultant in Munich. Her assistant, Jonas, books the interviews. This morning he sets up a first interview with Anna Beispiel for Laura and her partner Marc, and links Anna to the event.

Before, Laura's and Marc's calendars each held a plain copy of the invite. Neither showed who the interview was with, and they had to search Anna's name by hand before the call.

**1. Jonas books the interview and links the candidate**

In Yena he creates the event, invites Laura and Marc, and picks Anna under **Link candidate**. See [Calendar guests](https://support.yena.ai/en/workspace/calendar-guests.md).

**2. Laura opens her calendar and clicks the event**

After her calendar next syncs, her own copy of the meeting shows **Linked candidate** with Anna's name. One click on the name (**Open candidate**) takes her to Anna's record. Marc sees the same on his copy.

**3. Jonas changes his mind and links someone else**

The link follows. After the next sync, Laura's and Marc's copies show the new candidate, or none if Jonas removed the link. Their copies are read-only for the link: the person who booked the meeting decides.

**4. Laura checks who is free, with People**

**People** in the calendar toolbar adds a colleague's calendar next to hers. Meetings linked to a candidate or client show in full. Meetings Laura attends herself show in full too, in her own copy. Everything else shows as a **Busy** block with the time only.

What Laura gets: she goes from the calendar straight to the candidate, never searches a name by hand, and still sees at a glance when a colleague is free.

## What colleagues see

| A colleague's meeting | What you see |
| - | - |
| Linked to a candidate or client in Yena | Title, time and the linked record. |
| Not linked, but you are invited and attend | The meeting in full, from your own calendar copy. |
| Not linked, and you are not invited | **Busy**, with the time only. No title, no guests, no location. |
| Free, declined or cancelled | Not shown. |

By default, a personal meeting that is not linked to a candidate or client is not published to colleagues. They see **Busy**.

Yena fails closed. If it cannot read a colleague's calendar completely, for example because that connection needs to be reconnected, every meeting of that colleague shows as **Busy** until it can.

## Interviews with several occurrences

For a recurring series, every occurrence is matched on its own. A candidate linked to one occurrence is not copied onto the others.

## If you disconnect your calendar

Disconnecting your calendar does not delete your CRM work.

* Meetings you linked to a candidate or client, and meetings with a type you set in Yena, stay in Yena. They are no longer synced. You can still edit or delete them in Yena, and they attach to the provider again when you reconnect and the meeting is still there.
* Imported meetings with no link and no type are removed from Yena.

## Attendees are not linked automatically

Yena no longer links a candidate just because their email is among the attendees. A link is something a person sets on purpose. The old "Sync Activities" button is gone with it.

## FAQ

> [accordion] The interview shows no candidate on my calendar.
>
> The person who booked it has not linked a candidate, or your calendar has not synced yet. Ask them to link the candidate on the event; your copy follows after the next sync.

> [accordion] Can a colleague see my private appointments?
>
> Not the details. An unlinked meeting appears to colleagues as **Busy**, with the time only.

> [accordion] Why is a colleague's whole day Busy?
>
> Their calendar connection may need to be reconnected, or Yena could not read it completely. Ask them to reconnect.


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