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Best Practices for Adding Office Addresses to On-Site Interview Invitations

  • October 15, 2026
  • 1 reply
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Hi Eightfold Community!

We're currently facing some challenges with including office addresses in the interview invitations sent to candidates for on-site interviews, and I'd love to hear how other customers are handling this.

Ideally, we'd like to find a way to automatically populate the correct office address in the invitation, rather than having to manually add it each time.

I'm curious to know:

  • Is there a variable or merge field available in Eightfold that can dynamically pull the office address into interview invitations?
  • How are other customers managing this, especially when dealing with multiple office locations?
  • Have you found any workarounds or best practices to make this process more efficient?

I'd really appreciate hearing how others have approached this and whether you've found a solution that works well.

Thanks in advance for sharing your experiences and insights!

Best answer by dkreiger

Hi ​@mfonsecafanaya The Short answer is, Eightfold does have scheduling location variables, but they are not the same as an automatic “office address from the requisition/office record” merge field.

The main supported scheduling variables are:

  • {{meetingLocationValue}} — displays the meeting location that was added/selected during scheduling.
  • {{meetingLocationType}} — displays the type of meeting location.
  • {{meetingAgenda}} — often includes the interview details/agenda and may include location depending on configuration/template setup. The Scheduling Functional Guide lists {{meetingLocationValue}} as “the meeting location” and confirms these scheduling variables are available for scheduling emails and calendar invites.

 

What this means in practice

If the scheduler manually enters or selects the office/location during the scheduling flow, {{meetingLocationValue}} can be used to surface that value in the invite body/email content. However, I did not find evidence of a standard out-of-the-box variable that automatically looks up the correct full office address from the position/requisition office field and inserts it into the invite without the scheduler selecting/entering that meeting location.

This exact gap has come up with other customers. For example, another customer has asked to include an onsite interview address in scheduling confirmation emails and calendar invites where the location address already existed in req data; the note says {{meetingLocationValue}} picks the location added in the scheduling wizard, but auto-populating from a position/store location would require additional development/enhancement work. Another customer had a very similar request around using job/location variables in the Scheduling Template “Add Location” field; custom variables like job_location_full and job_location_city were explored, but custom template variables were noted as supported for email communications rather than being saved into calendar event entities/invites in the way they needed.
 

How other customers are handling multiple office locations

The patterns I’d recommend are:

  1. Use the scheduling location field as the source of truth for the invite
    • Have schedulers select or enter the correct onsite address/location during scheduling.
    • Include {{meetingLocationValue}} in the candidate-facing invite/email template so the selected location appears consistently.
  2. Create location- or region-specific scheduling templates
    • For high-volume or recurring onsite locations, create templates by office/region/interview type so schedulers are not starting from scratch every time.
    • Scheduling templates can define interview details, conferencing, feedback forms, and locations/rooms, and can be company-wide or personal.
  3. Use Scheduling Rooms if the need is room/location selection
    • Eightfold supports a room-selection setup where room options can populate based on the company building layout via API, and when selected, the room can be automatically booked for the interview date/time.
    • This is more about rooms/buildings and calendar booking than a generic office-address merge field, but it can help customers with many physical locations.
  4. If the office address equals the job/position location, consider a custom variable for email body only
    • Some customers have explored custom variables such as job_location_full or job_location_city to pull position location into communications.
    • The caveat: those may work in email/template text, but may not reliably populate the actual calendar invite location field or meeting entity unless product/config supports that specific use case.

 

Suggested best-practice workaround

For now, I’d suggest a combination of:

  • Add {{meetingLocationValue}} to the candidate email/calendar invite body.
  • Standardize location entry with a clear scheduling SOP.
  • Create one template per major office/location where volume justifies it.
  • If using conference rooms, evaluate the Scheduling Rooms configuration/API setup.
  • If your office address already exists on the requisition and you need it to auto-populate the invite without manual selection, treat that as an enhancement/product request rather than a currently standard merge-field capability.
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1 reply

dkreiger
Community Manager
  • dkreigerCommunity Manager
  • Community Manager
  • Answer
  • October 15, 2026

Hi ​@mfonsecafanaya The Short answer is, Eightfold does have scheduling location variables, but they are not the same as an automatic “office address from the requisition/office record” merge field.

The main supported scheduling variables are:

  • {{meetingLocationValue}} — displays the meeting location that was added/selected during scheduling.
  • {{meetingLocationType}} — displays the type of meeting location.
  • {{meetingAgenda}} — often includes the interview details/agenda and may include location depending on configuration/template setup. The Scheduling Functional Guide lists {{meetingLocationValue}} as “the meeting location” and confirms these scheduling variables are available for scheduling emails and calendar invites.

 

What this means in practice

If the scheduler manually enters or selects the office/location during the scheduling flow, {{meetingLocationValue}} can be used to surface that value in the invite body/email content. However, I did not find evidence of a standard out-of-the-box variable that automatically looks up the correct full office address from the position/requisition office field and inserts it into the invite without the scheduler selecting/entering that meeting location.

This exact gap has come up with other customers. For example, another customer has asked to include an onsite interview address in scheduling confirmation emails and calendar invites where the location address already existed in req data; the note says {{meetingLocationValue}} picks the location added in the scheduling wizard, but auto-populating from a position/store location would require additional development/enhancement work. Another customer had a very similar request around using job/location variables in the Scheduling Template “Add Location” field; custom variables like job_location_full and job_location_city were explored, but custom template variables were noted as supported for email communications rather than being saved into calendar event entities/invites in the way they needed.
 

How other customers are handling multiple office locations

The patterns I’d recommend are:

  1. Use the scheduling location field as the source of truth for the invite
    • Have schedulers select or enter the correct onsite address/location during scheduling.
    • Include {{meetingLocationValue}} in the candidate-facing invite/email template so the selected location appears consistently.
  2. Create location- or region-specific scheduling templates
    • For high-volume or recurring onsite locations, create templates by office/region/interview type so schedulers are not starting from scratch every time.
    • Scheduling templates can define interview details, conferencing, feedback forms, and locations/rooms, and can be company-wide or personal.
  3. Use Scheduling Rooms if the need is room/location selection
    • Eightfold supports a room-selection setup where room options can populate based on the company building layout via API, and when selected, the room can be automatically booked for the interview date/time.
    • This is more about rooms/buildings and calendar booking than a generic office-address merge field, but it can help customers with many physical locations.
  4. If the office address equals the job/position location, consider a custom variable for email body only
    • Some customers have explored custom variables such as job_location_full or job_location_city to pull position location into communications.
    • The caveat: those may work in email/template text, but may not reliably populate the actual calendar invite location field or meeting entity unless product/config supports that specific use case.

 

Suggested best-practice workaround

For now, I’d suggest a combination of:

  • Add {{meetingLocationValue}} to the candidate email/calendar invite body.
  • Standardize location entry with a clear scheduling SOP.
  • Create one template per major office/location where volume justifies it.
  • If using conference rooms, evaluate the Scheduling Rooms configuration/API setup.
  • If your office address already exists on the requisition and you need it to auto-populate the invite without manual selection, treat that as an enhancement/product request rather than a currently standard merge-field capability.
Eightfold Community Manager
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