HR Recruitment Interview Scheduling

Key points

• • Allow job applicants to book their own interview slots online instead of email back-and-forth.

• • Send personalised links with tracking codes so candidates can view availability and choose suitable times.

• • Automatically link calendar events to applicant records in the recruitment system.

• • Track all interview appointments centrally in one place.

Key points

• • Save time coordinating interview schedules — candidates self-schedule instead of back-and-forth emails.

• • Reduce manual work and provide professional self-service booking experience.

• • Booking links with tracking codes auto-link calendar events to the applicant record.

• • Support multi-round interviews with separate appointment types per round.

• • Automatically send invitations when candidates reach the interview stage.

Key points

• • Recruitment app installed and configured.

• • Appointment app installed and configured.

• • At least one appointment type set up for interviews.

• • Job positions and applicants in your recruitment pipeline.

Steps

• 1. Create interview appointment type at Appointment → Configuration → Appointment Types.

• 2. Click Create and set name like "Job Interviews" or similar.

• 3. Configure duration (typically 30-60 minutes).

• 4. Add staff members who conduct interviews.

• 5. Set available time slots.

• 6. Click Save.

Steps

• 1. Go to Recruitment → Configuration → Stages.

• 2. Edit the stage where you schedule interviews (e.g. "First Interview").

• 3. Set Appointment Type field to your interview appointment type.

• 4. This enables automatic email sending when applicants reach this stage.

Sending methods

Steps

• 1. Receive email: Professional invitation with company branding and clear call-to-action button.

• 2. Click booking link: Opens public booking page (no login required).

• 3. Select time slot: View calendar with available times, filter by date range.

• 4. Fill details: Name (pre-filled if available), email, phone number and notes (optional).

• 5. Confirm booking: Review selected time and submit.

• 6. Receive confirmation: Automatic email with date/time, duration, interviewer name, .ics file and reschedule/cancel options.

Key points

• • From applicant record: Open applicant in Recruitment app → click Meetings smart button (top right) → see all interviews.

• • From Calendar app: Open Calendar → view all appointments including interviews → filter by appointment type if needed.

• • From Appointment app: Open Appointment → Appointments → All Appointments → filter by interview appointment type.

Key points

• • If you need to reschedule: Open calendar event → Edit → change date/time → Save → applicant receives update notification.

• • If applicant needs to reschedule: They can use the reschedule link in confirmation email or contact you for a new booking link.

Steps

• 1. Open the calendar event.

• 2. Click Delete or Cancel.

• 3. Confirm cancellation.

• 4. Applicant receives cancellation notification.

• 5. Applicant record remains linked to cancelled event for tracking purposes.

Key points

• • Setting up availability: Block out lunch breaks and personal time, leave buffer time between interviews (15-30 minutes).

• • Use employee schedules: Enable "Employee Schedule" option so system automatically respects work hours and time off.

• • Customize emails: Add company branding, interview content, format (video/phone/in-person), preparation instructions.

• • Tracking and follow-up: Use recruitment stages to track progress, log when invitations sent and record feedback after meetings.

Solutions by scenario

Key points

• • Speed up scheduling: Create email template shortcuts for common scenarios, set default appointment types for different positions.

• • Improve candidate experience: Keep booking process simple, provide clear instructions, send reminder emails 24 hours before.

• • Track metrics: Monitor time from invitation to booking, track no-show rates, measure time-to-hire improvements.

• • Integrate workflow: Link appointment types to specific job positions, use tags to categorize, create reports on interview volume.

FAQ

Common issues