This article is for administrators and staffing users.
Overview
Interview Scheduling lets administrators and staffing users schedule meetings for candidates in these stages:
- Recruiter Screen
- Schedule Phone Screen
- Schedule an Interview
You can also allow Standard Users to schedule interviews. For details, refer to Set up the interview scheduling feature in Recruiting for standard users.
For a quick overview, refer to Interview scheduling overview and resources.
Note: The Interview Scheduling feature must first be activated within your ATS before you can schedule meetings through the platform. If you have multiple ATS instances, Interview Scheduling must be activated in each ATS instance separately. For information on enabling the Interview Scheduling feature, see Enable interview scheduling in Recruiting.
Schedule an interview
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Go to People > Hiring > Applicant Tracking to open the Recruiting platform. The Applicant Tracking link will navigate you to the Home Dashboard in your Applicant Tracking System.
- Select the job title in which the candidate you are scheduling a meeting with has applied for.
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On the Candidate Breakdown screen, select the candidate name.
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Reach out to the candidate to find out when they are available for the meeting. You can use the email or text feature (if that is enabled on your account), from the candidate profile to message the candidate and gather their availability for a meeting.
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After you have confirmed a good day and time for the meeting with the candidate, based on the candidate stage, select Schedule a Phone Screen or Schedule an Interview.
In the Post a Comment pop-up, leave any notes about the action you are taking. These notes will appear in the Candidate Newsfeed to document the hiring history.
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Select Schedule Phone Screen or Schedule Interview.
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The Interview Scheduling screen displays. Select + Add Interviewer.
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In the Select Interviewers pop-up, select the interviewers for the first meeting and select Save.
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Add more meetings and specific interviewers for those meetings as needed.
Tip: Select the calendar icon to move meetings. You can also change the meeting length.
Example:
- Bugs Bunny meets with the candidate first.
- Donald Duck meets with the candidate second.
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Justin and Wayne then meet with the candidate together.
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Review availability. If there is a time conflict, Recruiting shows an exclamation mark (!).
Conflicting times appear in red. This means an interviewer has something else on their calendar at this time. You may need to reschedule the meeting or reach out to the interviewer to confirm that this time will work. The Interview Scheduling feature will allow you to move forward with scheduling the meeting even if there is a calendar time conflict.
If a calendar conflict is displayed, you can move the meeting block or adjust the Interview Start Time to resolve it.
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If Interview Rooms are set up, add a room to each meeting by selecting + Room. In the Rooms pop-up, select a Room for the meeting and select Save.
For additional information on Interview Rooms, refer to Set up interview rooms in Recruiting. -
If Interview Teams are set up, add a team to a meeting by selecting Load a Team. In the Teams pop-up, select a Team for the meeting and select Save. This replaces selecting individual interviewers for each meeting.
For additional information on Interview Teams, refer to Set up interview teams in Recruiting. - Select Next.
- Review the internal invitation templates and Scorecard options (if utilizing that feature).
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Select Schedule Interview or Schedule Phone Screen to send the emails internally.
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Select Invite the Candidate.
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In the Invite the Candidate email window, review the message and select Send Email Now.
This sends a confirmation email to the candidate verifying the date and time of the meeting, as well as any other additional details you would like to include. This email to the candidate will include an ics file so they can add it to their preferred calendar as well. For more information on ics files, refer to Work with ics Files for Calendar Invitations in Recruiting.
Edit and review details
Use this section to review scheduled meetings and check interviewer responses.
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Select the job title that contains the candidate you scheduled the meeting with.
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On the Candidate Breakdown screen, select the candidate name.
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On the Candidate Profile, to review the settings, select the elliptical dots () in the Phone Screen Scheduled or Interview Scheduled event in the Newsfeed. When selected, the meeting details will appear where you can make any necessary edits and select the Send Update button to update the calendar invite for everyone.
You can see which interviewers accepted the invitation. Candidates do not receive Accept or Decline options, so their responses do not appear here.
For more information on updating or rescheduling a meeting, please see Update or reschedule a phone screen or interview in Recruiting. - Go to the Home Dashboard to view scheduled phone screens and interviews. Candidates are color-coded to show meeting status. For details, refer to Interview scheduling status colors meaning in Recruiting.
Troubleshooting
- You see a conflict warning: Adjust the start time or meeting length until the conflict clears.
- An interviewer is missing: Confirm the user has access to Recruiting and a connected calendar.
- A room does not appear: Check that Interview Rooms are set up in Recruiting.
- A team does not appear: Check that Interview Teams are set up in Recruiting.
Watch the Interview Scheduling Video
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- administrator's guide for using interview scheduling in recruiting
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Updated: June 2nd, 2026 10320 views 1 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.