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Sometimes things change, and you may need to cancel or reschedule an interview. If none of the times you've offered work for the candidate, they can select "I’m not available within the options provided" on the interview invite. The Interviewer will get an email notifying them of this and can cancel the interview and offer new timeslots. 

In this article we will cover: 

• Canceling an Interview
• Rescheduling an Interview
• Related Topics

Canceling an Interview

To cancel an interview, locate the candidate with whom the interview is scheduled. You can do this by navigating to the job the interview is for.

Rescheduling an Interview

To reschedule an interview, you must first cancel the existing interview. 

Before scheduling, make sure the person you'd like to interview has been advanced to the In Progress stage. To get the most out of the scheduling tool, sync your calendar and configure your availability, buffer times, and video conferencing in your profile — these settings apply automatically every time you schedule.

From the candidate pipeline, navigate to the In Progress stage and click on the candidate you'd like to schedule an interview with.

Choose an Interview Format

Start by selecting the type of interview you'd like to schedule:

• One-on-One Interview — A single interviewer meets with the candidate.
• Panel Interview — Multiple interviewers meet with the candidate at the same time.

Note: Panel interviews are only available when at least one user has been assigned to the job's hiring team.

One-on-One Interviews

Next, choose how you'd like to schedule the interview:

• Send a Scheduling Link — Let the candidate choose a time based on the interviewer's availability. A synced calendar is required.
• Schedule Manually — Schedule a specific date and time or send the candidate several time options to choose from. A synced calendar is not required.

Choose Send a Scheduling Link when you want the candidate to select their own interview time based on the interviewer’s calendar availability.

Choose which availability you'd like to use:

• Use default availability — Uses the availability configured in the Interview Owner's profile.
• Set custom availability — Allows you to choose specific dates and time windows for this interview request.

Availability stays up to date after the request is sent. For example, if a new event is added to a connected calendar that conflicts with a previously available time, that time will no longer be offered to the candidate. You can also offer the same availability to multiple candidates, with times booked on a first-come, first-served basis.

Select the Interview Owner - this is who will conduct the interview. When offering times for the candidate to choose from, the Interview Owner’s time zone is used to display available times. Availability is determined based on the scheduling method — Send a Scheduling Link uses the Interview Owner’s connected calendar availability, while Send Several Times considers conflicts with interviews already scheduled in Hireology.

When you're ready, click Send Scheduling Link. The candidate will receive a unique link where they can select from the available interview times. The scheduling link expires after 14 days.

Choose Schedule Manually when you want to select the interview time options yourself. A synced calendar is not required.

You can schedule manually in two ways:

• Send a Confirmed Time — Select a specific date and time when the interview has already been agreed upon with the candidate.
• Send Several Times — Select multiple dates and times to offer the candidate and let them choose the option that works best for them. Once the candidate selects a time, the interview is confirmed. 

For either option, select the date(s) and time(s) you want to use or offer to the candidate.

By default, times that conflict with interviews already scheduled in Hireology are hidden. Select Show all times, including conflicts to view and select conflicting times if needed. For panel interviews, conflicts are checked for both the Interview Owner and Required Interviewers. Interviews where a user is an Optional Interviewer are not considered conflicts.

Keep in mind: Manual scheduling does not use availability from an interviewer's external calendar, even if they have a synced calendar. Only conflicts with interviews scheduled within Hireology are considered. If an interviewer has a connected calendar, the interview will still be added to their calendar once it is scheduled.

Regardless of how you choose to schedule, you'll configure the interview details, including:

• Duration — Choose how long the interview will last (15 min, 30 min, 45 min, 1 hr, 1.5 hrs, or 2 hrs).
• Interview Type — Select Phone, In Person, or Video.

Note: Video interviews require both a synced calendar and a connected video conferencing provider, regardless of how the interview is scheduled. Hireology will automatically generate and include the video meeting information.

Panel Interviews

After selecting a Panel Interview, follow the steps above and select to send a scheduling link or schedule manually. 

For a panel interview, select an Interview Owner and any additional interviewers who will participate.

The Interview Owner is the primary owner of the interview. Additional interviewers can be designated as:

• Required — Their availability is considered along with the Interview Owner's when determining available times or identifying conflicts.
• Optional — They are included on the interview and receive the calendar invite, but their availability is not considered when determining available times or conflicts.

Before sending or scheduling the interview, review the Candidate Notification and choose how you'd like to notify the candidate. COMING SOON: You can send an email, text message, or both. If you don't want to notify the candidate, leave both options unselected.

For email notifications, you can select a template, update the subject, and edit the message before sending. COMING SOON: For text message notifications, you can select a template and edit the message before sending.

When a candidate selects an interview time, they'll see a confirmation message and receive their interview confirmation through the same communication channel(s) used for the interview request. For example, if the request was sent by email and text, the confirmation will also be sent by email and text.

The confirmation email includes options for adding the interview to the candidate's calendar.

The interviewer will also receive an email confirmation of the confirmed interview. Interview participants with connected calendars will have the scheduled interview added to their calendars automatically.