Please note: This version of the feature is not available unless you have Candidate Pipeline turned on in the Preview Features tab. To turn on the new Candidate Pipeline experience, click here.
Interviewing candidates is an integral part of hiring. Once someone has applied, the clock is ticking to move them through the hiring process. Our interview scheduling tool provides a means to schedule and track interviews in a repeatable manner.
In this article, we will cover:
- Configuring Your Availability
- Scheduling an Interview
- Bulk Interview Requests
- Interview Confirmation
- Related Topics
Configuring Your Availability
Your scheduling availability is built around settings you configure in your profile. These apply automatically every time you send an interview request — individually or in bulk. Only calendar sync is required to start scheduling; the rest is optional but recommended.
Navigate to personal settings and select Calendar Sync.
Connect Your Calendar(s)
Syncing your calendar is required to use availability-based scheduling.
After clicking Connect Calendar, follow the on-screen prompts to sync your calendar provider. Supported providers include Apple/iCloud, Google, Office 365, Exchange, and Outlook.
You can connect more than one calendar — work, personal, or additional accounts.
Hireology checks availability across all connected calendars, so candidates are never offered a time that's blocked on a calendar you weren't showing before.
If you have multiple calendars connected, you can control which ones are factored into your available booking slots. For example, if calendars A, B, and C are all synced — so that interview events are sent to all three — you can choose to have only B and C influence when candidates can book, leaving A's events out of the availability calculation.
Connect Video Conferencing
Connect Zoom, Microsoft Teams, or Google Meet once and a unique meeting link is generated and included in every invite automatically — no manual steps at send time. Before connecting a video conferencing provider, make sure at least one calendar has already been synced.
Follow the on-screen prompts to authorize and finish syncing your provider.
Need to use a different provider? You can disconnect your current provider and connect a new one from the same page.
Set Your Availability Window
Define custom availability windows and interview buffers directly in your profile settings. Set the days, hours, advance notice required, and how far out candidates can book.
Configure buffer time before or after interviews so back-to-back slots are never offered.
Both settings are applied to every scheduling link automatically once saved.
You can also configure availability blocks by toggling on the feature.
Times shown in green are available; white slots are unavailable. Hover over a time and click or drag to remove multiple times at once. Blocked times will not be offered to candidates when they schedule interviews.
To set your availability, make sure your time zone is correct, then select Save Availability at the bottom of the screen to lock in your changes.
Scheduling an 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.
Click Schedule an Interview
You'll first select the details for your interview:
- Duration — 15 min, 30 min, 45 min, 1 hr, 1.5 hrs, or 2 hrs
- Interview type — Phone, In Person, or Video
There are two ways to schedule an interview in Hireology:
- Send a scheduling link
- Send a confirmed time
Send a Scheduling Link
Use this option when you want the candidate to choose their own time from your available slots.
Click Send a Scheduling Link
Select the interviewer.
Choose to use your default availability or set a custom availability window for this request.
Review the confirmation email the candidate will receive and make any edits.
Click Schedule, and the candidate will receive a link to select their preferred time from your open slots. If you've connected a video platform in your profile, a unique meeting link is generated and included automatically.
The candidate will receive an email with a link to select their preferred interview time. This invitation will expire for the applicant in 7 days.
Send a Confirmed Time
Use this option when you already have a time in mind and just need the candidate to confirm it.
Click Send a Confirmed Time
- Select the interviewer.
- Choose the date and time for the interview. If the interviewer has a synced calendar, conflicting slots will be unavailable to select.
- Review the confirmation email the candidate will receive, make any edits, and click Schedule.
When your calendar is synced, changes in your availability will be reflected in time-slots the candidate can choose. For example, if you offered interview time-slots to a candidate but later added a meeting to your calendar that conflicted with some of the time-slots, the candidate's options would be updated to only reflect the time-slots for your new availability. Similarly, you can offer the same list of dates and times to multiple candidates who will be able to choose their time-slot on a first-come, first-serve basis.
When a candidate selects an interview time and clicks “Confirm Interview”, they will be presented with a success message and confirmation email.
The email includes a calendar invite so the candidate can add the time to their calendar.
The Interviewer will also receive an email confirmation of the confirmed interview.
Bulk Interview Requests
If you're working through a high-volume pipeline, you can send interview requests to multiple candidates in a single action rather than one at a time. Each candidate receives their own individual invite and books their own time slot.
Go to the candidate pipeline and navigate to the In Progress step.
Select the candidates you want to invite. All selected candidates must be in the same hiring step — if they aren't, move them before sending.
Choose Request Interviews from the bulk actions menu.
Choose how you’d like to schedule:
- Send a scheduling link — Pulls from your configured availability automatically. Candidates receive a link to choose their own time.
- Select times to send — Choose specific times to offer candidates directly.
Select Send Interview Requests to send.
Interview Confirmation
When scheduling by sending general availability or sending specific times, when candidate selects a time the hiring manager will receive a confirmation email letting them know that the interview is scheduled. If their calendar is syn'd they will also see the interview details on their sync'd calendar.
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