Setting up your calendar
Publish the times you interview so applicants can be booked in
There are two ways to take interviews: a group interview that many applicants are booked into, or 1-on-1 slots from your own availability. Most agencies run a standing group interview and use 1-on-1s around it.
Neither can be booked until you set it up.
Set up a group interview
- Go to Schedule and click Add, then choose Recruiting Group Interview.
- Give it a title. This is how you tell your sessions apart when you pick one to book someone into.
- Set the time, timezone, and duration.
- Add a location: your Zoom link, or an address.
- Save.
It's now an option every time someone schedules an interview.
Running it on a schedule
Set Repeat to weekly, every 2 weeks, daily, or monthly, and pick the days it runs on. Set an End Date if it should stop after a certain point, or leave it empty and it runs indefinitely. This is what most agencies do rather than creating a new event every week.
Cancel a group interview
- Open the interview on your calendar.
- Choose whether you're cancelling this occurrence or the whole series.
Anyone already booked keeps their interview
Cancelling a series does not wipe out sessions people are already booked into. Every future occurrence that still has applicants booked into it is kept, and stays on your calendar. What stops is new bookings: the series no longer appears as an option when you schedule someone.
If you need one of those kept sessions gone as well, cancel that occurrence on its own and rebook the people in it.
Set your 1-on-1 interview times
An availability window is a recurring block of time you're willing to interview in. It gets chopped into slots, and those slots are what you pick from when you book someone.
- Go to Schedule and click Add, then choose Recruiting Interview Availability.
- Set it up:
| Field | What to put |
|---|---|
| Repeat | Weekly, every 2 weeks, or a one-off |
| Days | The days of the week you interview |
| Window start / end | Earliest and latest you'll take an interview that day |
| Timezone | Yours. This keeps your times right when the applicant is in another state |
| Slot length | How long one interview runs: 15, 30, 45 minutes, or an hour |
| Buffer between slots | Dead time after each one so they don't run back to back |
| Location | Your Zoom link or an address |
- Save.
Set a daily cap if you don't want the window producing more than a few interviews a day. Leave it empty for no limit. You can also give the window a start and end date if it's only for a season.
Setting interview availability is a manager's job. If you don't see the option, you're not set up to run interviews.
Change or remove your 1-on-1 times
- Open the availability window on your calendar.
- Either edit it and save, or delete it:
- Delete occurrence removes that one day from the pattern.
- Delete series removes the whole window.
Interviews you've already booked are safe
Deleting availability only stops new bookings. Every interview already scheduled in those slots stays on the calendar, yours and the applicant's, and goes ahead as planned.
To stop interviewing on one day of the week, edit the window and untick that day rather than deleting occurrences one at a time.