Interview Scheduler App Overview

Interview Scheduler

1. What it is

Interview Scheduler coordinates multi-round interviews across your recruiting team. It manages interviewer availability, sends scheduling links to candidates, collects structured feedback through scorecards, and tracks each candidate’s progress through a configurable interview workflow.

• Enablement: Interview Scheduler requires a license. An admin enables it from the Apps Marketplace, then configures it under the app’s Settings tab.
• What it is not: Interview Scheduler handles the interview process — scheduling, questions, and feedback. It does not manage job postings or the applicant pipeline (that is Job Board) or offer letters (that is Offer Manager).

2. Standing it up

1. Enable the app from the Apps Marketplace. Only admins and app-admins can access the Settings tab once it is on.
2. Go to Interview Scheduler → Settings. Set your default interview format (Phone, Video, In Person, or Hybrid), default duration, default timezone, and business hours. These defaults pre-fill every new interview so recruiters do not have to set them each time.
3. Go to Interview Scheduler → Availability. Each interviewer publishes their own open time slots here. Without published availability, the candidate self-scheduling flow has nothing to show — candidates open the link and see an empty calendar.
4. Go to Interview Scheduler → Scorecards. Create at least one feedback scorecard template. A default “General Interview Scorecard” is created automatically the first time the tab is opened, with five starter criteria (Technical Skills, Communication, Problem Solving, Cultural Fit, and Leadership Potential).
5. Optionally, go to Interview Scheduler → Questions and create a question bank. Questions can be grouped into question sets and auto-attached to new interviews via the Auto-attach default question set setting.
6. Grant access to the users who will schedule and conduct interviews. The app is visible to any user with access, but the Settings tab requires Admin or App Admin, and Analytics requires Manager or above.

Silent-until-paired: Self-scheduling links will not work until at least one assigned interviewer has published availability slots. The app warns the scheduler when this is the case, but the candidate receives no explanation — they just see an empty calendar.

3. How it fits together

The app has seven tabs: Interviews, View Pipeline (deep-link to Talent Hub), Self-Scheduling, Questions, Scorecards, Availability, and Settings (Admin / App Admin only). Phone-sized screens are redirected to a mobile-optimized view automatically.

Interviews are the core record. Each interview has a title, a candidate, a format (Phone / Video / In Person / Hybrid), a scheduled time, assigned interviewers, and optionally a question set and a scorecard template.

An interview starts as a Draft and moves through a lifecycle: Draft → Active (Scheduled or Confirmed) → Completed, Cancelled, or No Show. Drafts have relaxed validation — no time or meeting details are required — so a recruiter can build an interview incrementally or hand it to the candidate to schedule. A special derived state, Awaiting candidate, appears when a draft has a live self-scheduling link out with the candidate.

Video and hybrid interviews are auto-confirmed on activation because the meeting URL is already set. Phone and in-person interviews start as Scheduled and require manual confirmation.

Availability slots are the time windows an interviewer publishes as open for interviews. Each slot has a start and end time, a preferred format, and optional buffer times before and after. Slots can recur daily, weekly, or monthly. Slot duration must be at least 15 minutes and no more than 8 hours. When a candidate books a slot through a self-scheduling link, the slot is marked booked and tied to the interview.

Workflows define the stages a candidate goes through — for example, Phone Screening → Technical Interview → Behavioral Interview → Final Interview. Each stage specifies a default format and duration. The default workflow ships with four stages. Workflows are assigned at the job level, and Interview Scheduler suggests the next stage automatically when scheduling a new interview for a candidate.

For example, a candidate applying for a Product Manager role might move through: Phone Screening (30 min, phone) → Technical Interview (60 min, video) → Behavioral Interview (45 min, video) → Final Interview (60 min, in person). Each stage generates a separate interview record tied to the same workflow.

Scheduling links let the candidate pick their own time. The recruiter creates an interview (as a draft), assigns interviewers, and sends a scheduling link. The candidate opens the link, sees the interviewers’ published availability, and books a slot. The interview is then activated automatically. Links expire after a configurable number of days (default 7). A recruiter can switch a draft between self-scheduling and manual scheduling at any time without starting over — the Self-Scheduling tab tracks all outstanding links.

When multiple interviewers are assigned, the scheduler can request a panel view showing only the times when all requested interviewers are simultaneously free.

Question sets are reusable collections of interview questions. Questions belong to categories (Behavioral, Technical, Cultural, Situational, Competency), have a difficulty level (Easy, Medium, Hard), and carry an estimated time. Question sets can be attached to an interview, and AI can generate a draft set from a plain-language description (at least 10 characters). When Practice Hub is available, interviewers can Rehearse a question set — the AI plays the candidate. Question sets can also be exported to PDF.

Interview guides are structured playbooks for interviewers. Each guide has a type (General, Role Based, Stage Based, or Competency Based), a target role and department, and a curated sequence of questions. Guides are separate from question sets — a guide is a how-to-run-this-interview document, while a set is a reusable question pool.

Scorecards (feedback templates) standardize how interviewers evaluate candidates. Each scorecard has named criteria with weights and a rating scale (up to 10 points). The default scale is 1–5 (Poor through Excellent). When an interview is completed, each participant submits feedback through the scorecard, and the system computes an aggregate recommendation.

Panels support multi-interviewer sessions. A panel can be sequential (one interviewer at a time), parallel (all at once), or roundtable. The panel collects independent feedback from each member, then computes a consensus recommendation — aligned (more than 75% agree) or divided.

4. Running it

Scheduling an interview

1. Go to Interview Scheduler → Interviews and click Schedule Interview.
2. Select a candidate and job. The workflow stage is suggested automatically based on the candidate’s history.
3. Choose the scheduling mode: Candidate picks a time (self-scheduling) or I’ll pick a time (manual).
   • For self-scheduling, assign interviewers who have published availability. The link is emailed to the candidate automatically unless the Auto-email scheduling links setting is off.
   • For manual scheduling, pick a date and time. The system checks for conflicts with existing interviews and calendar events.
4. Optionally attach a question set and a scorecard template. If a default question set is configured, it is auto-attached.
5. Submit. The interview is created as a draft. Activate it when all details are complete — activation sends notifications to all participants.

Managing availability

1. Go to Interview Scheduler → Availability. Three views are available: My Availability (your own slots), Team (interviewers you have worked with), and All Interviewers (everyone in the business).
2. Add a slot by choosing a date, start time, end time, and preferred interview format. An All day option spans the full business hours.
3. Make a slot recurring by choosing Daily, Weekly, or Monthly and setting an end date. Daily recurrence can optionally skip weekends.
4. Slots with a booked interview cannot be deleted until the interview is cancelled.

Collecting feedback

1. After an interview is completed, each participant is prompted to submit feedback. The Require Feedback Submission setting (on by default) controls whether this is enforced.
2. Interviewers open the feedback form from the interview detail page. If a scorecard is attached, they rate each criterion on the configured scale and add comments.
3. Feedback can be saved as a draft before final submission. Submitted feedback can be retracted back to draft for editing.
4. The interview detail page shows each participant’s recommendation and an aggregate consensus.

Reviewing analytics

Go to Interview Scheduler → Analytics (requires Manager or above). The page shows question effectiveness ratings, question set performance, and an interviewer load table — how many upcoming interviews each interviewer has in the next 30 days, with an over-capacity warning based on the configured daily cap. Analytics can be exported as a PDF.

Calendar integration

When the Calendar app is enabled, scheduled interviews are automatically pushed to interviewers’ connected Google or Outlook calendars. Cancellation removes the calendar event. The Settings page shows whether the Calendar app is connected. Interviewers can also download an .ics file from any scheduled interview to add it to a calendar manually.

Candidate status automation

Interview Scheduler updates candidate pipeline status automatically. Scheduling an interview moves the candidate from Applied to Screening. Completing an interview moves them to Interviews in process or Interviewed (if all workflow stages are done). Cancelling the only completed interview reverts them to Screening.

5. Settings

All settings are at Interview Scheduler → Settings. Only Admin and App Admin roles can access this page.

Setting	Section	Default	What it changes
Default Interview Duration	Core Scheduling Configuration	60 minutes	Pre-selected duration on the new interview form
Default Interview Format	Core Scheduling Configuration	Video	Pre-selected format (Phone, Video, In Person, Hybrid)
Default Timezone	Core Scheduling Configuration	Eastern Time	Timezone applied to new interviews
Buffer Time Between Interviews	Core Scheduling Configuration	15 minutes	Minimum gap between consecutive interviews
Maximum Advance Booking	Core Scheduling Configuration	90 days	How far ahead an interview can be scheduled
Minimum Notice Hours	Core Scheduling Configuration	24 hours	Earliest an interview can be set from now; 0 allows last-minute scheduling. Skipped for candidate self-scheduled bookings
Max interviews per interviewer per day	Core Scheduling Configuration	5	Shows an over-capacity warning on the Analytics page when exceeded; 0 disables the warning
Business Hours Start	Calendar & Availability Settings	09:00	Start of available scheduling window
Business Hours End	Calendar & Availability Settings	17:00	End of available scheduling window
Business Days	Calendar & Availability Settings	Monday–Friday	Days of the week when interviews can be scheduled
Time Slot Interval	Calendar & Availability Settings	30 minutes	Granularity of the time picker
Enable Automated Reminders	Notification & Reminder Configuration	On	Sends automatic reminders before scheduled interviews. A daily job runs at 8 AM UTC and reminds for interviews in the next 24 hours
Reminder Schedule	Notification & Reminder Configuration	24 hours and 2 hours before	When reminders are sent relative to the interview
Notify When Interview Scheduled	Notification & Reminder Configuration	On	Emails candidate and participants when an interview is activated
Notify When Interview Cancelled	Notification & Reminder Configuration	On	Emails all participants when an interview is cancelled
Notify When Interview Rescheduled	Notification & Reminder Configuration	On	Emails all participants when the interview time changes
Notify When Feedback Submitted	Notification & Reminder Configuration	On	Emails when an interviewer submits feedback
Auto-attach default question set	Question Bank Defaults	Off	Automatically attaches the selected default question set to every new interview
Require Questions	Question Bank Defaults	Off	Blocks interview creation until at least one question is attached
Randomize questions by default	Question Bank Defaults	Off	Randomizes question order when a set is attached
Require Feedback Submission	Feedback & Evaluation Configuration	On	Marks feedback as required after an interview is completed
Feedback Deadline	Feedback & Evaluation Configuration	24 hours	Hours after completion within which feedback is expected
Enable Scheduling Links	Candidate Experience	On	Turns on the candidate self-scheduling flow
Scheduling Link Expiry	Candidate Experience	7 days	How long a self-scheduling link stays active
Auto-email scheduling links	Candidate Experience	On	Emails the scheduling link to the candidate automatically when one is created
Default Scheduling Mode	Candidate Experience	Candidate picks a time	Which side of the scheduling fork is pre-selected on the form

6. More help

• Interview Scheduler FAQ — specific setup and operating questions, limits, and troubleshooting.
• Interview Scheduler has a companion Guides tab for creating structured interview playbooks.
• Ask AI — the assistant answers questions about Interview Scheduler from these articles.