Interview scheduling typically involves multiple steps, people and lots of email threads. This workflow template handles it all. From collecting available slots from hiring managers to prompting candidates to choose a time and sending automated invites and reminders, it eliminates friction from start to finish.
How it works:
- Time suggestion request: The hiring manager receives a form to suggest three available time slots and location (online/in-person).
- Candidate selection: The candidate gets an email/SMS with the suggested times and a form to choose their preferred slot.
- Conflict handling: If none of the suggested times work, the recruiter is notified with the candidate’s availability to coordinate a new time.
- Calendar invite: Once a slot is selected, calendar invites are automatically sent to all interview participants.
- Confirmation emails/SMS: The candidate receives confirmation by email and SMS with the interview details.
- Reminder: A reminder is sent to the candidate ahead of the interview.
- Post-interview assessment: The hiring manager is automatically sent a form to complete a candidate assessment.
- Internal notification: Recruiters are informed once the assessment is submitted.
Want to enhance your process?
Enhance control and coordination by adding an approval step for final slot confirmation. This is especially useful when interviews involve multiple panel members, senior leaders or cross-functional stakeholders. It ensures everyone agrees on the selected time before the invite is sent, helping to avoid scheduling conflicts and last-minute changes.
Why use this workflow template?
- Save time: Automates back and forth scheduling and confirmations.
- Eliminate errors: Ensures all participants receive correct and consistent details.
- Stay organised: All steps are tracked and logged.
- Boost candidate experience: Clear and timely communication throughout.
- Improve collaboration: Keeps hiring managers, recruiters and candidates aligned.
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