Interview Scheduler App Overview

Streamline your entire interview process with intelligent scheduling that eliminates coordination headaches, creates exceptional candidate experiences, and empowers hiring teams with structured workflows, question banks, and comprehensive feedback collection.

---

What is the Interview Scheduler App?

The Interview Scheduler App transforms how organizations coordinate and manage candidate interviews. From initial phone screens to final leadership rounds, the app provides a complete toolkit for scheduling, conducting, and evaluating interviews at every stage of the hiring process.

Core Value Proposition:

• 🚀 Eliminate Coordination Overhead — Replace back-and-forth emails with self-scheduling links
• 📅 Smart Availability Management — Set interviewer availability once, use it across all candidates
• 🎯 Structured Interview Workflows — Define multi-stage processes tailored to each role
• 📝 Consistent Evaluation — Use question banks and feedback forms for fair, thorough assessments
• 🔗 Seamless Integration — Sync with external calendars and connect to the recruiting pipeline

---

How It Works

Interview Scheduling Flow

┌─────────────────────────────────────────────────────────────────────────────────┐
│                           INTERVIEW SCHEDULING JOURNEY                          │
├─────────────────────────────────────────────────────────────────────────────────┤
│                                                                                 │
│    ┌────────────────┐    ┌────────────────┐    ┌────────────────┐              │
│    │   RECRUITER    │    │   SELF-SERVICE │    │    DIRECT      │              │
│    │   SCHEDULES    │    │   SCHEDULING   │    │   SCHEDULING   │              │
│    │   INTERVIEW    │    │     LINK       │    │  (Recruiter)   │              │
│    └───────┬────────┘    └───────┬────────┘    └───────┬────────┘              │
│            │                     │                     │                        │
│            │                     ▼                     │                        │
│            │             ┌────────────────┐            │                        │
│            │             │  CANDIDATE     │            │                        │
│            │             │  PICKS TIME    │            │                        │
│            │             └───────┬────────┘            │                        │
│            │                     │                     │                        │
│            └─────────────────────┼─────────────────────┘                        │
│                                  ▼                                              │
│                          ┌────────────────┐                                     │
│                          │   INTERVIEW    │                                     │
│                          │   SCHEDULED    │                                     │
│                          └───────┬────────┘                                     │
│                                  │                                              │
│         ┌────────────────────────┼────────────────────────┐                     │
│         ▼                        ▼                        ▼                     │
│  ┌─────────────┐         ┌─────────────┐         ┌─────────────┐               │
│  │  Calendar   │         │   Email +   │         │  Candidate  │               │
│  │  Sync       │         │   Reminders │         │   Portal    │               │
│  │  (ICS/API)  │         │   (+ SMS)   │         │   View      │               │
│  └─────────────┘         └─────────────┘         └─────────────┘               │
│                                  │                                              │
│                                  ▼                                              │
│                          ┌────────────────┐                                     │
│                          │   INTERVIEW    │                                     │
│                          │  CONDUCTED     │                                     │
│                          └───────┬────────┘                                     │
│                                  │                                              │
│                                  ▼                                              │
│                          ┌────────────────┐                                     │
│                          │   FEEDBACK     │──▶ Candidate Pipeline Update        │
│                          │   COLLECTED    │──▶ Next Interview Scheduled         │
│                          └────────────────┘──▶ Hiring Decision                  │
│                                                                                 │
└─────────────────────────────────────────────────────────────────────────────────┘

Integration Ecosystem

                              ┌─────────────────────┐
                              │ INTERVIEW SCHEDULER │
                              └──────────┬──────────┘
                                         │
         ┌───────────────┬───────────────┼───────────────┬───────────────┐
         │               │               │               │               │
         ▼               ▼               ▼               ▼               ▼
   ┌───────────┐   ┌───────────┐   ┌───────────┐   ┌───────────┐   ┌───────────┐
   │ JOB BOARD │   │ CALENDAR  │   │  TALENT   │   │RECRUITING │   │  ASK AI   │
   │           │   │  (G/O365) │   │    HUB    │   │   AGENT   │   │           │
   └─────┬─────┘   └─────┬─────┘   └─────┬─────┘   └─────┬─────┘   └─────┬─────┘
         │               │               │               │               │
         ▼               ▼               ▼               ▼               ▼
   ┌───────────┐   ┌───────────┐   ┌───────────┐   ┌───────────┐   ┌───────────┐
   │ Candidate │   │ Sync to   │   │ Interview │   │ AI-Powered│   │ Chat-Based│
   │ + Job     │   │ External  │   │ Analytics │   │ Scheduling│   │ Schedule  │
   │ Context   │   │ Calendars │   │ & Metrics │   │   Tool    │   │ Queries   │
   └───────────┘   └───────────┘   └───────────┘   └───────────┘   └───────────┘

---

Key Features

📅 Interview Management

Create, schedule, and track interviews through their complete lifecycle.

Feature	Description
Draft Workflow	Step-by-step interview creation—add details progressively before activating
Interview Types	Phone, Video, In-Person, or Hybrid formats
Status Tracking	Scheduled → Confirmed → Completed (or Cancelled/No-Show)
List & Calendar Views	Toggle between table list and full calendar visualization
Bulk Filtering	Filter by status, type, date range, or interviewer
Search	Find interviews by title, description, or candidate name

Interview Statuses:

• 🔵 Scheduled — Interview created, awaiting confirmation
• 🟢 Confirmed — All parties confirmed attendance
• ✅ Completed — Interview conducted successfully
• 🔴 Cancelled — Interview cancelled before occurring
• ⚫ No-Show — Candidate or interviewer did not attend

Use Case: A recruiter creates a draft interview, assigns interviewers, adds questions from the question bank, sets the time, and then activates it—sending automatic notifications to everyone involved.

---

🔗 Self-Scheduling Links

Empower candidates to book their own interview times from available slots.

┌──────────────────────────────────────────────────────────────────────┐
│                    SELF-SCHEDULING FLOW                              │
├──────────────────────────────────────────────────────────────────────┤
│                                                                      │
│  ┌─────────────┐    ┌─────────────┐    ┌─────────────┐              │
│  │  CREATE     │───▶│   SHARE     │───▶│  CANDIDATE  │              │
│  │  LINK       │    │   URL       │    │   BOOKS     │              │
│  └─────────────┘    └─────────────┘    └──────┬──────┘              │
│                                               │                      │
│                                               ▼                      │
│                     ┌────────────────────────────────────────┐      │
│                     │         BOOKING OUTCOMES               │      │
│                     ├────────────────────────────────────────┤      │
│                     │  ✓ Interview auto-created              │      │
│                     │  ✓ Slot marked as booked               │      │
│                     │  ✓ Notifications sent (Email + SMS)    │      │
│                     │  ✓ Calendar events created             │      │
│                     │  ✓ Link marked completed               │      │
│                     └────────────────────────────────────────┘      │
│                                                                      │
└──────────────────────────────────────────────────────────────────────┘

Feature	Description
Secure Token URLs	Unique, secure links for each candidate
Expiration Control	Auto-expire links after configurable days (default: 7)
Interviewer Assignment	Assign one or more interviewers whose availability determines slots
Interview Type Filtering	Only show slots matching the required interview format
Timezone Intelligence	Automatic timezone detection and conversion
Regenerate Links	Create new URL if original was compromised
Cancel/Reschedule	Candidates can reschedule directly from confirmation page

Use Case: After qualifying a candidate, the recruiter creates a scheduling link and emails it. The candidate clicks the link, sees available times in their timezone, picks a slot, and the interview is automatically created—no back-and-forth required.

---

⏰ Interviewer Availability

Manage when interviewers are available for interviews.

Feature	Description
Availability Blocks	Set specific time ranges when available for interviews
Bulk Creation	Create availability for multiple days at once (Mon/Wed/Fri pattern)
Timezone Support	Availability saved in interviewer’s timezone
Buffer Time	Configurable buffer before/after each interview
Job-Specific Slots	Optionally restrict availability to specific positions
Preferred Interview Type	Mark slots for phone, video, or in-person

My Availability vs. All Availability:

• My Availability — View/manage your own slots (available to all users)
• All Availability — View/manage team availability (managers and above)

Use Case: A hiring manager sets their availability for the next two weeks—9 AM to 5 PM on Monday, Wednesday, and Friday. All scheduling links for their team now show those slots to candidates.

---

🎯 Interview Workflows

Define multi-stage interview processes tailored to each role.

Feature	Description
Custom Stages	Define any number of interview stages
Stage Details	Name, description, interview type, duration, display color
Stage Order	Drag-and-drop reordering of stages
Default Workflow	One workflow marked as default for new interviews
Job Association	Assign workflows to specific jobs or use for all jobs
Duplicate Workflow	Copy existing workflows as starting point

Default Workflow Stages:

1. 📞 Phone Screening — 30 min, Phone
2. 💻 Technical Interview — 60 min, Video
3. 🤝 Behavioral Interview — 45 min, Video
4. 🏢 Final Interview — 60 min, In-Person

Use Case: The engineering team creates a custom workflow with a coding assessment stage. When scheduling interviews for engineering roles, this workflow automatically suggests the correct sequence of interviews.

---

📝 Question Bank

Build a library of interview questions for consistent, structured interviews.

Feature	Description
Question Library	Centralized repository of all interview questions
Categories	Behavioral, Technical, Situational, and custom categories
Difficulty Levels	Easy, Medium, Hard classification
Question Types	Open-ended, Scenario, Technical Challenge
Estimated Time	Track expected time per question
Target Roles	Associate questions with specific job families
Follow-up Questions	Suggested probe questions
Skills Assessed	Map questions to competencies

Question Sets:

Feature	Description
Grouped Questions	Bundle related questions into reusable sets
Role-Based Sets	Create sets for specific positions
Randomization	Optionally randomize question order
Duration Tracking	Recommended time for entire set
Template Sets	Share sets across your organization

Industry Templates: Pre-built question sets for Technology, Healthcare, Retail, and General industries.

Use Case: HR creates a “Senior Engineer Technical Screen” question set with 8 questions covering system design, coding, and problem-solving. Interviewers can attach this set to any engineering interview for consistency.

---

⭐ Feedback Collection

Capture structured evaluations from every interview.

Feature	Description
Overall Rating	Excellent, Good, Average, Poor, Not Recommended
Recommendation	Hire, No Hire, Maybe, Next Round
Skill Scores	Technical, Communication, Cultural Fit (1-10 scale)
Summary Comments	Free-text detailed feedback
Deadline Tracking	Configurable feedback deadline (default: 24 hours)
Feedback Status	Track who has and hasn’t submitted feedback
Required Feedback	Optionally require feedback before proceeding

Feedback Workflow:

1. Interview marked as Completed
2. Participants receive Feedback Requested email
3. Each participant submits their feedback
4. Hiring manager reviews consolidated feedback
5. Decision made on next steps

Use Case: After a panel interview, all three interviewers receive feedback request emails. The recruiter dashboard shows one pending feedback until all three submit, then displays the aggregate scores.

---

🔔 Notifications & Reminders

Keep everyone informed throughout the interview lifecycle.

Notification Type	Recipients	Trigger
Interview Scheduled	Candidate + Interviewers	When interview is created/activated
Interview Confirmed	Candidate + Interviewers	When confirmed by participant
Interview Reminder	Candidate + Interviewers	Configurable hours before (1, 2, 6, 12, 24)
Interview Rescheduled	Candidate + Interviewers	When time is changed
Interview Cancelled	Candidate + Interviewers	When interview is cancelled
Feedback Requested	Interviewers	After interview is completed
Feedback Submitted	Hiring Manager + Recruiter	When interviewer submits feedback
Participant Invited	New Interviewers	When added to existing interview
Participant Declined	Organizer	When interviewer declines

Notification Features:

• 📧 Email — Professional HTML emails with all details
• 📱 SMS — Optional SMS notifications for candidates
• 📅 ICS Attachments — One-click calendar add for all emails
• ⏰ Smart Reminders — Configurable reminder timing

---

📊 Calendar Integration

Sync interviews with external calendar systems.

Integration	Capabilities
Google Calendar	Create, update, delete events; attendee management
Outlook/Office 365	Full bi-directional sync
ICS Files	Universal calendar attachments in all emails
Conflict Detection	Check availability before scheduling

Calendar Features:

• Automatic event creation when interview is scheduled
• Updates pushed when interview is rescheduled
• Cancellation events to remove from calendars
• Attendee invitation with response tracking

---

🤖 AI & Recruiting Agent

Leverage AI-powered capabilities for smarter scheduling.

Feature	Description
Interview Scheduling Tool	AI agent can find optimal times across calendars
Natural Language Scheduling	“Schedule a phone screen with Sarah for next week”
Context-Aware Suggestions	AI considers candidate stage and job requirements
Calendar Intelligence	Finds mutual availability across participants

---

⚙️ Settings & Configuration

Comprehensive configuration options for administrators.

Setting Category	Options
Core Scheduling	Default duration, interview type, timezone
Availability	Business hours, business days, time slot intervals
Booking Rules	Minimum notice hours, advance booking days limit, buffer time
Notifications	Reminder timing, recipients, enabled notifications
Question Bank	Default question set, require questions, randomization
Feedback	Required feedback, deadline hours, require rating/recommendation
Scheduling Links	Enable/disable, expiry days

Sample Data:
Load industry-specific sample data (General, Technology, Healthcare, Retail) for testing and onboarding. Includes sample questions, question sets, interviews, availability blocks, and scheduling links.

---

User Roles & Permissions

Role	Capabilities
Employee/Interviewer	View assigned interviews, manage own availability, submit feedback for interviews they participated in
Manager	All interviewer capabilities + create scheduling links, view team availability, manage interview workflows, view team interviews
HR/Recruiter	All manager capabilities + manage all interviews, access candidate pipeline, bulk scheduling operations
Admin	Full access including settings, sample data management, workflow configuration, analytics

Permission Details:

Action	Employee	Manager	HR/Admin
View own interviews	✅	✅	✅
Submit feedback	✅	✅	✅
Manage own availability	✅	✅	✅
View team availability	❌	✅	✅
Create scheduling links	❌	✅	✅
Manage workflows	❌	✅	✅
Access settings	❌	❌	✅
Load sample data	❌	❌	✅

---

Getting Started

For Interviewers

1. Navigate to Apps → Interview Scheduler
2. Go to Availability → My Availability to set your available times
3. Create availability blocks for the next 1-2 weeks
4. When assigned to interviews, you’ll receive email notifications
5. After completing interviews, submit feedback promptly (within 24 hours)

For Recruiters & Hiring Managers

1. Navigate to Apps → Interview Scheduler
2. Review the Candidates tab to see who needs interviews scheduled
3. For candidates ready to interview:
   • Option A: Create a Scheduling Link and send to candidate
   • Option B: Directly schedule by clicking Schedule Interview
4. Monitor the Interviews tab for upcoming and pending interviews
5. Review feedback as it comes in after completed interviews
6. Access Workflows to customize interview stages for your roles

For Administrators

1. Go to Settings to configure Interview Scheduler options
2. Set up default business hours and timezone
3. Configure notification preferences (reminder timing, recipients)
4. Enable or disable scheduling links
5. Set feedback requirements (required, deadline)
6. Create Interview Workflows for different role types
7. Build the Question Bank with your organization’s questions
8. Optionally Load Sample Data for testing

---

Best Practices

For Interviewers

• ✅ Set availability 1-2 weeks in advance so candidates have options
• ✅ Use buffer time (15 min) between interviews for notes and breaks
• ✅ Submit feedback within 24 hours while details are fresh
• ✅ Use the question bank for consistent, structured interviews
• ✅ Confirm interviews promptly when assigned

For Recruiters

• ✅ Use scheduling links whenever possible to reduce coordination time
• ✅ Set appropriate expiration dates for scheduling links (7 days is ideal)
• ✅ Ensure interviewers have availability set up before creating links
• ✅ Use interview workflows to standardize your process
• ✅ Monitor the Candidates tab regularly for scheduling needs

For Administrators

• ✅ Configure business hours to match your organization’s schedule
• ✅ Set minimum notice hours (24h recommended) to give candidates prep time
• ✅ Enable reminders at 24 hours and 2 hours before
• ✅ Create question sets for each major role family
• ✅ Define workflows for different hiring processes (engineering, sales, etc.)
• ✅ Review feedback completion rates to identify bottlenecks

---

Frequently Asked Questions

Q: How do self-scheduling links work?
A: When you create a scheduling link, the system generates a unique, secure URL for the candidate. The link shows available time slots based on the assigned interviewers’ availability. When the candidate selects a slot, an interview is automatically created, notifications are sent to all parties, and calendar events are generated. Links expire after a configurable number of days (default: 7 days).

Q: Can candidates reschedule their own interviews?
A: Yes. After booking through a self-scheduling link, candidates receive a confirmation page and email with options to reschedule or cancel. They can select a new time from remaining available slots without needing to contact the recruiter.

Q: What happens if an interviewer hasn’t set up their availability?
A: If no availability blocks exist for the assigned interviewers, the self-scheduling link will show “No available slots” to candidates. Ensure interviewers set their availability before creating scheduling links. Administrators can view all team availability from the Availability tab to identify gaps.

Q: How is feedback collected after interviews?
A: When an interview is marked as “Completed,” all participants automatically receive a feedback request email. Interviewers can submit ratings (overall, recommendation, skill scores) and comments through the feedback form. Administrators can configure feedback deadlines (default: 24 hours) and whether feedback is required before proceeding with the candidate.

---

Related Resources

• Job Board App Overview — Manage job postings and candidate applications
• Recruiting Apps Quick Reference — Quick guide to all recruiting tools
• Recruiting Apps Ecosystem Guide — Complete recruiting suite documentation

---

The Interview Scheduler App streamlines your entire interview process—from coordinating schedules to collecting feedback—so you can focus on finding the best candidates for your team.