ATS360 User Guide: Booking Interviews (July 2026)

This section of the user guide outlines how to use the Send Meeting Invite module to directly schedule and send an interview invitation to a candidate.

Interactive guide

Part 1: The "Send Meeting Invite" Module

The Send Meeting Invite module is used when you have a fixed date and time in mind for an interview and want to send a direct calendar invitation to the candidate and your internal interview panel simultaneously.

Step-by-Step Instructions

Step 1: Review the Candidate Summary

Before filling out the schedule, verify that you are working with the correct record by checking the Candidate Summary panel on the left:

• Candidate Name & Email: Ensure the candidate's contact details match.
• Job Opening: Verify the job title and requisition number
• Interview Step: Confirm their current stage in the hiring workflow.

Step 2: Set the Interview Time

Navigate to the Interview Time section to input the exact timing for the meeting:

1. Interview Date: Click the date field and select the specific day from the calendar picker ($mm/dd/yyyy$).
2. Start Time: Select a time from the dropdown menu (available in 30-minute increments).
3. End Time: Define the conclusion time for the meeting based on your desired duration.

Step 3: Configure the Invite Setup

Customize how the meeting will be handled in the Invite Setup section:

• Duration (Minutes): Choose from the quick-select buttons (30, 45, 60, or 90 minutes) to automatically calculate the end time, or type it in manually.

• Time Zone: Select the appropriate time zone from the comprehensive dropdown menu (defaults to your local time zone, e.g., Eastern Time).

• Reminder: If you need to set up an alert prior to the meeting, click the Edit Reminder button to enable it.

• Send As: Choose whose identity/email alias will be used to send the invite:

• Default HR 

• Current User 

• Hiring Manager 

• Administrative Toggles: * Send Feedback Form: Check this box to automatically deliver a feedback scorecard to your interviewers after the session.

• Attach Resume: Check this box to include a copy of the candidate's resume in the interviewers' calendar invites.

• Use BCC: Check this box to hide the interview panel's email addresses from the candidate's view while keeping HR and recruiters copied.

Step 4: Build Your Interview Panel

Select the internal team members who will conduct the interview:

1. (Optional) Filter the list using the Department dropdown or type a name into the Search by name or email bar.
   
2. Check the box next to each employee who needs to attend the interview.
3. If an interviewer is missing from the system, use the [+ New] button to add them, or click [Manage] to adjust existing interviewer groups.

Step 5: Compose the Email

Draft the message that will accompany the calendar invite in the Email Composer:

1. Email Template: Choose a pre-built template from the dropdown menu (e.g., Initial Assessment Invitation) to automatically populate the message, or choose Default Template.
2. Subject & Body: Review, edit, or manually type your personalized subject line and email text.

Step 6: Preview and Send

1. Scroll to the bottom Preview & Send section.
2. Click [Preview Email] to visually double-check how the final invitation looks to ensure formatting and variables are correct.
3. If everything looks correct, click [Send Meeting Invite].
   (Note: If you make a mistake and need to clear your inputs, you can click [Reset] to start fresh).

Part 2: The "Interview Availability Request" Module

The Interview Availability Request module is used when you want to give the candidate flexibility to select their own interview slot from a set of pre-approved dates or directly from your team's real-time calendar availability.

Step-by-Step Instructions

Step 1: Verify the Candidate Summary

Before modifying any settings, confirm you are processing the correct applicant by checking the Candidate Summary side panel:

• Candidate details: Review the applicant's name (e.g., testsub Cuatro) and email.
• Context: Confirm the current Interview Step (e.g., Not started) and the Job Opening title.

Step 2: Configure the Request Setup

Define the foundational constraints of the scheduling link that will be generated for the candidate:

• Duration (Minutes): Select the length of the interview. You can use the quick-select buttons (30, 45, 60) or type a custom length.
• Time Zone: Set the reference time zone for the meeting via the comprehensive dropdown menu.
• Expires In (Hours): Decide how long the scheduling link remains valid before it times out. You can quick-select 24, 48, or 72 hours.
• Candidate Permissions: Toggle Allow candidates to cancel/reschedule to On if you want them to have self-service management over their booking.
• Feedback Automation: Toggle Send feedback form to interviewers to On to automatically dispatch scorecard evaluations to your panel once the session ends.

Step 3: Build Your Interview Panel

Specify the internal team members who need to be present for the interview:

1. (Optional) Select a pre-saved group from the Interview Panel dropdown, or use [+ New] / [Manage] to create new combinations.
2. Filter the interviewer roster by typing a name/email into the Search by name or email field or filtering by Department.
3. Check the checkbox next to each required interviewer's name to add them to the pool.

Step 4: Define Available Interview Times

Provide the time ranges the candidate can choose from using one of two methods:

Method A: Automated Syncing (Experimental)

1. Check the box for Auto-generate from interviewer calendars.
2. The system will look at the calendars of the checked panel members and automatically identify shared free time blocks.

Method B: Manual Slot Selection

1. Under Interview Dates, type or select dates ($mm/dd/yyyy$) you wish to offer, then click [+ Add Date].
2. Click on a specific date row you just added to highlight it.
3. On the right-hand Shared Time Slots panel, click [+ Add Slot] to manually input specific time windows available for that day.

Step 5: Finalize the Email Composer

Review the electronic invitation that delivers the booking link to the candidate:

1. Email Template: Select an existing template (like Onboarding Process) or keep it on Default Template.
2. Dynamic Link: The template will automatically inject a tracking hyperlink (e.g., Please click here to select the date and time...). Do not delete or alter this placeholder text, as it contains the unique booking mechanism for the candidate.
3. Edits: Modify the Subject line or Body text as needed to match your tone.

Step 6: Preview and Send

1. Scroll to the Preview & Send section at the base of the page.
2. Click [Preview Email] to see exactly how the email variables and links will render for the recipient.
3. Click [Send Request] to generate the active invitation and email it out.
4. (If you need to clear all selections and start over, click [Reset]).