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Interview Module — User Guide

How to schedule and invite candidates for interviews from the Application record

Both modules are accessible from the Application record once the candidate has reached the In-Progress stage. Use the buttons in the top action bar: Send Meeting Invite or Interview Availability Request.
📅

Send Meeting Invite

You set a fixed date and time — the candidate receives a direct calendar invitation.

🕐

Interview Availability Request

You offer time slots — the candidate picks the date and time that works for them.

💡 When to use this: You already know when the interview will happen and want to lock it in. The candidate and your interview panel both receive a calendar invitation immediately.
1
Review the candidate summary
Confirm you're on the right record before proceeding
Candidate name & email Verify the contact details match the intended candidate.
Job opening Confirm the job title and requisition number are correct.
Interview stage Confirm their current stage in the hiring workflow.
2
Set the interview date & time
Pick the exact day, start time, and end time
Interview date Click the date field and select a day from the calendar picker (mm/dd/yyyy).
Start time Select from the dropdown in 30-minute increments.
End time Set when the interview concludes, or use the duration buttons to auto-calculate it.
3
Configure the invite setup
Duration, time zone, sender identity, and toggles
Duration Choose 30, 45, 60, or 90 minutes using the quick-select buttons — or type a custom value. This auto-fills the end time.
Time zone Select from the dropdown. Defaults to your local time zone (e.g., Eastern Time).
Reminder Click "Edit Reminder" to set a pre-meeting alert.
Send as Choose which name and email alias sends the invite: Default HR, Current User, or Hiring Manager.
Send feedback form Check to automatically send a scorecard to interviewers after the session.
Attach resume Check to include the candidate's resume in the interviewers' calendar invite.
Use BCC Check to hide panel members' emails from the candidate while keeping HR copied.
4
Build the interview panel
Select the internal team members who will attend
Search / filter Use the Department dropdown or type a name/email to narrow the list.
Select interviewers Check the box next to each team member who needs to attend.
Add new / manage Use [+ New] to add a missing interviewer, or [Manage] to adjust existing interviewer groups.
5
Compose the email
Select a template and review the message body
Email template Choose a pre-built template (e.g., "Initial Assessment Invitation") to auto-populate the message, or select Default Template.
Subject & body Review and edit the subject line and message text as needed before sending.
6
Preview and send
Final check before the invite goes out
Preview email Click [Preview Email] to see exactly how the invitation will look to recipients.
Send Click [Send Meeting Invite] to dispatch the calendar invitation to the candidate and panel simultaneously.
Reset Click [Reset] to clear all inputs and start fresh if needed.
⚠️ Sending will calendar-block all panel members immediately. Double-check the date, time, and panel list in the preview before sending.
💡 When to use this: You want to give the candidate flexibility. They receive a scheduling link and choose from the time slots you've made available.
1
Verify the candidate summary
Confirm you're on the right record before proceeding
Candidate details Review the applicant's name and email address.
Interview step Confirm the current stage (e.g., Not started) and the job opening title.
2
Configure the request setup
Duration, time zone, link expiry, and candidate permissions
Duration Select the interview length using quick-select buttons (30, 45, 60 min) or type a custom value.
Time zone Set the reference time zone for the scheduling link.
Expires in (hours) Set how long the scheduling link stays active. Quick-select 24, 48, or 72 hours.
Allow cancel / reschedule Toggle on to let the candidate self-manage their booking after selecting a slot.
Send feedback form Toggle on to automatically send a scorecard to interviewers after the session ends.
3
Build the interview panel
Select who needs to attend
Interview panel group Select a pre-saved group from the dropdown, or use [+ New] / [Manage] to build one.
Search / filter Type a name/email or filter by Department to find interviewers.
Select interviewers Check the box next to each required panel member.
4
Define available interview times
Choose automated syncing or manual slot selection
Method A — Auto-generate from calendars (experimental)
Check the Auto-generate from interviewer calendars box. The system scans the panel members' calendars and identifies shared free time blocks automatically.
Method B — Manual slot selection
  1. Under Interview Dates, type or select a date then click [+ Add Date].
  2. Click the date row to highlight it.
  3. In the Shared Time Slots panel on the right, click [+ Add Slot] to enter specific time windows for that day.
  4. Repeat for each date you want to offer.
⚠️ If using Method A, review the auto-generated slots before sending — the system may surface blocks that conflict with existing commitments.
5
Finalize the email
Select a template — do not remove the booking link placeholder
Email template Select an existing template or keep Default Template.
Dynamic booking link The template auto-injects a unique scheduling link (e.g., "Please click here to select the date and time..."). Do not delete or alter this placeholder — it is the candidate's booking mechanism.
Subject & body Modify the subject line or message text as needed.
⚠️ Deleting the dynamic link placeholder will break the candidate's ability to book their slot.
6
Preview and send the request
Final check, then dispatch
Preview email Click [Preview Email] to verify how variables and the booking link render.
Send request Click [Send Request] to generate the active scheduling link and email it to the candidate.
Reset Click [Reset] to clear all inputs and start over.