With scheduling links, you can define your team’s availability and create interview time slots for candidates. Then, share a unique scheduling link via email or text and let the candidate pick the best time for them.
You can send scheduling links manually, or have them sent automatically with Stage Actions.
Candidate self-scheduling is available on all paid plans.
Hiring Manager access is required to schedule interviews.
In this article:
How to create scheduling links
You can create system-wide scheduling links that are available to all positions and Hiring Managers, or personal scheduling links you can save and re-use on your own.
System-wide scheduling links
Admin access is required to create system-wide scheduling links.
Click the gear icon ⚙️ in the left sidebar.
Hover over Recruiting Preferences and click Scheduling Links.
Click + Scheduling Link.
Enter a name for the link and add:
Interview title and description. If no title is added, the following will be shown on calendar invites:
For the interview team: Candidate Meeting: [Candidate Name] ([Position Name])
For the candidate: [Position name] Interview with [Company Name]
Participants and organizer
Meeting duration
Buffer time between meetings
Time zone
Day and time slots
Click the plus icon (+) to add more time slots to a day
Click the copy icon (pages) to copy a time slot to the next day
Click the X to remove a time slot
Time range (how many days out a candidate can book an interview)
Link expiration
Minimum notice (how soon after receiving a link that a candidate can book an interview)
Maximum number of interviews per day (not including other events on an integrated calendar)
Click Create Scheduling Link.
Personal scheduling links
You can create personal scheduling links any time you're composing an email or SMS/text message.
To create a personal scheduling link:
Locate the candidate with a search or from a position or pool.
Open the candidate’s profile.
Click Email/SMS near the top of the window.
Click Compose Email or SMS.
Customize your message as needed.
Click + Insert and select Scheduling Link.
Click + Single-Use Scheduling Link.
Enter interview, availability, meeting type, and expiration details.
To save your link as a template, click Save as Template.
Click Create Scheduling Link.
Complete your message and click Send Email or Send SMS.
How to use scheduling links
Once you've created some scheduling links, you can use them in a couple of ways.
Message Templates
You can add scheduling links to Message Templates and then use them in any place a Message Template is supported. That means you can also automate scheduling interviews with Stage Actions!
Email & SMS
You can use scheduling links in both email and text messages. Just click the + Insert dropdown when you’re composing a message and select Scheduling Links. Choose a saved link or create a single-use link and it will be added to your message.
The candidate experience
When the candidate receives your email or text message, they’ll just need to click on your scheduling link to choose a time for their interview. They’ll see a simple selection system that accounts for all of the criteria and calendar information used to create the link.
Once their selection is confirmed, the candidate and the interviewers will receive a calendar invite. The candidate gets all of the information on how, when, and where the meeting is taking place, and the interviewers get an overview of the candidate plus any other information you've included as part of the meeting, such as an Interview Guide, Scorecard, etc.
