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Manage interview scheduling

Learn how interview scheduling works in Workstream, and troubleshoot why applicants can't select an interview time.

Workstream’s scheduling feature helps you organize your interview process by managing availability, syncing calendars, and scheduling interviews efficiently.

Check out these articles to learn how to:

The Scheduling tab, accessible in Team View.

Troubleshooting: Why can't my applicants select a time?

Cause

Resolution

Time slots are not assigned to the right positions

  1. In Team View, go to Scheduling.

  2. Select the time slot that you want to edit.

  3. Open Optional settings.

  4. Under Applicants can schedule interviews in this time range for (it shows "Any of your locations and job postings" by default), select Select specific locations or job postings. The Select locations and job postings window opens.

  5. Check a whole location, or choose specific job posting and stage pairs, then select Select.

  6. Select Save when done.

Available Date Range and Minimum Scheduling Notice

  1. Select your profile icon at the top-right corner.

  2. Select Account settings, then go to the Scheduling tab.

  3. Make sure the Available Date Range and Minimum Scheduling Notice are to your preference (by default, 7 days and 4 hours). This prevents last-minute or out-of-range selections.

The time slot is already filled up

  1. In Team View, go to Scheduling.

  2. Find and select the time slot.

  3. On the right panel, look for the Applicants per interview field.

  4. Specify how many applicants you wish to interview during that time slot.

  5. Save the changes.


    ​Note: If all time slots are taken, the interviewers assigned to the position see a banner in Workstream: "Add your availability now so applicants can schedule interviews."

The time slot can be selected by multiple applicants but is locked down to one location

  1. In Team View, go to Scheduling.

  2. Find and select the time slot.

  3. On the right panel, look for the Exclusive to one location field (available when Applicants per interview is more than 1).

    • If this is enabled, once the first applicant books, the time slot is limited to applicants at that same location, even though multiple applicants can select it. Applicants for different job postings at that location can still share the slot.

    • Disable this option if you wish to have the time slot open to applicants at all locations

  4. Save the changes.

There is a conflict with Google or Outlook Calendar

To learn more about this, check out Conflict Avoidance with Google Calendar or Outlook Calendar.

No interview time slots added

Add time slots in the Scheduling tab. If none are set, applicants are asked to share their availability on a form ("Share your interview availability").

Their response is saved in the applicant's message history, and the interviewers assigned to the Scheduling stage for that position are notified through When an applicant could not schedule an interview, by email, text, or mobile push, depending on their notification settings.

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