Sometimes interviews need to be moved, canceled, or marked as complete. This article walks you through how to manage these changes in your Workstream account and where to view comments from applicants who cancel their interviews.
Manage interview reschedules or cancellations
Here’s how to manage interview updates in your account:
From Team View, go to Applicants.
Go to the Interviews tab. This is where your applicants with scheduled appointments will be listed.
Select the three-dot (•••) menu beside the applicant you want to manage.
Choose if you want to. Which options you see depends on the interview's status:
Request reschedule: Opens a window with two options. Automatically (the default) sends the applicant a link to pick a new time. Manually create a specific time lets you choose the date, time slot, and interviewer yourself, and the new time is confirmed right away. For more on scheduling options, see Schedule interviews with applicants manually
Cancel meeting: Cancel the interview. A Cancel Interview window asks you to confirm: "This interview will be cancelled. Please confirm that this is a request from you or the interviewee." Select Cancel Interview to cancel it, or Keep Interview to leave it as it is
Mark as complete: Mark the applicant as "complete" for the scheduling stage. You’ll then have the option to either reject the applicant or move them to the next stage of the hiring process
Mark as no-show: Mark the applicant as a "no-show." You can then choose to reject them or reschedule the interview
See how applicants manage their interviews
Applicants manage interview times from the confirmation email or text they receive. As a manager, expect this behavior:
Select Reschedule: Applicant picks a new date, selects a time slot, and confirms. The new time replaces the previous appointment in the Interviews tab.
Select Cancel: Applicant confirms cancellation, optionally adds a reason, and selects Cancel interview. The applicant isn't rejected. They return to the stage before the Scheduling stage. If there isn't one, they stay in the Scheduling stage with the meeting marked as cancelled.
📌 Applicants don't need to log into Workstream to reschedule or cancel.
View applicant reschedule and cancellations
You can view when an applicant reschedules or cancels their interview, along with any comment they include.
View the reason for a canceled interview
Go to the Applicants page.
Find the applicant who canceled in the Applicants or Interviews tab.
Hover over the text that says “[Applicant name] canceled their interview”.
The applicant’s reason (if provided) will appear in a tooltip.
You’ll also see a system message in the Messages tab showing the cancellation time and automated notifications sent.
View a rescheduled interview
Go to the Applicants page.
Find the applicant who rescheduled in the Interviews tab.
In the applicant's profile, look for the Interview card. It will show Rescheduled, along with the updated date and time.
The Status field will display as Confirmed if the new time has been accepted.
You can also see system updates and automated messages about the reschedule under the Messages tab.
Frequently asked questions (FAQs)
Q: Can applicants reschedule their interview at the last minute?
Q: Can applicants reschedule their interview at the last minute?
A: No. Applicants can no longer reschedule within 1 hour of the interview start time — the reschedule option is unavailable that close to the appointment, and they'll see "You cannot reschedule the interview within one hour before the interview begins." They can still cancel the interview if they're unable to attend. This helps reduce last-minute reschedules, which are hard to accommodate and can tie up other openings on your calendar.
Q: If an applicant cancels their interview, are they rejected?
Q: If an applicant cancels their interview, are they rejected?
A: No. When an applicant cancels, they aren't rejected — they return to the stage before the Scheduling stage. If there isn't one, they stay in the Scheduling stage with the meeting marked as cancelled. You can then reschedule with them or move them forward as needed.
Q: What's the difference between "Cancel meeting" and "Mark as no-show"?
Q: What's the difference between "Cancel meeting" and "Mark as no-show"?
A: Use Cancel meeting when a scheduled interview won't take place — for example, it needs to be called off or rearranged. Use Mark as no-show when the applicant didn't attend a scheduled interview. Marking a no-show then lets you either reject the applicant or reschedule the interview.
Q: Do applicants need to log in to reschedule or cancel?
Q: Do applicants need to log in to reschedule or cancel?
A: No. Applicants manage their interview directly from the confirmation email or text they receive — they don't need to log into Workstream to reschedule or cancel.