The Scheduling stage is the second default stage in every hiring process. Applicants who pass the Application Form move here to book interviews.
The Scheduling stage is designed to:
Let applicants pick interview times based on your team’s availability.
Automatically send confirmations, reminders, and updates.
The Scheduling stage of the hiring process.
Add and set up the Scheduling stage
Select ⨁ Add new stage, then select Scheduling stage.
Set the following:
Meeting length - Choose how long interviews usually last (15, 30, 45, 60 minutes, or up to 2 hours).
Meeting type - Pick how the interview will take place: Phone call, Onsite interview, Video conference, or Other.
Interview lead - Select who can conduct the interview. You can assign a role (like General Manager) or specific team members.
Meeting details - Add instructions for applicants, such as where to go, how to join, or who to contact if they have questions. This text will appear in the interview invitation.
Select Save.
Add location-specific details (optional)
If you have multiple sites or stores, you can customize instructions for each location.
Select Add meeting details, then enter the relevant interview lead, type, and directions for that location.
Automate actions
In the Automation tab, you can control automatic actions when applicants enter or move through this stage.
When an applicant enters this stage:
Send them a message (default: On) - Automatically share a scheduling link by email or SMS.
You can enable email or SMS and edit the message content for a personalized touch.Mark them as hired (default: Off) - Turn this on to automatically mark the applicant as hired.
When an applicant schedules a time:
Send them a message (default: On) - Send an automated confirmation with meeting details.
When the meeting time is approaching:
Choose whether to send reminders automatically:
Send them a reminder (default: Off) - Turn this on to automatically send an email or SMS reminder.
Send them a phone call reminder (default: Off) - Turn this on to automatically send a phone call reminder.
When the interviewer reschedules or cancels:
Set up automatic notifications so applicants always know when plans change.
Send the applicant a message (default: On) - Automatically sends a message to the applicant whenever an interview is rescheduled or cancelled.
When an applicant cancels the meeting:
Send the applicant a message (default: On) - Automatically send them a message to confirm you’ve received their cancellation.
When an applicant has been in this stage too long without submitting the form:
Use this automation to send reminders or automatically reject inactive applicants.
Send them a reminder (default: Off) - Nudge them to schedule.
Reject them (default: Off) - Automatically reject anyone who hasn’t scheduled after a set time.
View scheduled interviews
When you open the Interview tab in the Applicants page, you’ll see a list of applicants who have advanced to the Scheduling stage.
Each applicant’s card shows:
Interview type (e.g., Onsite, Phone, Virtual)
Job role and location
Scheduled date and time
Assigned interviewer(s)
Status (Confirmed, Pending, or Completed)
From here, you can view, edit, or reschedule interviews as needed.
💡 Hover over an applicant’s scheduled interview to quickly see which HR member or hiring manager has been assigned.
View applicant experience
When you schedule an interview, applicants get a notification by email or SMS with all the details.
Depending on how you choose to schedule:
Automatic scheduling: Applicants pick a day and time from your available slots.
Select from availability: You choose a time directly from your interview lead’s calendar.
Set a specific time: You enter a time you’ve already confirmed with the applicant.
❔What's next?
Once your Scheduling stage is ready and tested, move on to the next stage in your workflow or start inviting applicants to schedule interviews.