The Scheduling stage is the second default stage in every hiring process. It's named Onsite Interview unless you rename it. 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.
Set up the meeting:
Specify meeting length: Choose 5, 10, 15, 30 (the default), 45, or 60 minutes, or 2 hours.
Specify meeting type: Choose Phone call, Onsite interview (the default), Video conference, or Other. If you choose Other, enter the meeting type in the text box.
Who can complete this interview?: Choose the roles that can run the interview.
Add meeting details: Add instructions for applicants, up to 2,010 characters. You can use merge tags, such as
{{location_address}}.
Select Save.
⚠️ You can't delete a Scheduling stage that has pending or future interviews. You'll see: "Please cancel future interviews or move applicants out from this stage first."
If applicants are still in the stage, you'll see: "This stage cannot be deleted. There are applicants currently in the stage. Please move them to another stage and try again."
Automate actions
In the Automation tab, you can control the messages sent as applicants move through this stage. Each group has Email and SMS options, which are on by default:
When an applicant enters this stage… – Sends the applicant a message with a link to pick a time.
When an applicant schedules a time… – Sends a meeting confirmation.
When the meeting time is approaching… – Sends a meeting reminder.
When the interviewer requests to reschedule the meeting… – Sends a reschedule message.
When the interviewer cancels the meeting… – Sends a cancellation message.
When an applicant cancels the meeting… – Sends a cancellation acknowledgement.
When an applicant has been in this stage too long without submitting the form… – Sends a reminder, with optional auto-reject settings.
For phone call reminders, see Set up and use VoiceAI.
View scheduled interviews
When you open the Interviews tab on the Applicants page, you'll see applicants who have advanced to a Scheduling stage. The columns are Name · Applied On, Stage, Job posting, Interview Schedule, and Score. Under Stage, a badge shows the interview status: Confirmed, Pending, or Rescheduled.