Interview Scheduler FAQ
Answers to common setup and operating questions about Interview Scheduler.
For what the app is and how to set it up from scratch, see the
Interview Scheduler Overview.
Setup
Do I need to configure anything before scheduling interviews?
Enable the app from Admin → Apps → All Apps — it is disabled by default and requires a licence. Once enabled, interviewers should add their availability slots so the conflict-detection and candidate self-scheduling features have time data to work with. Without availability slots, the candidate’s booking page says no times are available yet and the system cannot suggest conflict-free times.
Who can access Interview Scheduler once it is turned on?
Any user the app is made available to can see the Interviews list. Each person sees the interviews they scheduled or sit on, plus every interview for a requisition they recruit or hire for; admins, HR admins and recruiting app admins see all of them. The Settings tab appears only for admins, super admins, and Interview Scheduler app admins. Analytics (Questions ▸ Analytics, exported as PDF) is open to recruiting staff on a requisition and to whoever Settings ▸ Permissions names for interview analytics (app admins only by default).
Who can manage scheduling links and candidate self-scheduling?
Sending, retiring, or resending a candidate-facing scheduling link is open to recruiting admins, anyone who is a recruiter on a requisition, the person who scheduled that interview, and whoever Settings ▸ Permissions names for scheduling links (managers and above by default). A regular interviewer-participant on an interview cannot email the candidate or invalidate a link the recruiter sent.
Permissions and access
Why can’t an interviewer see the Team or All Interviewers availability view?
The My Availability view is open to everyone. The Team and All Interviewers views are open to recruiting staff on a requisition and to whoever Settings ▸ Permissions names for every interviewer’s calendar (app admins only by default). To give an interviewer colleagues’ open times, an admin adds them there or makes them an Interview Scheduler app admin.
Who can edit or delete a question in the Question Bank?
The question creator, any admin or HR admin, or an app admin of a recruiting app (Interview Scheduler, Job Board, Offer Manager) can edit or delete a question. Other users can view and use questions but cannot modify them.
Day-to-day
What is the draft-then-activate workflow?
Submitting with Send invitations now ticked (the default) takes the interview live and sends invitations to all participants and the candidate. Untick it to keep a draft: fill in the candidate, interviewers, time, and optionally a question set and scorecard, then activate it when ready. If something is still missing — for example no interviewers assigned or no time set — the app tells you what is needed before it will activate.
How do I switch between scheduling the time myself and letting the candidate pick?
On a draft interview, you can hand scheduling over to the candidate at any time. The app creates a scheduling link tied to the assigned interviewers’ availability, and optionally emails it. If the candidate doesn’t respond, you can take scheduling back — the link is retired and you pick the time yourself. Both directions work without abandoning the interview.
What happens when I complete an interview?
Marking an interview as completed triggers a feedback request to every participant who attended and has not yet submitted feedback. If the candidate has more workflow stages remaining, the candidate status updates to reflect interviews still in progress. If all stages are done, the candidate status moves to “Interviewed.”
Can I download an interview to my calendar?
Yes. Every scheduled interview has a Download .ics option that produces a file you can open in any calendar app. Drafts with no scheduled time cannot be downloaded.
When something looks wrong
“I sent a scheduling link but the candidate sees no times”
The candidate booking page shows time slots drawn from the assigned interviewers’ availability. If no interviewer has open times that fit this interview (its length, notice and booking window), the page tells the candidate “No Times Available Yet” and you get a notification. Ask each assigned interviewer to add availability slots in the Availability tab. The app warns you at send time when no interviewer has open times, but it does allow sending the link so the candidate can check back once slots are added.
“My interview is stuck in draft — I can’t activate it”
The activation check requires a candidate, at least one interviewer, a scheduled time, a duration, a time zone, and meeting details that match the interview type. Video and hybrid interviews need a meeting URL; phone interviews need a phone number; in-person interviews need a location. If questions are required in settings, a question set must be attached. The interview detail page lists what is still missing.
“The candidate says they can’t reschedule”
Candidate rescheduling is governed by two settings. First, rescheduling must be allowed in settings (enabled by default). Second, there is a per-interview reschedule limit — by default the candidate can reschedule up to 2 times, configurable from 0 to 5 in settings. Once the limit is reached, the candidate sees a message that no more reschedules are allowed.
“I don’t see the Confirm button on my interview”
Video and hybrid interviews are auto-confirmed when activated — there is no separate confirmation step. The Confirm action is available only for phone and in-person interviews that are in the Scheduled status and have already been activated (not still in draft).
“Why didn’t the reminder go out?”
Check three things. First, reminders must be enabled in settings (on by default). Second, reminders go out at the lead times chosen in Reminder Schedule (24 hours before by default); the reminder job runs every hour. Third, the reminder recipients setting controls who receives it — by default both the candidate and interviewers.
Feedback and scorecards
Can an interviewer edit feedback after submitting it?
Yes, feedback in Draft or Submitted status can still be edited. An interviewer can also retract submitted feedback back to draft to make changes and resubmit.
What rating scale do scorecards use?
Scorecard templates accept a rating scale from 3 to 10 points. The default is a 5-point scale with labels Poor, Below Average, Average, Good, and Excellent. Each criterion can be weighted from above 0 up to 10 and marked as required or optional. The five built-in recommendation levels are Strong hire, Hire, Maybe, No hire, and Strong no hire.
Licensing and limits
Does Interview Scheduler require a licence?
Yes. Interview Scheduler requires a licence and is opt-in per tenant. An administrator enables it from Admin → Apps → All Apps. It is disabled by default until then.
What are the limits I should know about?
| Setting | Default | Allowed range |
|---|---|---|
| Interview duration | 60 minutes | Up to 480 minutes (8 hours) |
| Buffer time before/after slots | 15 minutes each | 0–120 minutes |
| Advance booking window | 90 days | 1–365 days |
| Minimum scheduling notice | 24 hours | 0–168 hours |
| Scheduling link expiry | 7 days | 1–30 days |
| Feedback deadline | 24 hours after completion | 1–168 hours |
| Candidate reschedule limit | 2 | 0–5 |
| Max interviews per day (warning) | 5 | 0–50 (0 disables warning) |
| Analytics retention | Configurable | 30–1,095 days |
| Scorecard rating scale | 5 points | 3–10 points |
| Availability slot duration | — | 15–480 minutes |
| Reminder lead times | 24 hours before | 1, 2, 6, 12, or 24 hours |
More help
- Interview Scheduler Overview
- Ask AI — the assistant answers Interview Scheduler questions from these articles.