The scheduling form is where you’ll input all the essential meeting details. You’ll encounter this form in the following situations:
When scheduling a meeting manually
When editing an existing meeting
When automating a scheduling stage
When responding to a Screening and Scheduling bot action request
Your admin will typically handle most of the fields when setting up templates for scheduling stages. While the form comes with predefined settings by default, it won’t automatically include interviewers. When you create a job, your first action should be opening up the automated stage and adding in the hiring manager as the host of the meeting.
The hiring manager can edit any fields as needed.
Here’s a breakdown of the sections in the scheduling form:
- All Selected Candidates
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All Selected Interviewers
Select the interviewers who will attend the meeting.- At least one interviewer must be assigned as the host (default: the first selected interviewer).
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Host (Required)
- Best practice: Ensure the hiring manager is designated as the host for the interview.
-
Other Required Interviewers
Add any other interviewers who must attend the meeting. -
Optional Interviewers
Choose additional interviewers who are optional. You can also set up a Round Robin system where only a specific number of interviewers (not including the host) must approve. -
Interview Duration
Specify the length of the interview. -
Interview Format (Phone, Online, In-Person)
- For in-person interviews, include a location.
- For phone/online interviews, location is optional.
- If adding meeting rooms from your company’s calendar, this affects available slots.
The shared availability of all required participants (including meeting rooms) for the selected duration will be automatically calculated.
Scheduling Methods-
Share All Availabilities (Default)
- Displays all available slots to the candidate.
- Customizable options:
- Define the scheduling window (e.g., 1 day = today)
- Set a minimum lead time to prevent last-minute bookings.
- Enable rolling availability: dynamic range based on when candidates open the invitation.
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Select Targeted Slots
- Choose specific time slots to send to the candidate.
- Option to offer unavailable time slots in the user's calendar.
Buffer Periods (Pre/Post Meeting)
Set buffer periods to prevent back-to-back bookings.
Calendar invite subject and body are editable before sending; files can be attached. The meeting subject is auto-generated but editable.
Here is a video describing the process:
Related Articles:
Scheduling Interviews Manually
Automating Scheduling Stages