As a Talent Acquisition user, you are responsible for configuring interview workflows and moving candidates through the hiring process.
The good news is that most Scheduling activities follow the same repeatable pattern for every job.
Once you've configured a job correctly, Scheduling does much of the coordination work for you.
This guide will walk you through the recommended setup process for new users.
Step 1: Configure Your Availability
Before creating jobs or scheduling interviews, take a moment to verify your working hours.
Scheduling uses working hours together with calendar availability to determine when interviews can occur.
Many scheduling conflicts can be avoided by ensuring these settings are accurate from the beginning.
Learn more about Setting Your Working Hours
Step 2: Create Your Job
Jobs serve as the foundation of the scheduling process.
During job creation, you'll define the interview stages candidates will move through and establish the structure that Scheduling will use throughout the hiring lifecycle.
Think of the job as the framework that everything else is built upon.
Learn more about Creating Jobs
Step 3: Assign the Right Hiring Managers
After creating a job, assign the Hiring Managers and interview participants who will be involved in the interview process.
This step is critical because Scheduling relies on assigned participants when requesting availability, generating calendar invitations, and notifying interview teams.
Without properly assigned hiring managers, scheduling cannot progress smoothly.
Learn more about Assigning Hiring Managers to Jobs
Step 4: Configure Scheduling Automation
Automation allows Scheduling to intelligently respond when candidates move into interview stages.
Rather than manually initiating every scheduling activity, recruiters can move candidates through the workflow while Scheduling handles availability collection, notifications, and interview coordination.
This is where the platform begins delivering its greatest value.
Learn more about Automating Scheduling Stages
What the Screening & Scheduling Bot Handles Automatically
Once scheduling is configured, Taira automatically coordinates:
- Hiring manager availability requests
- Candidate scheduling invitations
- Interview reminders
- Scheduling status tracking
- Candidate rescheduling workflows
You typically do not need to manually coordinate these activities.
Step 5: Add Candidates
Once your workflow is configured, candidates can be added to the job.
Whether candidates are added individually or through bulk upload, every candidate enters the same scheduling process and follows the same interview workflow.
Learn more about Importing Candidates
Step 6: Monitor the Process
As interviews progress, the Meetings area becomes your control center.
You'll be able to see:
- Interviews waiting for approval
- Candidates who have been invited
- Scheduled interviews
- Completed or cancelled interviews
Rather than managing scheduling through email, everything can be monitored in a single location.
Step 7: Manage Exceptions
No hiring process is perfect, and occasionally adjustments are required.
Hiring managers may need to be replaced, interviews may require rescheduling, or availability may need to be updated.
Scheduling includes tools specifically designed to help manage these situations without disrupting the overall hiring process.
Important Note: As a Talent Acquisition user, you should always manage interview changes from within Scheduling. While interview invitations appear on calendars, changing or cancelling meetings directly from Outlook or Microsoft Teams Calendar may bypass Scheduling workflows and create confusion for candidates or interviewers. Use Scheduling whenever you need to update an interview.
Becoming Successful with Scheduling
The most successful Talent Acquisition users are not the ones who manually manage every interview.
They are the ones who create a strong workflow, understand expected behavior, and allow Scheduling to automate repetitive coordination tasks.
Once your process is configured correctly, your primary focus shifts from scheduling interviews to managing hiring outcomes.
Learn more about What Screening & Scheduling Bot Does Automatically