One of the biggest benefits of Scheduling is that many steps in the interview coordination process are handled automatically. Understanding which activities are managed by the platform can help reduce manual work and make scheduling more efficient.
Your Responsibilities vs. Automated Actions
| You Do | Screening & Scheduling Bot Does | You Don't Need To Do |
|---|---|---|
| Configure the scheduling workflow | Stores and applies your scheduling rules | Recreate setup for every candidate |
| Move a candidate into the interview stage | Starts the scheduling process based on your configuration | Email candidates individually with scheduling links |
| Monitor meetings in Scheduling | Tracks interview status and next actions | Maintain separate tracking spreadsheets |
| Wait for hiring manager availability approval | Sends approval requests and reminders when needed | Manually follow up with the hiring manager after every request |
| Review the Next Step information | Determines who must take the next action | Figure out the workflow manually |
| Update interview details in Scheduling | Sends the appropriate notifications and workflow updates | Notify each participant separately |
| Replace a host or interviewer when necessary | Updates the scheduling workflow accordingly | Cancel and recreate the interview process |
| Review candidate scheduling activity | Updates statuses such as Pending, Scheduled, or Cancelled | Track candidate responses manually |
| Use Scheduling to reschedule interviews | Updates workflow activity and participant communications | Reschedule directly in Outlook or Teams Calendar |
| Escalate genuine issues when needed | Continues routine scheduling coordination automatically | Manage every scheduling touchpoint yourself |
Scheduling is designed to manage interview coordination automatically once the workflow has been configured. In most cases, Talent Acquisition users should monitor progress and manage exceptions rather than manually coordinating every scheduling step.
What Happens After I Move a Candidate?
When a candidate enters a stage configured for scheduling, Scheduling begins the workflow automatically.
Depending on your configuration, the platform may:
- Request hiring manager availability
- Create scheduling opportunities
- Notify the next person responsible for taking action
- Track workflow progress
You can monitor progress through Scheduling without manually coordinating each step.
What Happens After Availability Is Approved?
Once availability has been approved, Scheduling continues the workflow automatically.
This may include:
- Adding the interview to the appropriate calendar
- Inviting candidates to schedule
- Tracking candidate responses
- Updating interview status as activity occurs
The exact workflow depends on the interview configuration, but in most cases no additional recruiter action is required.
Common Misconceptions
Should I email the Hiring Manager after moving a candidate?
No. Scheduling automatically requests availability and tracks responses.
Should I send candidates scheduling links manually?
No. Candidate invitations are handled automatically as part of the workflow.
Should I track interview statuses in a spreadsheet?
No. Statuses are available within Scheduling.
Can I cancel or make changes to interviews from Outlook?
No. Always use Scheduling for all scheduling changes.