Seamless Interview Scheduling
Scheduling interviews with international candidates across time zones can be challenging. Recruitroo's scheduling tools automate the complexity, ensuring smooth coordination.
Setting Up Your Calendar
Before scheduling, connect your calendar:
1. Go to Settings > Integrations
2. Select your calendar provider (Google, Outlook, Apple)
3. Authorise Recruitroo to access your calendar
4. Choose which calendar to sync
Your availability is now automatically detected.
Creating Interview Slots
Option 1: Let Candidates Choose
1. From a candidate profile, click Schedule Interview
2. Select interview type (video call, phone, in-person)
3. Choose available time slots from your calendar
4. Set interview duration (30, 45, 60 minutes)
5. Send invitation
Candidates receive a link to select their preferred time from your available slots.
Option 2: Book Specific Time
If you've agreed a time with the candidate:
1. Click Schedule Interview
2. Select Book Specific Time
3. Enter date and time
4. Confirm and send invitation
Time Zone Handling
Recruitroo automatically handles time zones:
- Candidate sees times in their local timezone
- You see times in your local timezone
- Calendar events show correct times for everyone
- Reminders account for timezone differences
Interview Types
Video Interview
- Recruitroo generates a video meeting link
- Works in-browser, no software needed
- Recording available (with consent)
Phone Interview
- Candidate provides their phone number
- Reminder includes number to call
In-Person
- Location details included in invitation
- Directions can be added to the invite
Interview Details
Customise each interview with:
- Interview title – e.g., "Technical Interview with James"
- Description – What to prepare, what to expect
- Attendees – Add team members as interviewers
- Attachments – Job description, company info
Automated Reminders
Candidates and interviewers receive automatic reminders:
- 24 hours before
- 1 hour before
Customise reminder settings in Settings > Notifications.
Managing Scheduled Interviews
View all interviews in Interviews from main navigation:
- Calendar view shows upcoming interviews
- List view provides detailed information
- Filter by job, candidate, or interviewer
Rescheduling
If plans change:
1. Open the interview
2. Click Reschedule
3. Select new time
4. Candidate is notified automatically
Cancelling
If you need to cancel:
1. Open the interview
2. Click Cancel Interview
3. Add reason (optional)
4. Candidate is notified
After the Interview
Following interviews, record feedback:
1. Open the completed interview
2. Click Add Feedback
3. Rate the candidate on key criteria
4. Add written notes
5. Recommend next steps (advance, hold, reject)
Feedback is visible to other team members involved in the hiring decision.
Best Practices
- Offer multiple slots – Give candidates options to increase booking rates
- Include prep info – Help candidates arrive prepared
- Send reminders – Reduce no-shows with timely reminders
- Be flexible – International candidates may have limited availability
- Follow up quickly – Provide feedback within 48 hours of interviews
Smooth scheduling creates a positive candidate experience and speeds up your hiring timeline.