The Best Tools to Schedule Interviews for Recruiters

Time is a precious commodity for every recruiter. A staggering 67% of respondents say it takes between 30 minutes and 2 hours to conduct a single interview. With 56% of companies having a dedicated person on their recruiting team who is responsible for scheduling interviews, it's clear that interview scheduling is a significant part of the recruitment process [1].

Using scheduling software can automatically detect scheduling conflicts and suggest alternative times or dates. Offering flexible scheduling options, such as video interviews or early morning or evening interview slots, can accommodate candidates with different schedules.

Let’s delve deeper into these challenges and solutions, providing you with practical tips and insights to optimize your interview scheduling process. Let's get started!

Tools to Schedule Interviews

So, you need the right tool to get the scheduling interviews part smoothly. Let’s delve into some interview scheduling tools and improve your overall hiring journey.

Calendly

This platform allows you to display your availability and lets candidates choose a time that suits them best, automating confirmation and reminders. Calendly integrates with other calendar software like Google and Outlook. It also supports video conferencing tools like Zoom and Microsoft Teams.

Manatal

You can integrate either Gmail or Outlook with Manatal for more seamless communication with candidates in your pipeline. You can create an email template using ready-to-use templates on Manatal. Then you can create and manage custom automated actions triggered by specific events in the platform. Set a trigger action of sending an email with your Calendly link when you move a candidate to the interview stage.

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Google Calendar

A commonly used interview scheduling tool among recruiters. You can create events specifically for interviews, set reminders, and easily invite candidates and hiring managers to the event. It also allows users to set up recurring interviews and customize reminders to fit their needs. Google Calendar is free to use with a Google account with features suitable for most individual users. For businesses looking for more advanced features, you can take a look at the table below:

How To Write An Interview Scheduling Email

Writing an interview scheduling email sets the tone for your professionalism and interest in the candidate. Here’s a step-by-step guide on how to write an effective interview scheduling email:

1. Subject Line: Your subject line should be concise and clearly express the purpose of the email. For example, "Interview Request: [Your Name] – [Job Title]".
2. Greeting: Start the email with a professional greeting, preferably addressing the recipient by their name.
3. Introduction: Briefly introduce yourself and mention the position you’ve applied for or the reason for the interview request.
4. Availability: Provide a list of potential dates and times you’re available for the interview. Clearly state the time zone to avoid any scheduling confusion.
5. Confirmation: Politely ask the recipient to confirm the interview time and provide contact information in case they need to reach you for further details.
6. Thank You: Express your gratitude for the opportunity to interview and thank the recipient for their time and consideration.

Automate Your Schedule Interview Process

To automate interview scheduling, rescheduling, and reminders, recruiters can utilize various tools and platforms that streamline the process. Here are some recommendations for calendar and call or video call apps for interviewers:

1. Use scheduling tools like Calendly or Doodle to allow candidates to select interview slots based on predetermined availability, eliminating the back-and-forth communication for scheduling.
2. Set up automated email reminders to send to candidates before the interview, including details on the interview time, location (if applicable), and any preparation materials.
3. Integrate calendar tools with recruitment software platforms to ensure seamless communication and updates on interview schedules, rescheduling, and candidate availability.
4. Use automated follow-up emails or messages to thank candidates for their time after the interview and provide them with the next steps or feedback.

By incorporating these calendar and call/video call apps, as well as implementing automation tools, recruiters can streamline the interview scheduling process, reduce manual tasks, and ensure a more efficient and effective recruitment process.

Conclusion

In conclusion, efficient interview scheduling is crucial for a smooth hiring process and positive candidate experience. Tools like Manatal and Calendly, along with effective communication practices, can greatly assist in achieving this goal. By automating and streamlining the interview scheduling process, recruiters can focus more on selecting the right candidate for the job.

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Citation

1. Interview Scheduling Statistics 2024 – Everything You Need to Know