Auto-scheduling automatically generates bookable times from your availability rules, applicants pick a time that works for them, and the calendar event is created only when they confirm. This streamlines your scheduling workflow, reduces back-and-forth emails, and gives applicants a smooth, self-service booking experience. Your calendar stays in sync, and you maintain full control over when you're available for interviews.
ℹ️ Auto-scheduling works the best when you have Teams integration enabled to your calendar in the ATS.
Set up your availability
Before applicants can book interviews, define when you're available. You'll do this in your Calendar settings under User preferences.
Go to User preferences → Calendar
Under Weekly hours, set your typical availability:
Toggle the days you're available for interviews
Set your start and end times (e.g., 10:00 – 16:00)
To override your weekly hours on specific dates, use Date-specific hours:
Click + Add date
Select one or more dates from the calendar
Set different hours for those dates, or mark unavailable
Click Add
Set your Timezone to ensure times are accurate for applicants
Click Save
ℹ️ Note: Your availability is personal to you. If you don't have calendar sync enabled, you can manually block time by adding a "block" event in your calendar view - this prevents the system from offering those times to applicants.
Configure interview settings
Control how many interviews can be booked and how they're spaced out.
Set your limits:
Allow up to — choose how many interviews per day and per week (or leave as unlimited)
Leave — set the buffer time between interviews (e.g., 15 minutes for a break or travel)
Set the booking window:
Offer bookable start times every — choose the interval (e.g., 30 minutes means times start at 9:00, 9:30, 10:00, etc.)
Applicants can book up to — set how far ahead applicants can book (e.g., 10 days)
💡 Tip: A 15-minute buffer between interviews gives you breathing room. A 30-minute start-time interval offers a good balance between flexibility and manageability.
Offer auto-scheduled interview slots
When you're ready to invite an applicant to interview, use the auto-scheduling flow to let them pick from your available times. You can do this in Applicant Card or with mass-action after selecting multiple applicants.
When scheduling the interview, the modal opens with two options: Auto and Custom
Auto uses your calendar availability (this guide)
Custom lets you manually create specific slots
In the Auto tab, fill in the interview details:
Schedule for: confirm the recruiter (you or someone else)
Duration: select the interview length (e.g., 30 minutes)
Note for candidate: add any helpful context (optional)
Online link (when setting an online interview): leave blank to auto-generate after booking (in calendar-sync), or paste a link to use for all bookings.
Review the Date range, Buffer between meetings, and Start time interval - these come from your settings, but you can modify here.
On the right, you'll see a preview: "X slots to offer for applicants" with a calendar showing all available times.
-> Click Insert link and proceed to send the invitation.
ℹ️ Note: The preview shows times derived from your availability rules and calendar. Every event on your connected calendar is treated as busy, including events marked as free. Offered times do not appear on your calendar until an applicant books.
Applicant booking experience
Once you send the invitation, the applicant receives an email with a booking link.
Applicant clicks the link and sees a calendar with available dates
They select a date and see all available times for that day
They pick a time slot and confirm
The system creates a calendar event on your calendar and generates a unique online meeting link (if applicable)
Both you and the applicant receive confirmation
💡 Tip: The booking page is timezone-aware, so times automatically adjust to the applicant's location.
Common issues and solutions
Issue | Solution |
No slots are showing in the preview | Check that your Weekly hours are set and enabled for the relevant days. Verify your Timezone is correct. If your calendar is synced, check that you don't have conflicting events marked as busy. |
Applicant sees fewer slots than expected | The system may have filtered out times that conflict with your calendar events or buffer requirements. Review your Interview settings - limits on interviews per day/week or buffer time may be reducing availability. |
The online link isn't auto-generating | If you're using calendar sync, links are auto-generated per booking. If you don't have sync enabled, you must provide a single link upfront in the Online link field; you can edit it per interview later. |
Applicant booked a time that's now busy | The system re-validates availability at booking. If a conflict occurred, the applicant will be prompted to select a different time. This is rare but can happen if your calendar changes between when they view slots and when they confirm. |
Common use cases
Single-candidate interviews: invite one applicant to pick a time from your availability
Mass-action invites: send auto-scheduling invitations to multiple applicants at once; each gets their own unique booking link and calendar event
Reducing scheduling friction: eliminate back-and-forth emails; applicants self-serve and book instantly
Respecting your calendar: the system respects your existing meetings, buffer time, and daily/weekly limits
Additional tips
💡 Set a reasonable booking horizon (e.g., 10 days) to keep scheduling manageable and timely.
💡 Use Date-specific hours to block out vacation, training, or low-availability periods
💡 A shorter start-time interval (e.g., 15 minutes) gives applicants more flexibility; a longer one (e.g., 60 minutes) simplifies your calendar
💡 You can include a Note for candidate to set expectations (e.g., "Please join 5 minutes early"), this will be visible in the invite, and in the email for applicant (if placeholder [NOTE] added.)
💡 If you use Custom slots instead of Auto, you manually create each time. Useful for when you want to offer fewer or specific slots.