Scheduling Interviews | CONFIRM Docs

There are two ways to get an interview on the calendar from a candidate’s profile: send the candidate a booking link so they pick a time, or use Book now to pick a time from live availability yourself. Either way, the available times come from the job’s Schedule settings and your interviewers’ connected calendars.

Before you start

Connect a calendar. Interviews are booked onto a connected Google or Microsoft calendar. See Calendar & Email Integration.
Check the job’s Schedule section in the Job Console. It sets interview length, lead time, working hours, interviewers, and blocked dates. See Job schedule settings below.

Send a booking link

When a candidate is ready for an interview, the main button at the bottom of their profile reads Send Booking Link — Round N, where N is the interview round in the job’s pipeline.

Click Send Booking Link

The Schedule Interview dialog opens with the candidate’s name, the job, and the round.

Review the messages

The dialog shows the Text Message and the Email that will go out, each with the booking link already in it. Edit either one for this candidate if you want. If your mailbox isn’t connected, only the text is sent, and the dialog links to Set up email.

Send

Click Send & Schedule. The candidate moves to the interview round and waits for them to book.

While the candidate hasn’t booked yet, their row badge reads Round N · Booking and the main button changes to Resend Invite (or Resend Round N Invite for later rounds). When they pick a time, the interview is added to the calendar, they get a confirmation, and the badge changes to Round N · Scheduled.

Resending a booking link

If a candidate is in an interview round but hasn’t booked, their profile may show an amber banner: Awaiting candidate to book interview or Round N — awaiting candidate to book, with “Booking link is outstanding — resend if the candidate hasn’t received it”. Click Resend Booking Link, choose Send booking link (via SMS to candidate), and confirm with Send Link. You’ll see Link Sent, with an option to copy the link. If the text couldn’t be delivered, copy the link and share it another way.

Book now

To book a time for the candidate without waiting for them, click the arrow next to Send Booking Link and choose Book now (“Pick a time and book it live”).

Pick a time

The dialog shows open times from the interviewer’s live availability for the next 28 days. If there are none, check the interviewer’s calendar connection and the job’s availability settings, or send a booking link instead.

Set the details

Choose Virtual (the connected calendar adds a meeting link) or In person (enter the address). Add a note for the candidate if you like; it goes in the invite description.

Confirmation

The calendar invite always goes to the candidate. Send confirmation SMS to the candidate is on by default; turn it off to skip the text.

Book

Click Book & advance. The candidate moves into the interview stage and gets the confirmation right away. If someone took the slot a moment before you, you’ll be asked to pick another time.

Schedule a Meeting

For a call that isn’t one of the job’s interview rounds, open the ⋯ menu on the profile and choose Schedule a Meeting. You set the date and time, duration (15 to 90 minutes), virtual or in person, the Calendar owner, any Additional attendees, and a note. A Preview tab shows the text and the calendar invite the candidate will get. Click Send invite. This doesn’t move the candidate in the pipeline. The menu item is hidden when the candidate is at an interview-booking step, because Book now covers that.

What the candidate receives

A calendar invite by email from the calendar owner’s Google or Microsoft calendar, with the meeting link or address and any note you added.
A confirmation text, unless you turned it off.
Any reminders and follow-ups set up in Templates & Automation. Reminders can ask the candidate to reply to confirm or to reschedule.

When a candidate confirms, the interview shows Confirmed on the Dashboard.

Job schedule settings

Each job’s Schedule section (titled Interview Scheduling) controls the times candidates can book. If the job has more than one interview round, it has a Defaults tab and a tab per round. Rounds use the defaults unless you turn on Custom scheduling for that round.

Setting	What it does
Interview calendar	Whose connected calendar hosts this job’s interviews. Leave it on Organization default calendar to use your organization’s default. Bookings go to: shows the account interviews actually land on, with a warning if that calendar needs reconnecting.
How should the agent pick times?	Open availability offers any open hour inside your working hours. Custom schedule lets you list specific start times for each weekday, and give specific dates their own times.
Each interview is	Interview length, from 5 minutes to 2 hours.
Earliest interview can be scheduled	Lead time: No minimum, 4 or 12 hours, or 1, 2, 3, or 5 business days.
Buffer between auto-generated slots	Gap between back-to-back slots.
Interviewers	Who is invited. Required interviewers have their calendars checked, so times they’re busy are never offered. Optional interviewers are invited but never block a slot.
Working hours	Which days are open and the hours for each. Add break blocks out lunch or standups. Weekdays 9–5 fills a standard week.
Blocked dates & holidays	US holidays you can switch on to block, any other date you want to block, and Block the observed weekday for holidays that fall on a weekend.

A banner at the top says whether Auto-scheduling is active (candidates who pass screening are sent to booking automatically) or Review-first mode is active (your pipeline has a review or evaluation step before interviews).

Click Save Changes at the bottom of the section. If you have other open jobs, tick Also apply to all other open jobs to copy these windows and blocked dates to them. It’s a one-time copy; later edits don’t follow. New jobs start with your organization’s default working hours, set in Scheduling Settings.

Keeping track of interviews

Dashboard → Upcoming Interviews lists what’s coming up, grouped by day, in your organization’s time zone. Each row shows the time, candidate, and job, with Confirmed when the candidate has confirmed or Reschedule when they’ve asked to move it. Switch between list and calendar views. Click a row to open the candidate.
On the Candidates page, the Interview timing filter shows candidates whose interview is Overdue, Today, Tomorrow, This Week, or Next Week.

If plans change, see Reschedules & No-Shows.