Let Candidates Self-Schedule Interviews

Candidate self-scheduling allows applicants to choose an available interview time that works for them without requiring back-and-forth email coordination. By sharing a scheduling link, candidates can book an interview based on your availability, helping reduce administrative work and speed up the hiring process.

How do I get started?

Watch the video below, or read on to learn more!

Before You Begin

Before using candidate self-scheduling, confirm that:

• Your calendar integration is connected and working properly.
• Interview availability has been configured.
• The interview stage supports self-scheduling.
• The appropriate interviewers have been assigned.

Proper calendar configuration ensures candidates only see available interview times.

How Self-Scheduling Works

When self-scheduling is enabled, Trakstar Hire sends candidates a scheduling link where they can:

• View available interview times.
• Select a time that fits their schedule.
• Confirm their interview appointment.

Once a candidate books a time, the interview is automatically scheduled and reflected on the appropriate calendars.

Enable Self-Scheduling

To allow candidates to schedule their own interview:

1. Open the candidate's profile.
2. Begin scheduling an interview.
3. Enable the option to allow the candidate to self-schedule.
4. Configure the interview details, including:
   • Interview type
   • Interviewers
   • Available scheduling window
   • Any additional interview information
5. Send the scheduling invitation.

You can customize the available schedule by:

• Clicking any blank time slot to add it to the list of available interview times.
• Hovering over a blue suggested time slot and clicking the X to remove that individual time.
• Clicking the X at the top of a day to remove all available interview times for that day.

This allows you to quickly adjust the schedule so candidates only see interview times that work for your team.

You'll be prompted with an email page where you can decide whether to send the candidate an email about the interview scheduling request.

From this page, you can:

• Review the scheduling invitation.
• Edit the email message, if needed.
• Choose whether to send the scheduling email to the candidate.

If you choose to send the email, the candidate will receive a scheduling link that allows them to select one of the available interview times.

If you choose not to send the email, you can return and send the scheduling invitation later if needed.

Candidate Scheduling Experience

After receiving the invitation, the candidate can:

1. Open the scheduling link.
2. Review the available interview times.
3. Select their preferred time.
4. Confirm the appointment.

Once confirmed:

• The interview is added to the interviewer's calendar.
• The candidate receives a confirmation email.
• The interview appears on the candidate's profile in Trakstar Hire.

Reschedule or Cancel an Interview

If changes are needed after the interview has been scheduled:

• Update the interview from the candidate's profile.
• Reschedule the interview if a different time is needed.
• Cancel the interview if it is no longer required.

Any updates made through Trakstar Hire are reflected in the interview details and calendar invitations.

Benefits of Self-Scheduling

Using self-scheduling helps your recruiting team:

• Reduce manual scheduling.
• Eliminate unnecessary scheduling emails.
• Allow candidates to choose convenient interview times.
• Fill interview slots more quickly.
• Improve the overall candidate experience.

Best Practices

• Keep your calendar up to date so candidates only see accurate availability.
• Review interviewer availability before sending scheduling invitations.
• Include interview instructions in the invitation email.
• Monitor scheduled interviews regularly to ensure availability remains accurate.
• Update or cancel interviews through Trakstar Hire so calendar invitations stay synchronized.