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Contents

  • {title=A step-by-step process for scheduling interviews with candidates, id=a-step-by-step-process-for-scheduling-interviews-with-candidates, anchor=, slug=a-step-by-step-process-for-scheduling-interviews-with-candidates, type=null, level=2, indent=false, outdent=false} - 2 | 3
    A step-by-step process for scheduling interviews with candidates
    • {title=Step 1: Plan your process before you schedule interviews, id=plan-interview-process-first, anchor=plan-interview-process-first, slug=step-1-plan-your-process-before-you-schedule-interviews, type=h3, level=3, indent=true, outdent=false} - 3 | 3
      Step 1: Plan your process before you schedule interviews
    • {title=Step 2: Coordinate times with the team, id=coordinate-times, anchor=coordinate-times, slug=step-2-coordinate-times-with-the-team, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Step 2: Coordinate times with the team
    • {title=Step 3: Prepare calendar links, id=prepare-calendar-links, anchor=prepare-calendar-links, slug=step-3-prepare-calendar-links, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Step 3: Prepare calendar links
    • {title=Step 4: Send the interview invitation email, id=interview-invitation-email, anchor=interview-invitation-email, slug=step-4-send-the-interview-invitation-email, type=h3, level=3, indent=false, outdent=false} - 3 | 2
      Step 4: Send the interview invitation email
  • {title=Interview scheduling best practices, id=interview-scheduling-best-practices, anchor=null, slug=interview-scheduling-best-practices, type=h2, level=2, indent=false, outdent=true} - 2 | 3
    Interview scheduling best practices
    • {title=Develop a diverse interviewer pool, id=develop-a-diverse-interviewer-pool, anchor=null, slug=develop-a-diverse-interviewer-pool, type=h3, level=3, indent=true, outdent=false} - 3 | 3
      Develop a diverse interviewer pool
    • {title=Act promptly and minimize delays, id=act-promptly-and-minimize-delays, anchor=null, slug=act-promptly-and-minimize-delays, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Act promptly and minimize delays
    • {title=Offer clear, flexible options, id=offer-clear-flexible-options, anchor=, slug=offer-clear-flexible-options, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Offer clear, flexible options
    • {title=Choose optimal time slots, id=choose-optimal-time-slots, anchor=null, slug=choose-optimal-time-slots, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Choose optimal time slots
    • {title=Communicate details and expectations, id=communicate-details-and-expectations, anchor=null, slug=communicate-details-and-expectations, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Communicate details and expectations
    • {title=Send confirmations and reminders, id=send-confirmations-and-reminders, anchor=, slug=send-confirmations-and-reminders, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Send confirmations and reminders
    • {title=Plan for accessibility and inclusiveness, id=plan-for-accessibility-and-inclusiveness, anchor=null, slug=plan-for-accessibility-and-inclusiveness, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Plan for accessibility and inclusiveness
    • {title=Coordinate around interviewers’ absences, id=coordinate-around-interviewers-absences, anchor=null, slug=coordinate-around-interviewers-absences, type=h3, level=3, indent=false, outdent=false} - 3 | 2
      Coordinate around interviewers’ absences
  • {title=Interview scheduling email templates, id=interview-scheduling-email-templates, anchor=null, slug=interview-scheduling-email-templates, type=null, level=2, indent=false, outdent=true} - 2 | 3
    Interview scheduling email templates
    • {title=Screening interview invitation, id=screening-interview-invitation, anchor=null, slug=screening-interview-invitation, type=h3, level=3, indent=true, outdent=false} - 3 | 3
      Screening interview invitation
    • {title=Interview confirmation email, id=interview-confirmation-email, anchor=null, slug=interview-confirmation-email, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Interview confirmation email
    • {title=Interview reminder email, id=interview-reminder-email, anchor=null, slug=interview-reminder-email, type=h3, level=3, indent=false, outdent=false} - 3 | 3
      Interview reminder email
    • {title=Bonus: Candidate rejection email, id=bonus-candidate-rejection-email, anchor=null, slug=bonus-candidate-rejection-email, type=h3, level=3, indent=false, outdent=false} - 3 |
      Bonus: Candidate rejection email

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Key summaries:

  • For an interview to go smoothly, you first need to define interview stages, who is going to be involved, and timelines to avoid bottlenecks
  • Share booking links with candidates so they can self-schedule for an interview based on your team’s real-time availability. A scheduling tool like YouCanBookMe can help you automate the entire process, including sending interview confirmations and reminders.
  • When scheduling interviews, keep things flexible by offering a range of time slots and taking candidates’ time zones and current work commitments into account.

You’ve narrowed down your applicant pool to a hand-selected group of great candidates.. Now comes the hard part: scheduling the interviews.

It sounds simple, but anyone who’s hired before knows the truth: matching calendars, chasing replies, and waiting on team availability can slow the whole process down. And that can mean losing a strong candidate because your hiring process couldn’t keep up with someone else’s. 

Even research shows that 42% of candidates drop out of the hiring process when interviews aren’t scheduled quickly enough. Ouch! 😬

Hiring top talent means having your interview process nailed down to a T.

In this guide, you’ll get:

  • A step-by-step system to schedule interviews faster and with less stress
  • Best practices to keep candidates engaged and reduce no-shows
  • Templates and tools to help you automate the busywork and stay on track

A step-by-step process for scheduling interviews with candidates

 

Before you send your first invite, we recommend you slow down to map out your interview process. This step will save you hours later and make the experience smoother for everyone involved.

Step 1: Plan your process before you schedule interviews

The first step is figuring out what kind of interview process you actually need. Knowing your process matters not just for your team, but also because studies show that 28% of applicants want to understand it too.

recruitment study

(Source)

❓ Start by answering a few key questions:

  • How many rounds of interviews will you run?
  • Who should be involved in each round?
  • What’s the purpose of each stage—and how will candidates be evaluated fairly?

Let’s say you’re hiring for a mid-level role. You might plan for an initial 30-minute screening call, followed by a skills-based interview with the hiring manager, and a final culture fit conversation with cross-functional teammates. Map this out early to set realistic timelines and reduce delays between stages.

You’ll also want to define how long each round should take, not just in duration (30 minutes vs. 60) but in terms of scheduling windows. For instance, you might want to complete all screening calls within one to two weeks of posting the job. 

A good idea to get through as many screening calls as possible is to use round robin scheduling, as it allows multiple team members to share the load, especially at earlier stages of the interview process.

At this stage, it’s also super important to work closely with the hiring manager. Here’s what you should align on:

  • Who within the team or department will participate in each interview
  • The overall timeline for each stage of the process
  • What competencies are being assessed at each round

Step 2: Coordinate times with the team

Once your interview process is mapped out, the next challenge is making sure your team is actually available to run it.

Depending on who’s involved at each stage, you’ll want to set up separate calendar booking links for different types of interviews, like screening calls, 1:1 conversations, and group or panel interviews. This saves you from chasing down availability every time you move a candidate to the next step. For example:

  • 1:1 interviews can use direct calendar links from a specific interviewer
  • Panel or group interviews may require coordination across two or three calendars, which an interview scheduling tool like YouCanBookMe (YCBM) can automate

Make scheduling multi-person interviews easy

Stop juggling calendars manually. With YCBM, you can coordinate panel interviews, sync multiple calendars, and let candidates book directly based on real-time availability.

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YouCanBookMe Free Zoom, Google Meet, and MS Teams integrations

Just as important as scheduling availability is protecting focus time. Interviews are important, but they can quickly overwhelm your team if they’re scattered throughout the week. Ask your interview panelists to block out dedicated windows for candidate calls and leave other blocks untouched for deep work. 

Next up, you need to prepare your calendar links. Calendar links are personalized booking pages that let candidates choose an interview time based on your team’s real-time availability. They save you from sending emails that ask, “Does Tuesday at 3 PM work for you?”

It’s important to create different calendar links for each stage of the interview process. For example:

  • A screening call link for quick 1:1s with a recruiter
  • A hiring manager interview link with limited availability
  • A panel interview link that coordinates multiple calendars at once

Having the right booking pages ready for each step saves time and gives candidates a smoother experience. It also ensures that only the candidates who pass each stage can book the next interview.

“We started using YouCanBookMe for our recruiting efforts, basically for bringing people in, interviewing them. The biggest challenge for me was the manpower it took to get people scheduled, especially when they canceled or rescheduled. We were looking for a solution where they could book it themselves, reschedule themselves, get reminders. It took a whole load off of us.”

- Mark Hewitt , Founder of the Hewitt Group

A tool like YouCanBookMe can handle it all for you (without the tech headaches). With YCBM, you can:

The easier it is to schedule with you, the faster you’ll hire.

Make interview scheduling the easiest part of hiring

Give candidates a faster, smoother way to schedule interviews, without the back-and-forth. Set your hiring team’s availability, and let YCBM do the rest.

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3 - recruitment - best interview scheduling tools

Step 4: Send the interview invitation email

Once you’ve set up your calendar links, it’s time to send the invitation email that puts everything in motion.

While the content of these emails might get more personalized in later stages, having a few core templates ready (you’ll find sample templates included later in this guide) will save you a ton of time throughout the hiring process. Between interview prep, follow-ups, and feedback, your plate is already full—there’s no need to reinvent the wheel every time you invite someone to schedule.

Interview scheduling best practices

We’ve covered the logistics of scheduling an interview—now let’s talk about what separates a decent process from a great one. These best practices help improve speed, fairness, and candidate experience at every stage.

Develop a diverse interviewer pool

Train a broad group of staff to conduct interviews. This gives you more flexibility when scheduling and helps avoid delays. It also shows candidates that you value different perspectives. 

Aim for a mix of people across departments, job roles, skill sets, locations, and experience levels. The more variety you build into your interviewer pool, the easier it is to move quickly and make the process more inclusive.

Act promptly and minimize delays

Once a candidate moves forward, don’t wait to schedule. Many expect to hear from you within a week, and delays can lead to drop-off. Remember: 42% of candidates will walk away if scheduling takes too long. Keep the momentum going by reaching out quickly and making it easy to book.

👉 See how one recruitment agency boosted candidate engagement by 115% just by switching to online scheduling.

Offer clear, flexible options

 

Provide candidates with multiple mutually available time slots and accommodate their scheduling needs. Flexibility is especially important for those with current jobs or in other time zones. Offering a range of options, like early mornings, lunch breaks, or early afternoon slots, shows you understand that candidates have other commitments.

Choose optimal time slots

You also need to consider the most optimal time slots for the interview. Aim to schedule when both the candidate and the interviewer are likely to be focused and alert. According to YCBM’s Most Popular Meeting Times Report, the best windows are usually:

  • Mid-morning (10:00–11:30 AM)
  • Mid-week (Tuesday or Wednesday)

WSJ—YCBM—Data—1

In short, avoid very early mornings (5 AM club, anyone? 🌚), late afternoons, and Fridays.

Communicate details and expectations

Every interview invite should set clear expectations from the start. Once the time is confirmed, send a prompt, detailed message that includes:

  • The location or video link
  • Names and roles of the interviewers
  • The format (e.g., panel, one-on-one, task-based)
  • Any prep instructions or materials needed
  • The duration of the interview

Providing this information helps candidates prepare for the interview, as they may want to do additional research on the interview panelists or the company and the role in general. If you’re using an interview scheduling tool like YouCanBookMe, you can automate these details into every invite to save time and stay consistent.

Send confirmations and reminders

Speaking of candidate communications, as soon as a candidate books their interview, send a confirmation email. If you’re using an interview scheduling tool like YouCanBookMe, you can automate these confirmations to go out instantly.

Closer to the interview time, it’s also a good idea to send a meeting reminder, just in case something slips off your candidate’s radar. Again, YCBM can send them automatically for you a day or two before.

Plan for accessibility and inclusiveness

Something you shouldn't overlook is how accessible your interview process is. Ask candidates early if they need any special accommodations, and be ready to offer alternatives when needed.

This might include:

  • Switching to a phone interview instead of video
  • Providing extra time for assessments
  • Sharing materials in accessible formats

Only 13% of job seekers with a disability say they request support, like having a support person in the interview. That number is low, not because the need doesn’t exist, but because candidates often don’t feel comfortable asking. Proactively offering adjustments helps remove that hesitation and creates a more inclusive experience for everyone.

🗣️ Want to run better remote interviews? Read our guide on the foundations of strong remote interviewing.

Coordinate around interviewers’ absences

Last but not least, make sure your interview panelists are actually available. Check for vacations, public holidays, or internal blackout dates ahead of time.

Pre-block time for panel interviews and set up substitution plans in case someone becomes unavailable. A bit of prep here helps you avoid last-minute rescheduling.

Interview scheduling email templates

Once your interview times are set, it’s time to communicate clearly and efficiently with your candidates. The right email at the right time not only confirms the details but also sets the tone for a great candidate experience.

Here are three must-have email templates for smooth scheduling👇

Screening interview invitation

Start your candidate journey on the right foot with a friendly interview invitation email. Make sure to include key interview details and a scheduling link if the interview is online.

interview invitation email

 

Subject: Invite to the screening interview for [vacancy title]

Dear [candidate’s name],

Thank you for your interest in the [role title] at [company name]. As the next step in our process, we’d like to invite you to a screening interview with our HR specialist, [HR specialist’s name]. This conversation will help us better understand your skills, career goals, and how they align with what we’re looking for in this role.

To help you prepare, you can review the [job description](insert link) and our [“What It’s Like to Work at [company name]” guide](insert link) to learn more about the role and our company culture.

You can select a time that works best for you using this link: [insert scheduling link]. The interview will take approximately [insert duration] and will be conducted [via phone/online via Zoom/Google Meet/MS Teams].

Feel free to reach out if you have any questions or need further details.

We’re looking forward to learning more about you and exploring how you could contribute to our team!

Warm regards,
[your name]
[your contact information]

Interview confirmation email

Once a time is locked in, send a confirmation to avoid any confusion. This email should clearly outline who will be on the interview panel, when the interview will take place, and where—whether it’s in-person or online.

interview confirmation email

Subject: Interview confirmation for [position name] on {START-DATE}

Hi {FNAME},

We are pleased to confirm your interview for the [position name]role, scheduled for {START-DATE} at {START-TIME}

Pick one:

  • It’ll take place at [address]. OR
  • It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
  • It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
  • It’ll take place on Zoom via this link: {ZOOM}
    Passcode: {ZOOM-PASSWORD}

The interview panel will include [interviewer’s name(s) and title(s)].

To ensure everything goes smoothly, here are a few details to keep in mind:

  • Duration: The interview is expected to last approximately {DURATION}.
  • Preparation: Please be prepared to [bring any required documents, complete any forms, or prepare a presentation/demo if applicable].
  • Technology check (for virtual interviews): If this is a virtual interview, we recommend testing your internet connection and ensuring your microphone and camera are working properly before the call.

If you need to reschedule, please reach out as soon as possible so we can arrange an alternative time. 

If you have any questions beforehand, don’t hesitate to contact me at [phone number] or via email.

We look forward to speaking with you soon!

Kind regards,
[your name]

Interview reminder email

When the interview date is approaching, send a quick meeting reminder to keep it top of mind for the candidate. Here’s a sample you can use👇

interview reminder email

Hi {FNAME},

We’re so happy you’re interested in the [job position] opportunity at [company name].

Just a quick reminder that your interview is starting at {START-TIME} on {START-DATE}.

Pick one:

  • It’ll take place at [address]. OR
  • It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
  • It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
  • It’ll take place on Zoom via this link: {ZOOM}
    Passcode: {ZOOM-PASSWORD}

The interview will last approximately {DURATION} and will focus on [talking points/agenda].

Before we meet, feel free to learn more about our company by visiting: [company URL].

Looking forward to our chat!

All the best,
[Your name]
[Email signature]

Bonus: Candidate rejection email

Not every interview leads to a hire, but every candidate deserves a respectful close to the process. Sending a thoughtful rejection email helps protect your employer brand and leaves the door open for future opportunities. Grab this simple template👇

Candidate rejection email Template (1)

Subject: Update on your application for [job title]

Dear [first name],

Thank you for taking the time to speak with me about the [job title] role at [company name]. It was great to learn more about your background, skills, and career goals.

After careful consideration, we have decided to move forward with other candidates because [brief reason, e.g., “we are looking for more direct experience in X” or “another candidate’s skills more closely matched the role’s requirements”].

We appreciate the time you took to connect with us and encourage you to apply for future opportunities at [company name].

Wishing you the best in your job search,

[Your signature]

Schedule interviews faster with YouCanBookMe

We hope this guide gives you a clear way to organize and run your interviews more smoothly. But at the end of the day, the biggest game-changer is using the right scheduling tool.

With YouCanBookMe, you can:

  • Let candidates self-schedule based on your team’s real-time availability
  • Automatically send confirmations, reminders, and follow-ups
  • Coordinate across team calendars with ease
  • Reduce no-shows and speed up your time-to-hire

👉 Start for free today.

FAQs

What information should be included in an interview invitation email?

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Every interview invite should clearly state the time, location, or video link, who will be interviewing, the format, any prep instructions, and how long it will last. You should also clarify whether the interview is part of a series of stages, and if so, what comes next. Including links to helpful resources, like your careers page, interviewer bios, or company values, can also help candidates feel more prepared and confident.

How far in advance should I schedule interviews with candidates?

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Aim to schedule interviews within 2–5 business days of reaching out. Moving quickly helps you stay competitive and keeps candidates engaged throughout the process. If you wait too long, candidates may lose interest or accept offers elsewhere, especially in fast-moving job markets. 

What should I do if a candidate doesn't respond to a scheduling invite?

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Follow up within 48–72 hours with a polite reminder. If there’s still no response, send one final nudge before closing the loop or moving on to other candidates.

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